Chapter 2 Roles & Responsibility for Safety...It is your responsibility to find out where the...

Chapter 2

Roles & Responsibility

for Safety

Last Updated: October 2018

Roles and Responsibilities for Safety

Workplace Health and Safety Branch 2 - 1

Chapter 2: Roles and Responsibility for Safety

Index Page General Responsibility for Safety ............................................................ 2-3 Roles, Responsibility and Accountability ................................................. 2-3 Safety Accountability Matrix Purpose ...................................................... 2-4 Safety Accountability Matrix..................................................................... 2-5 Rights of Workers .................................................................................... 2-7 Right to Know, Participate and Refuse ............................................ 2-7 Exercising the Right to Refuse ................................................................ 2-8 Responsibilities of Management .............................................................. 2-9 Responsibilities of Supervisors .............................................................. 2-10 Responsibilities of the Employee ........................................................... 2-12 Occupational Health and Safety Committees ........................................ 2-13 Purpose ......................................................................................... 2-13 OH&S Committee Structure .......................................................... 2-13 Responsibilities and Duties of the OH&S Committee .................... 2-14 Responsibilities of the Workplace Health and Safety Branch ........ 2-14 Authority of the Workplace Health and Safety Representative ...... 2-15

Authority of the Employee Health and Wellness Representative ... 2-17 How to Report an Injury ......................................................................... 2-17 Workplace Injuries ......................................................................... 2-17 How to Complete a Workplace Injury Report Form ....................... 2-18 How to Complete a Medical Verification Employee Absence from Work Form ............................................................ 2-19 Response Plan for a Serious Injury or Fatality ...................................... 2-21 Serious Injury Flow Chart Foot Notes .................................................... 2-22 Manager of the Injured Worker .............................................................. 2-23 Workplace Health and Safety Representative ....................................... 2-23 Manager of Workplace Health and Safety ............................................. 2-24 Informing Next of Kin ............................................................................. 2-24 Relations with the Media ....................................................................... 2-24 Reporting of Vehicle Accidents .............................................................. 2-24 Reporting of Public Accidents ................................................................ 2-25 How to Investigate Accidents................................................................. 2-25 Investigation Report Writing Procedure ................................................. 2-26 The Report Outline ................................................................................ 2-26 Report Format Sample .......................................................................... 2-27 Inspections in the Workplace ................................................................. 2-29 Inspection Report .................................................................................. 2-30 Safety Meetings ..................................................................................... 2-31 Branch Safety Meeting .................................................................. 2-31 OH&S Committee Meeting ............................................................ 2-32 Planning a Branch/Department Safety Meeting ............................ 2-32 Safety Meeting Topics ................................................................... 2-33 Safety Meeting Agenda ................................................................. 2-34 Conducting a Safety Meeting ........................................................ 2-35

City of Regina Safety Manual

2 - 2 Workplace Health and Safety Branch

Follow-Up ...................................................................................... 2-35 Safety Meeting Minutes Form ....................................................... 2-36 Safety Meeting Attendance Form .................................................. 2-37 Notice of Contravention Procedure ............................................... 2-38 Notice of Contravention Resolution Procedure ............................. 2-39 General Safety ....................................................................................... 2-40 Reporting Hazardous Conditions .................................................. 2-40 Employees Working Alone ............................................................ 2-40 Qualifications for Duty ................................................................... 2-41 Personal Conduct .................................................................................. 2-42 Taking Chances ............................................................................ 2-42 Horseplay or Distractions .............................................................. 2-42 Alcohol and Drugs ......................................................................... 2-42 Firearms ........................................................................................ 2-42 Drivers Licence Suspension .......................................................... 2-43 Safety Non-Compliance and Disciplinary Actions ......................... 2-43 Policies Respectful Workplace Policy ................................................................. 2-44 Harassment Policy ................................................................................. 2-47

Appendix “A” Dispute Resolution Process ..................................... 2-53 Appendix “B” Allegation of Disrespectful Behaviour/Harassment .. 2-67

Violence Policy ...................................................................................... 2-69 Appendix “A” Process Guidelines .................................................. 2-73 Appendix “B” Violent Incident Report Form ................................... 2-75

No Smoking Policy ................................................................................ 2-79 Scent Sensitive Workplace Policy ......................................................... 2-81



General Responsibility for Safety An effective occupational health and safety program requires commitment from all levels of the corporation to perform their responsibilities, effective supervision and a positive attitude towards health and safety by all employees. Each of us must accept responsibility to maintain a healthy and safe workplace to prevent injury or illness, reduce accidents or incidents, reduce the severity of workplace injury or illness through the participation in the Return to Work Program, reduce waste and control losses. Management and workers must be accountable for hazards that may endanger the public. Direct responsibilities for the safety of the public rest with our frontline employees, supervisors and management who oversee these operations.

Roles, Responsibility and Accountability

Employees sometimes say “That’s not my job. It’s up to someone else to do it or get it done”. However, when it comes to safety it’s everyone’s responsibility. All City of Regina employees, from a casual employee to the City Manager have a role and a responsibility in the awareness and the promotion of safety.

The role and responsibility of an employee when it comes to safety goes far beyond themselves. All employees have an inherent role and responsibility for their own personal safety, as well their co-workers, contractors and the public.

Two leading causes of accidents or incidents include; being in a rush - the “I’ve got to get it done now” attitude; or work familiarity leading to complacency - “I’ve done it hundreds of times and nothing happens”. When you take a short cut or lose focus on the task at hand, this is when an accident happens. The event is never planned; it happens when attention drifts from what is required to perform the work safely.

Our roles and responsibilities may vary depending on our position within the corporation. Ultimately it comes to one common goal - Mission Zero. Zero recordable instances of loss time due to workplace injury.

The message is simple. Every employee goes home at the end of their work day the same way they came to work, healthy, free from illness and responsible for their actions.

Our Focus Is Safety, Our Strength is Our People



Safety Accountability Matrix Purpose

The Safety Accountability Matrix is designed to assist the corporation in building a strong safety culture. It also provides all levels of supervision and employees with a reference tool which outlines their specific activity as it relates to safety. Safety related activities are designed to assist in the prevention, reduction and minimization of workplace incidents

The Safety Accountability Matrix outlines a variety of safety activities as well as established timelines and action items for these activities. By adhering to the safety activities in the Safety Accountability Matrix all employees will be able to:

maintain a respectful workplace and shall refrain from acts of harassment or violence

work towards building a strong safety culture work towards a common goal of a reduction of workplace incidents develop work procedures to achieve a reduction in injury or illness

frequency ensure compliance with provincial OH&S regulations ensure that they have met their responsibility of due diligence effectively document all safety activities

The Safety Accountability Matrix and the Safety Program Checklist were designed to keep all City of Regina employees aware of their specific duties and how often they have to be performed. Post the Safety Accountability Matrix on the Occupational Health and Safety (OH&S) Bulletin Board for reference. Use the Safety Program Checklist to keep track of these duties as you perform them. If you have any questions contact your Workplace Health and Safety Representative. If you need additional copies of the Safety Accountability Matrix, contact the Print & Mail Services.



Safety Accountability Matrix Safety Activity City Manager Deputy City

Manager Director Manager Supervisor

(anyone who directs day to day work of others)

Employee

Safety Meetings

Will attend two meetings annually

Will attend & participate in two meetings annually with respective divisions

Will attend, participate & lead respective departmental meetings quarterly

Will attend, participate and lead the branch safety meeting monthly

Will deliver weekly safety talks (aka tailgate talk)

Attend & participate as scheduled

Worksite Inspections

Will attend two annually

Will attend two annually

Will attend and document Quarterly

Will lead & document Monthly

Will lead & document weekly

Will participate daily (PPE, Ergo, vehicle, tools, etc.)

Investigations Will be informed & shall respond as required by due diligence

Will be informed & shall respond as required by due diligence

Will be informed & shall respond as required by due diligence. Will ensure that all incidents are reported & investigated as required

Will lead and coordinate all investigations

Will conduct investigations

Will participate as required

Workplace Injuries

Review stats quarterly

Review divisional stats quarterly with Directors

Review departmental stats quarterly with Managers

Review branch stats monthly with supervisors & review injury with employee

Review branch stats with employees & review injury with employee

Report all injuries

Dangerous Occurrence

Will be informed & respond as required by due diligence

Will be informed & respond as required by due diligence

Will ensure that all dangerous occurrences are investigated a& reported as required

Will lead & coordinate all investigations of dangerous occurrences

Will immediately suspend dangerous work until hazard has been controlled & investigated

Report each occurrence & participate in investigation as required

Harassment & Violence

Shall refrain from acts of harassment & violence in the workplace & shall report any acts of






Safety Program

Understand the benefits and endorses the safety program

Promotes Corporate safety program

Communicate and support Corporate direction



Comply with all City of Regina policies & OH&S Regulations



Safety Activity City Manager Deputy City

Manager Director Manager Supervisor

(anyone who directs day to day work of others)

Employee

OH&S Legislation

Understands how OH&S legislation impacts the organization

Understands how OH&S legislation impacts the Division

Understands how OH&S legislation impacts the Department

Understands how OH&S legislation impacts the Branch

Understands how OH&S legislation specific to work area

Safety of Yourself & of those who you work with (PPE, worksites)

Safety Culture Sets the tone for organization culture

Sets the tone for organization culture and ensures consistency of application

Sets the tone for organization culture and sets the expectation of the department

Ensure processes are in place & are adhered to. Address safety concerns.

Ensure processes are in place & are adhered to. (PPE, work sites, tail gate talks, inspections, etc.)

Commitment to own personal safety and the safety of others

Safety leadership

Promotes and is committed to establishing a healthy and safe organization

Promotes – Leads by example





Accountability & Authority

Ensure that Deputy City Managers are held accountable for their responsibilities to the City of Regina Safety Program

Ensure that Directors are held accountable for their responsibilities to the City of Regina Safety Program

Ensure that Managers are held accountable for their responsibilities to the City of Regina Safety Program

Ensure that Supervisors are held accountable for their responsibilities to the City of Regina Safety Program

Ensure that employees are held accountable for their responsibilities to the City of Regina Safety Program

Ensure that employees and co-workers are held accountable for their responsibilities to the City of Regina Safety Program



Rights of Workers The Three Rights of Workers As set out in the Saskatchewan Employment Act an employee has the following rights:

(i) Right to Know; (ii) Right to Participate; and (iii) Right to Refuse to do work that they have reasonable grounds to

believe to be unusually dangerous. a danger that is not normal for a job a danger that would normally stop work a situation for which the worker is not properly trained,

equipped or experienced. Right to Know

Right to Know

You have the right to get information about hazards in the workplace. Hazards are anything that has the potential to cause an injury or illness. If your supervisor does not tell you of the hazards in your workplace, ask them to provide you this information before you start to work. It is your responsibility to find out where the potential hazards are in your workplace.

You should be able to gain the knowledge, skill and ability to do your job through, training, competent supervision and by following the work process provided to you by your supervisor for the work you are asked to perform.

Right to Participate

You can become involved in health and safety at work. Every Saskatchewan workplace with 10 or more workers must have a worker/management Occupational Health and Safety Committee. At the City of Regina there are 21 separate OH&S Committees representing all workers within the corporation.

You are encouraged to actively participate in your workplace safety when attending your Branch’s monthly safety meeting. Tailgate Talks occur between Safety Meetings when your supervisor deems it necessary to ensure all workers are aware of a hazard in the workplace.

If you observe a hazard or unsafe condition in the workplace immediately report what you have observed to your Supervisor. If necessary stop working and warn your co-workers of the hazard.

Read the information posted on the OH&S Bulletin Board within your work area. If you would like more information on a subject discuss this with one of your OH&S Committee members.

../../Rights%20of%20Workers%20Final%20Version%202013.pdf



Right to Refuse

You may refuse to do any particular act or series of acts at work where you have reasonable grounds to believe that the act or series of acts are unusually dangerous to your health or safety or the health and safety of any other person at the place of employment until:

o Sufficient steps have been taken by the employer to satisfy you otherwise

o The Occupational Health and Safety Committee has investigated and advised you otherwise.

Exercising the Right to Refuse

1) Inform your Supervisor that your refusal to work is related to a health and safety

concern and provide your supervisor with your reason for your work refusal.

Your supervisor may reassign you to other work until the matter is resolved. Do not leave the work site without your Supervisor’s or Manager’s permission.

A replacement worker may be assigned to perform the work when advised about: o The work refusal and the reason for the refusal o Why the replacement worker can do the disputed job safely o The right of the replacement worker to refuse the work o The steps to follow when exercising this right

2) Involve the OH&S Committee Co-chairpersons

If the work refusal cannot be resolved with your Supervisor, do not continue working and call the OH&S Committee Co-chairs, they should be asked to help resolve the concern. The OH&S Co-chairs can make a recommendation(s) for management to consider in order to resolve the work refusal.

3) Hold an emergency OH&S Committee meeting

If the Co-chairs cannot resolve the work refusal: o Convene an emergency OH&S Committee meeting o Look for underlying causes for the work refusal o Provide recommendations for corrective action to the employer o Document the work refusal investigation

4) Contact the Workplace Health and Safety Branch

The Workplace Health and Safety Representative will assist in trying to resolve the work refusal.

If no resolve can be made to this point it may be necessary for the Workplace Health and Safety Representative to contact a Provincial OH&S Officer to ensure regulatory compliance with a proposed solution, or for the Provincial OH&S Officer to conduct an investigation and make a ruling.



5) Once resolved, communicate the results of the work refusal investigation to all of the employees within the Branch.

6) Post a copy of the investigation on the OH&S Bulletin Board for future reference

for all employees within the Branch. 7) Management, the OH&S Co-chairs and the Worker directly involved should

monitor the effectiveness of the corrective action.

Responsibilities of Management It is management’s responsibility to provide a healthy and safe workplace as far as it is reasonably practical to do so. This would include a work place that is free from harassment or violence. Management bears the responsibility for the health and safety of their employees as identified in the Saskatchewan Employment Act and the Provincial OH&S Regulations 1996. The following roles and responsibilities are defined for the different levels of management in the Province’s Workplace Responsibility System: 1. Organize and maintain an Occupational Health and Safety Program that meets

the requirements of their division, department or branch. 2. Maintain safe working conditions and processes. 3. Provide leadership and training to develop a positive attitude conducive to

safety among employees. 4. Enforce, through appropriate lines of delegation and authority, applicable safety

legislation as defined in Part III, Section 8 of the Saskatchewan Employment Act.

5. Ensure that the Department's OH&S Committee conducts inspections of work

sites, operation and maintenance of equipment, condition of facilities and any other physical or operational work related areas on a monthly basis.

6. Ensure that new or transferred employees receive a safety orientation.

Orientations should cover corporate safety initiatives that are standardized across the corporation. Specific safety subjects that are only found in the operating area should be part of an orientation within the division, department or branch.

7. Provide to each worker the personal protective equipment required for the task

they are to perform. Training on the use, maintenance and inspection of the personal protective equipment (PPE) must be provided prior to use in the workplace.



8. Conduct or participate in the investigation of workplace injuries, vehicle accidents or the damage to public property or the injury of a member of the public.

9. Ensure that all employees attend safety meetings. If an employee is away from

work ensure that the minutes of the safety meeting are available to that employee for reference. Ensure the employee knows who to contact if they have any questions or issues with the minutes.

10. Management establishes safety responsibilities with a contracted worker,

business or company through acceptance of the terms contained in the tendering process. Conformation of these terms will be finalized during the pre-work meeting upon the award of the tender.

i) not permit any contractor or their workers or any self-employed

person to work at a site until the hiring City management is satisfied that the contracted employer or self-employed person understands their duties imposed by Part III, Sections 8 of the Saskatchewan Employment Act and by Section 22 of the OH&S Regulations 1996 in force under the authority of the Province and any other applicable standard.

ii) ensure so far as reasonably practicable, safe conditions for the work referred to in clause (1) and the work is performed in compliance with the Provincial OH&S Regulations.

11. Prepare a schedule for the OH&S Committee to perform inspections for each

calendar year. Ensure all OH&S Committee members have a copy of the schedule. Forward a copy of the schedule to the Healthy Workplace – Human Resources Consultant assigned to the department.

12. Implement programs which evaluate the safety performance of each member of

management. 13. Ensure that facilities are constructed and maintained to meet current applicable

standards. Inspections to a facility and surrounding yard or area are conducted at least once a year.

Responsibilities of Supervisors 1. Set a good example for subordinates by observing or demonstrating applicable

health and safety practices every day and on every work site. This is performed on a daily basis by wearing all PPE required for the work being performed, following work processes and safe work practices and identifying existing or potential hazards on each job site.

2. Comply with and insist that workers under their supervision comply with all Acts

and Regulations. Take action in instances of non-compliance as necessary and



with progressive action, e.g. notify, coach and then apply the corrective discipline process when required.

3. Provide to their workers for reference copies of rules, regulations, manuals and

texts to ensure that they are familiar with the governance applicable to their workplace. It may be necessary in dealing with some of the compulsory regulation that instruction and examination be given on a periodic basis, instruction and examination.

4. Report and investigate, as prescribed by regulation and this manual, accidents,

incidents and near misses events which can include workers, equipment, facilities or the public.

5. Ensure that workers under their supervision are issued the safety devices and

personal protective equipment that is required for the task that is being performed.

6. Ensure that all employees wear the personal protective equipment that has

been issued to them. Periodic inspection of personal protective equipment is required by the supervisor to ensure that the equipment is being used, maintained and is in serviceable condition to protect the worker.

7. Plan and take steps necessary to anticipate and identify job hazards in the

planning stage of all job assignments. Before commencing any work that may be hazardous care shall be taken to establish safe work procedures. The supervisor must ensure that all workers performing or in the proximity of the work understand the hazards and the safe work procedures before the work starts.

8. Plan and conduct safety meetings or tailgate talks to ensure that the message

of safety in the workplace is promoted on a regular basis. Safety meetings and tailgate talks should be designed, conducted and documented in reference to the principles as outlined in the courses facilitated by the Workplace Health and Safety Branch.

9. Ensure that all hazardous situations that present themselves on the work site

are identified and dealt with to prevent a workplace injury or damage to property. Workplace hazards have to be rendered harmless before leaving a worksite to prevent injury to the public.

10. A supervisor has the authority to shut-down a work site that they consider to be

unsafe. If the work site is to be shut-down the manager must be notified of such action in order to communicate to other work areas that service will be affected for the duration of the shut-down. A work site shut-down must be reported to the Human Resources Department – Workplace Health and Safety Representative.



11. Check first aid kits to ensure that they are kept in the prescribed condition and the contents are in compliance with Table 10, Required Contents of a First Aid Box from the Provincial OH&S regulations. Depending on circumstance the contents of the first aid kit might need to include the items as described in Table 11 of the OH&S regulations.

12. Ensure that the emergency plan is known by all employees. This would include

steps necessary to perform an evacuation. The location of fire fighting equipment must be identified by signage and known to all employees. Emergency equipment must be inspected at least once a year to ensure that it is in good working condition.

Responsibilities of the Employee

1. Identify hazards to protect themselves, fellow employees and the general

public. Report hazards to your supervisor immediately. 2. Understand and follow approved workplace practices and procedures. 3. Understand and follow the sections of the City of Regina Corporate Safety

Manual, Saskatchewan Employment Act and Provincial OH&S Regulations 1996 that are applicable to their workplace.

4. Know the emergency plan for your work location. Where required, know how to

how to use the various types of fire protection equipment e.g.: fire extinguisher, water hose or activation of the fire alarm system.

5. Report worn or defective equipment or tools to your supervisor to ensure such

equipment or tools are repaired or taken out of service immediately. 6. Notify the supervisor immediately when it is necessary to render any safety

equipment or devices inoperative. 7. Wear appropriate clothing and use PPE. Exercise proper care and

maintenance of PPE, replacing defective equipment immediately. 8. Report all workplace injuries, vehicle and public accidents to your immediate

supervisor. Where required, complete the necessary documentation or forms to record the incident.

“THE HIGHEST LEVEL OF SAFETY ACHIEVABLE IS THE MINIMUM STANDARD

OF PRACTICE THAT IS ACCEPTED”



Occupational Health and Safety Committees Purpose The purpose of an Occupational Health and Safety Committee is to consider health and safety matters, identify problem areas, make recommendations to management and follow-up on the recommended actions to ensure management has provided their answer to the committee. The Committee presents an opportunity for both the employer and employees to participate together in meaningful dialogue to explore solutions to the health and safety concerns identified in the work place. The success of the OH&S Committee hinges not only upon the cooperation between management and employees, but also in the recognition of the fact that health and safety at work is of common interest and will result in an improved quality of life for the employee and an improved atmosphere within the workplace. For more information on the establishment, maintenance, duties and responsibilities of an OH&S Committee refer to Sections III (22-28) of the Saskatchewan Employment Act. OH&S Committee Structure OH&S Committee shall be established within the Branch to ensure compliance with applicable Provincial Act and Regulations. All employee committee members who are in-scope are appointed to the OH&S Committee through their Union Executive. The representing Union will have access to their committee members to ensure that safety issues that have been brought forward will be addressed.

An OH&S Committee shall be designated to represent a workgroup or a branch to include both management and in-scope committee members. This will ensure that all recommendations that are considered for implementation into the workplace by management are under the direct authority of the manager who is the employer chair of the committee. Any exemption to the Provincial OH&S Act and Regulations in regards to the creation or maintenance of an OH&S Committee shall be communicated between the City of Regina and the Provincial OH&S Branch by the manager of the specific work area in consultation with the manager of the Workplace Health and Safety Branch. The size of an OH&S Committee shall not exceed 12 members of which there must be more employee representatives than employer representatives. The Workplace Health and Safety Representative is not a member of the committee but will be available to attend meetings as a resource person.



Responsibilities and Duties of the OH&S Committee

1. Participate in the identification and control of health and safety hazards in the place of employment.

2. Co-operate with the Workplace Health and Safety Branch. 3. Create, promote or recommend the means for the delivery of health and

safety training programs or education information for employees. 4. Maintain records with respect to the duties of the committees pursuant to this

section. 5. Investigate any matter mentioned in Section 23, the Right to Refuse. 6. Receive, consider and resolve matters respecting health and safety of workers. 7. Carry out any other duties that are specified in the Provincial Act or

Regulations. 8. Co-operate with the Workplace Health and Safety Branch. 9. Receive, distribute or facilitate the delivery of information or training regarding

health and safety for the workers. Responsibilities of the Workplace Health and Safety Branch

This group consists of Manager of Workplace Health and Safety, the Workplace Health and Safety Consultants or Associates. Their responsibilities are, but not limited to:

1. Organize and facilitate safety programs and campaigns to increase safety

consciousness in an effort to reduce incidents of workplace injury and loss. 2. Work closely and provide advice to the Occupational Health and Safety

Committees to help ensure they carry out their responsibilities effectively and in accordance with the Provincial Act and Regulations.

3. Develop in conjunction with the operating department or branch personal,

Occupational Health and Safety Guidelines or initiatives in accordance with the work being performed and the applicable Provincial Acts and Regulations.

4. Review current developments, trends and best practices in industry. Advise

senior management of these finding and then assist them in applying these concepts.



5. Act as a resource for Occupational Health and Safety related policies, procedures and information.

6. Assist Managers when requested in the co-ordination of safety meetings by

providing visual aids, safety information and instruction on Occupational Health and Safety policies, best practices and administration procedures.

7. Assist in the investigation of incidents or accidents of a serious nature whether

they involve city employees, vehicles, contracted employees or the public. Investigations can be performed with the operating area, OH&S Committee Members or independently.

8. Maintain employee workplace injury report records. Analyze and prepare

statistical data identifying trends and recommendations where improvements can be made to reduce workplace incidents.

9. Assist the management of the operating area in developing programs to aid in

the reduction of workplace incidence or worker injuries.

10. Coordinate the administrative processes related to Worker's Compensation Board claims and liaison with the Worker's Compensation Board.

11. Assists management representatives in the development of a Return to Work

Program for injured or sick employees. The principles of workplace accommodation are to be applied and followed by this process.

12. Perform comprehensive audits. The purpose of the safety audit is to obtain an

independent assessment of the current safety conditions in each area of operation. Included in the audit are standards for housekeeping, vehicles and equipment, tools, storage areas and parking facilities, office areas, fire plans, security, chemical storage and WHMIS, ergonomics and any other matters related to occupational health and safety.

13. Monitor the Worker Compensation Act to ensure the corporation is in

compliance with the current guidelines of this document. 14. Monitor the Saskatchewan Employment Act and the Occupational Health and

Safety Regulations to ensure compliance within the corporation. A Workplace Health and Safety Representative will be the liaison between the City of Regina and the Provincial OH&S Branch.

Authority of the Workplace Health and Safety Representative Where in the course of their duties, the Workplace Health and Safety Representative, Human Resources Department has the authority to:



Audit City of Regina workplaces for compliance with the Saskatchewan Employment Act and the Occupational Health and Safety Regulations, 1996 and/or City of Regina Corporate Safety Program.

Investigate any matter related to either the Saskatchewan Employment Act and the Occupational Health and Safety Regulations, 1996 or the City of Regina Corporate Safety Program.

Administer notices of safety non-compliance as identified in either of the Saskatchewan Employment Act and the Occupational Health and Safety Regulations, 1996 and/or City of Regina Corporate Safety Program to any Employee or Contractor employed by the City of Regina.

Recommend corrective action (up to and including termination) in consultation with Labour Relations and the Operating Area, for any Employee whom is in non-compliance with either of the Saskatchewan Employment Act and the Occupational Health and Safety Regulations, 1996 and/or the City of Regina Corporate Safety Program.

Enforce corrective actions and directives for all non-compliance infractions with the Saskatchewan Employment Act and the Occupational Health and Safety Regulations, 1996 and/or the City of Regina Corporate Safety Program.

Perform unannounced Workplace Inspections regarding all City of Regina operations for compliance with either of the Saskatchewan Employment Act and the Occupational Health and Safety Regulations, 1996 and/or City of Regina Corporate Safety Program.

Conduct assessments or perform tests (i.e. demonstration of Employee competence regarding a specific work task) as related to the compliance of either of the Saskatchewan Employment Act and the Occupational Health and Safety Regulations, 1996 and/or City of Regina Corporate Safety Program.

Request the provision of information from any Employee regarding the compliance with the Saskatchewan Employment Act and the Occupational Health and Safety Regulations, 1996 and/or City of Regina Corporate Safety Program.

Implement stop work orders at all City of Regina work sites that are in non-compliance with either the Saskatchewan Employment Act and the Occupational Health and Safety Regulations, 1996 and/or the City of Regina Corporate Safety Program.

Evaluate and assess all Employee right to refuse work declarations as provided by any Employee of the City of Regina.

The Workplace Health and Safety Representative has the authority to stop work in whole or in part and they may issue an Employee or Contractor Notice to Safety Non-Compliance requiring the employee or the supervisor to make changes, improvements or repairs to eliminate or mitigate hazards in an effort to reduce the risk of injury to their workers.



If management decides it is impossible to meet the requirements of the OH&S regulation, the Workplace Health and Safety Representative assigned to that Department will be notified in writing of the failure to meet the standard or a need for an exemption to the regulation and at this point the Department or Branch will assume full responsibility. The Workplace Health and Safety Representative will meet with the management team to discuss options to gain regulatory compliance. Stakeholders, who may become involved depending on the situation or evidence presented, may include the OH&S Committee, the representing Union or the Provincial OH&S Branch for their guidance on the situation.

Authority of the Employee Health & Wellness Representative 1. Audit compliance regarding the City of Regina Return to Work Guidelines

and/or the Duty to Accommodate (e.g. City of Regina Accommodation Policy).

2. Apply corrective action recommendations for all non-compliance infractions with either the City of Regina Return to Work Guidelines and/or Duty to Accommodate (e.g. City of Regina Accommodation Policy).

3. In consultation with Labour Relations and the operating area, apply corrective action (up to and including termination) for any Employee whom is in non-compliance with either of the City of Regina Return to Work Guidelines and/or Accommodation Policy.

4. Enforce all identified non-compliance corrective actions with either the City of Regina Return to Work Guidelines and/or Accommodation Policy. the use of unsafe equipment, materials or tools the unsafe or improper use of equipment, materials or tools any unsafe work condition or procedure

How to Report an Injury

Workplace Injuries All workplace injuries which include first aid, medical aid or time loss have to be reported to your foreman or supervisor as soon as possible and no later than the end of your work shift. If circumstances are such that you cannot report your injury to your foreman or supervisor an effort should be made to report your injury to the manager of your work area or your Workplace Health and Safety Representative. Upon reporting the workplace injury, a Workplace Injury Report Form shall be completed with your supervisor to document the injury, discover the root cause and determine preventative measure to prevent future incidents of injury.

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How to Complete Workplace Injury Report Form (WIR) The employee should complete a Workplace Injury Report Form (WIR) with their supervisor immediately following any workplace injury. When page 1 is complete the supervisor will fax it to the Human Resources Department at (306) 777-6825 and then continue to complete pages 2 and 3. After all sections are completed the WIR form should be disbursed according to the instructions provided ensuring the “white copy” is forwarded to the Human Resources Department upon completion. Additional information or details may be supplied with the WIR on a separate page if necessary. 1. Employee's Name: employee's name in full 2. Employee’s Position: position (indicate if acting) employee was performing

when injury occurred

3. Employee ID #: employee’s five digit identification number

4. Employment Status: permanent or casual 5. Immediate Supervisor : who the employee reports to 6. Reported to: who employee reported injury directly to 7. Witness: name(s) of other employee(s) who witnessed the injury (must have

seen incident occur) 8. Classification of Injury:

Time Lost: any injury requiring absence from work for any period longer than the date of injury. (Employee does not report to the start of the next shift)

No time lost medical aid: any injury requiring an absence from work for

medical attention. Injured worker could report for work on their next shift.

No time lost untreated first aid: any injury requiring no absence from

work and can be treated with the administration of basic first aid. 9. Was Medical Attention Required? (Yes / No) 10. Physician’s or Medical Centre’s name and address of where medical attention

was given. 11. Injury Date: (DD/MM/YR) 12. Time of Injury: HR/MIN



13. Date Reported: date injury was reported (DD/MM/YY) 14. Reason for Late Reporting: if not reported on injury date provided explanation

as to why the report of injury was delayed. 15. Where did Injury Occur: location of injury (address, building, park, street) 16. Detailed Description of Injury/Incident: The employee is to provide in their own

hand writing a detailed description of what happened and the subsequent injury. If additional space is required attach the written statement to the WIR.

17. Body Part Injured: check all body parts injured, Include right, left, both, upper,

lower or mid. 18. Type of Injury: bruise, strain, etc. 19. Return to Work: supervisor and employee discuss if alternate/light duty

opportunities are available. 20. Type of light/alternate work available: a brief list of light/alternate/modified

duties available

21. Employee signature and date

22. Supervisor signature and date

23. Analysis: what acts, failure to act and/or conditions contributed to this incident/accident

24. Cause Checklist: review Analysis Section in order to determine root cause of injury/incident and provide an assessment of what the contributing factors lead to the incident.

25. Prevention: Based on the “Analysis and Cause Checklist” the supervisor is to document measures to be taken to prevent a similar incident from occurring in the future.

26. Managers, Directors or designates comments.

27. Workplace Health and Safety Consultant’s comments.

How to Complete a Medical Verification Employee Absence from Work Form

When an employee experiences an illness or injury that requires medical attention their supervisor shall provide them with a Medical Verification Employee Absence from Work Form and direct the employee to have their physician or other health provider complete the form.



1. The employee is to return the completed Medical Verification Employee Absence from Work form to their supervisor within 24-hours of a work related injury or illness and as per the appropriate collective agreement for non-work related injury or illness.

2. The Medical Verification Employee Absence from Work Form identifies the

employee’s name, address, phone number and date of current illness or injury. This section is to be completed by the supervisor and employee.

3. The middle section of the form must be completed by a licensed medical

practitioner or other health care provider chosen by the employee. It is important that this section is completed in its entirety.

4. Through consultation with their physician, the employee is to provide

verification of date of visit for their current illness or injury, estimated date of returning to their regular duties and confirmation of their ability to participate in an alternate or modified capacity.

5. If the employee is returning to work in a modified or alternate capacity, their

physician is required to document the employees’ restrictions and limitations. 6. If an employee is not capable of returning to work the reassessment date

must be completed on the medical verification employee absence from work form every 3 to 4 weeks until employee is able to return to work, unless the employee’s condition prohibits a reassessment.

7. The supervisor or manager will review the information with their department’s

Workplace Health and Safety Representative to determine if the employee is capable of returning to work and whether restrictions or limitations can be accommodated.

8. If the supervisor or manager has any questions regarding the employee

medical verification information or if further clarification of medical status is required contact their Workplace Health and Safety Representative for assistance.

9. If the employee can return to their regular duties or in an accommodated

capacity within their documented restrictions and/or limitations the supervisor will sign the bottom of the Medical Verification Employee Absence from Work Form acknowledging the return to work date.

10. The completed and signed form is to be forwarded to the Human Resources

Department for placement on Employees’ medical personnel file. 11. A reasonable fee will be accepted for a completed in full medical verification

form.



Response Plan for a Serious Injury or Fatality Regular Working Hours

(1)

Serious Injury or Fatality

(2)

Supervisor or Co-worker calls 911

Fire

Police

E.M.T

(6)

Workplace Health and

Safety Representative

(WHSR)

Contacts:

• Director

• Executive Director

• OH&S Co-chairs

(4)

City Operations Dispatch Clerk

• Receives and Confirms Request

• Notifies

Manager assesses the

situation and:

• Calls Employee’s

Emergency Contact

• Limit Work Activity

• Shut-Down Work

Activity.

Contacts:

Manager of Workplace

Health and Safety

(WHS)

Provincial OH&S

Branch

Attends Incident Scene

and Assesses Situation

If Required, Call in

Second WHSR

Contacts:

Manager of WHS

City Manager Starts the Investigation

Employee’s

Emergency Contact

Communications

E.F.A. P.

Manager, Supervisor

and Workplace Health

& Safety Representative

to discuss the situation

and develop a response

plan

Provides Situation

Reports to

Manager WHS

Legal Department

(5)

Area Manager or

Administration

Manager goes to

Incident Site

(7) Human Resources

Administration

911

(3)

Supervisor or Co-worker calls City Operations Dispatch

Contact Provincial

OH&S Branch



Serious Injury or Fatality Flow Chart Foot Notes 1. An accident has occurred where a worker has been seriously injured and

requires emergency medical assistance (EMS) to attend the site. It also could be a situation where a worker is taken to a hospital emergency ward for the treatment of a serious injury that will require the admittance to the hospital for more than 72-hours.

2. The supervisor or a co-worker will use the communication equipment that is

available on site to request assistance. If a cell phone is used, call 911 to request emergency medical assistance for the injured worker(s) and any other emergency response for the accident site. A call will then be made to the City Operations Dispatch Clerk at (306) 777-6943 to report the accident and to initiate the process for the dispatch clerk to contact the injured employee’s Manager and the Workplace Health and Safety Representative assigned to the Branch.

3. If a two-way radio is the only form of communication on site, a request for

emergency medical assistance and any other emergency response for the accident site can be made through the City Operations Dispatch Clerk by selecting Channel 8 – A. Ensure that you can provide accurate details of what you are reporting, e.g. number of injured, estimated ages of the injured, location of the accident scene. Specific type of emergency response and why it is required, e.g. serious injury due to being pinned under equipment, fire on site due to explosion, violent event - person with a gun.

4. Upon receiving the call, the City Operations Dispatch Clerk will record the

details of the accident and if requested will then contact emergency response personal, EMS, Fire Dept or Police Service. The Dispatch Clerk will confirm with the caller that emergency responders are on their way to the accident site.

5. The Dispatch Clerk will then contact

Manager of the injured worker. (Box #5) If the Manager is not available, the Dispatch Clerk will contact the

manager’s administration staff to assist in contacting the Manager. (Box #5)

Workplace Health and Safety Representative assigned to the Branch. (Box #6)

If the Workplace Health and Safety Representative is not available the Dispatch Clerk will call the Human Resources Department Administration Support at (306) 777-7550 (Box #7).

The Dispatch Clerk will ensure that the injured worker’s emergency contact information is available and is forwarded to the Manager of the injured worker.



Manager of the Injured Worker (Box #5) The Manager will be given the details of what is known by the Dispatch Clerk. The Manager will then inform their Director of what has occurred. The Manager will contact the OH&S Co-chairs and advise them of the situation for their attendance. The Manager will then attend the accident site to provide support and operational direction. At this time the Director will contact their Executive Director and inform them of the accident. The Manager or their designate, once they have accurate details of what has occurred, will inform the employee’s Emergency Contact of the situation and the status of the injured employee. If the accident results in a fatality, the Regina Police Service will inform the employee’s Emergency Contact or next of kin of the situation. If the emergency contact number is not known Human Resources will assist in gathering this information. Once on site, the Manager, along with the worksite Supervisor and the Workplace Health and Safety Representative, could possibly limit the work activity in the surrounding area or shutdown all operations for a pre-determined period of time. The affected work area and operations that rely on support from this area may have to stop work for the remainder of the shift (e.g. Asphalt Production and all paving activities). The Manager will relay situational information back to their Director on a regular basis. Workplace Health and Safety Representative (Box #6) The Workplace Health and Safety Representative (WHSR) that is assigned to the Branch is contacted by the City Operations Dispatch Clerk and is advised of the situation. Prior to leaving for the accident site, the WHSR will contact the following to advise of the accident:

Manager of Workplace Health and Safety at 306 - 537- 1952 Provincial OH&S Branch at 306 - 787- 4496

The WHSR will go to the accident site and assess the situation. The WHSR will provide assistance when required if the accident site is still active. Once the accident site is under control the WHSR will start their investigation. It should be noted that if the accident results in a fatality the Regina Police Service will have jurisdiction over the accident site until they release it. If out of city limits the RCMP will have jurisdiction of the accident site until they release it. The WHSR will provide periodic situation updates to the Manager of Workplace Health and Safety to ensure accurate information is being provided to Communications, the Legal Department and the City Manager. If required the WHSR may call for assistance from another WHS Representative.



Manager of Workplace Health and Safety (Box #7) Workplace Health and Safety Administration Support will forward the accident information to the Manager of Workplace Health and Safety and also to the Director of Human Resources. The Manager of Workplace Health and Safety will ensure that Communications, the Legal Department and the Executive Leadership Team are made aware of the situation and are provided periodic updates. It may be necessary for the Manager of WHS to contact the Provincial OH&S Branch as the WHSR did not have time to do so. Also, the Manager of WHS may have to assist in finding the injured employee’s emergency contact information. The Manager of WHS will ensure that the Employee Family Assistance Program (EFAP) provider is aware of the situation and plans may be developed as required to provide support for staff. This may be delegated to the Workplace Health and Safety Consultant – Employee Health and Wellness. Periodic situation reports will be provided from the on-site WHSR to the Manager of WHS. The Manager of WHS will update Communications, the Legal department and the Office of the City Manager. Informing the Next of Kin In the event of a fatality the Regina Police Service will notify the next of kin. Relations with the Media In all cases when the City has been involved in an incident or accident where there is a serious injury, fatality or the potential for liability for damages no employee will discuss the incident or accident with persons other than their Foreman, Supervisor, Manager, Director or a representative from the Workplace Health and Safety Branch. Employees may make a statement to a police officer or a Provincial OH&S Officer and then only provide such information to enable the officer to complete their investigation. Statements concerning accidents and public damage will be made to the media only by the Department Head or a Communication’s Department Representative. Communications must be notified of all serious injuries or fatalities to ensure consistency of statements made to the media. Reporting of Vehicle Accidents Vehicle accidents must be reported immediately. The process to be followed is documented in the Corporate Services, Fleet Operation Policy and the Vehicle Incident / Collision Occurrence Procedures. The contents of this policy provides guidance to the reader on how to report a vehicle accident, managing the processes



involved once there is a accident involving a vehicle and vehicle accident investigation. The principle contact for this policy is the Coordinator of Fleet Training and Safety (306) 777-7638.

Reporting of Public Accidents If an employee witnesses an accident involving a member of the public and no City of Regina employee is involved the following guidelines should be followed:

If there are injuries ask if you can provide assistance. If the injured person

refuses assistance assess if a call for assistance should be made. If so call 911 and request the appropriate response for the situation.

If the injured cannot respond due to injury, call 911 and request assistance. Secure the accident scene and wait on location until the emergency responders arrive.

If there is a vehicle involved where there is property damage or a hit and run try to document the type and colour of vehicle, description of the driver and the license plate number. Note the area where there could be damage on the vehicle to allow for easier identification. Then call the Regina Police Service at (306) 777-6500 to report the incident. If the incident looks like it is the result of a criminal act call 911 for immediate assistance. Under no circumstance should any City of Regina employee pursue the vehicle involved in the incident.

How to Investigate Accidents Accident investigation should be performed by individuals who are responsible for performing this function through their job description, their role as described in the Saskatchewan Employment Act and the Provincial OH&S Regulations 1996, the Workplace Responsibility System and the City of Regina, Safety Accountability Matrix. Examples of employees who have specific duties are Managers, Supervisors, OH&S Committee Co-chairs and the Workplace Health and Safety Representatives. There are processes that apply to all accidents where there is loss or injury.

Work is to stop immediately Take the necessary steps to prevent further injury or property damage Injured are to be attended to If necessary call 911 for assistance Inform your immediate supervisor or manager of what has happened. Do not disturb the accident scene by leaving everything where it is for

the investigators to take pictures and document incident scene. It is a Provincial OH&S offense, and possibly a criminal offence, to disturb or remove evidence from the accident scene.



Investigation Report Writing Procedure The following format should be used when writing a report for distribution on issues concerning Occupational Health and Safety. Using this format will establish a standard of reporting that is recognized by both safety professionals and the Provincial OH&S Branch. The report is formatted in four separate headings. The content of the report should deal with facts, not opinions and be able to be referenced through written policies, guidelines or work processes, regulations or acts. Pictures of the subject and witness statements should be included as reference material. The report should be written as a summary to an investigation. Other applications for a report in this format include, but not limited to:

Workplace fatalities Time loss injuries Work process analysis. Investigation into a notice of contravention Investigation into a near miss occurrence Investigations into harassment. Investigations into violence.

The Report Outline The report is to be distributed on official City of Regina letterhead. Once the investigation has been concluded, the original report should have all copies of the original investigation documentation stapled to it and placed in a file for storage in the Human Resources Department, 11th Floor City Hall. Documents that may be included in the file are:

Written witness statements Photographs Transcripts from recordings, phone calls or messages Statement of claim - Harassment or Violence Claimant Form Work processes Training records Written and signed complaint notice - the documentation that initiated the

investigation Notice of contravention

Training records will be released on official Workplace Health and Safety Branch business without prior consent from the employee whom the records are maintained for.



REPORT FORMAT SAMPLE Date: Month /Day/Year Address of who you are sending this report to in standard address format Dear Mr /Ms_____________________ Title of the Report Date of Occurrence: month/day/year. Place of Occurrence: Actual location of event or study. Time of Occurrence: Exact time of event. Description of Events A summary of what happened at the time of the event as it was reported to the investigator at the start of the investigation. It is a one to two paragraph narrative of what took place. Including the time and place, all people involved and their job title, all equipment involved and the unit numbers, a description of what work process or task was being performed, the outcome, the action or incident that took place, what went wrong at the time it was reported, the result of the incident such as vehicular damage or property damage, all injuries and if subsequent medical aid or medical treatment was required. Findings The findings provide to the reader details of the sequence of events. There could be as few as one item or as many as one hundred items in this section of the report. It should read according to the chronological sequence of events or discovery of fact. Reference can be given to the training or experience of all individuals involved, if there was a work process and if it was being followed, the maintenance or condition of the facility or equipment and witness statements. The findings section should contain only fact that can be supported through documentation or written statements. Conclusion This is where the investigator has to provide to the reader the reason for why the event took place. Use the Principles of Root Cause Analysis. If there is a fault or an omission of duty that is the cause of the incident it is stated here. Sometimes this can be difficult as the error or omission could have caused a serious injury or a large amount of property damage.



In this section the investigator is drawing a conclusion on the incident being investigated. The focus in this section is to explain why the incident happened. If no conclusion can be made at the time of writing this report indicate why not. If there is going to be further investigation or study include the plan of action in this section of the report. Recommendations The investigator has to make a recommendation(s) for the report. As a result of the findings and as stated in the conclusion, the investigator can express what they see as actions needed to be considered to prevent a similar event from occurring in the future. Recommendations are to be made with the intent to improve the work environment. Recommendations can address human resource requirements, equipment use or maintenance, work process changes or employee/employer training. The recommendations made for the report can come from a cross-section of resources. A safety strategy might have to be developed to prevent a similar incident from happening in the future. The strategy may be developed by involving the Divisional Management, Department Management, Workplace Health and Safety Branch, Labour Relations, the Family Assistance service provider or an Outside Agency that has regulatory jurisdiction on the work being performed. Thank you, Signature Investigator’s Name Position Title CC:



Inspections in the Workplace A worksite or the place of employment as defined in the Provincial OH&S Act is any plant where one or more workers or self-employed persons work, usually work or have worked which includes any premises. A plant can be defined as any premise, site, land, mine, water, structure, fixture or equipment employed or used in the carrying on of an occupation. The inspection component includes regular daily inspections (circle checks, PPE, etc.) and regular scheduled inspections of worksites (office, fire hall, garage, recreational centre, golf course, construction site, etc.). These inspections are intended to discover defects in the systems of work before they have an opportunity to cause injury or loss. Inspections are performed to be preventative in nature. Inspections of the workplace will be conducted by different groups within the corporation. Management and supervisors are required to perform workplace inspections as prescribed by the Safety Accountability Matrix. Managers are to lead and conduct a workplace inspection once a month. Supervisors are required to lead and conduct a workplace inspection once a week. Workplace inspections should be documented on an Inspection Report, which can be printed from InSite/Workplace/On-Line Forms. Workers are responsible to inspect their workplaces. This includes the inspection of their vehicle, powered mobile equipment or the tools to be used. PPE must be inspected before use. Any defective PPE must be replaced. The worker must inspect their workplace to detect any condition that may have changed creating a hazard.

A Workplace Health and Safety Representative may perform a workplace inspection as part of a safety audit to assess the functionality of a branch’s safety program. Occupational Health and Safety Committee inspections are to be carried out regularly by the chairpersons and designated committee members.

OH&S Committees for outside workers or workplaces with hazardous environments shall be inspected by the OH&S Committee once a month.

Inside workplaces with minimal hazards in their workplace shall inspect their workplace every three months.

Committee co-chairs may consult with their Workplace Health and Safety Representative to verify the frequency of the workplace inspections. A schedule is to be drafted and posted on the OH&S Bulletin board in areas to be inspected and which committee member is the lead inspector responsible for the documentation of the inspection and writing of the follow-up report when necessary.



OCCUPATIONAL HEALTH COMMITTEE

INSPECTION REPORT

Indicates Satisfactory Indicates Unsatisfactory Give Details

Comments:

Follow Up Required:

Yes No Notification: Verbal Written

Immediate Action Taken:

Union Rep:

Pos.

OH&S Members:

Date:

Department Section

Location/Work Site:

Nature of Work:

Protective Equip. (Hard Hats, etc.)

Availability Used

Condition Excavations Shored Sloped

Barricaded

First Aid Supplies

Availability Condition Machinery Guarding

Availability Used

Fire Protection

Availability Inspection Date

Chemical Substances

Proper Storage

Labelling

Warning Devices

Visibility Condition Material Storage Stability Convenience

Equipment Condition Suitability Housekeeping Work Area Passageways Hand Tools Condition Suitability Safety Program Bulletin

Board Safety Talks

Noise Level Excessive Labelling Unsafe Acts Practice Procedure Noise Protection

Availability Used Other



Safety Meetings Branch Safety Meetings The Manager of the Branch is responsible to ensure that safety meetings are being conducted in their workplace according to the frequency as prescribed in the Safety Accountability Matrix. The purpose of the safety meetings are to educate and promote Occupational Health and Safety awareness to all staff, and shall include such subject matter as:

Review of workplace accident or injury documentation Safety news or bulletins from external sources New safety information, guidelines or policies from the corporation Revisions or new work procedures or processes Sub-committee reports on audits, accident investigation or work process

review Any other subjects in the interest of safety Old business follow-up to provide closure to a previous safety concern New business related to safety

The Manager shall prepare a safety meeting schedule for each calendar year basis on the interval as prescribed in the Safety Accountability Matrix:

All office employees or administrative type of work shall attend a safety

meeting every month. Construction or maintenance employees shall attend safety meetings

once a month or as required to ensure safe operation. A supervisor of a work crew must hold a safety tailgate talk at a

minimum of once every week.

Minutes of all safety meetings shall be prepared for the purpose of documenting the subjects covered during the meeting. It is recommended that original copies of materials presented during the meeting be filed with the meeting minutes. Safety meeting minutes will be required to be produced during a safety audit. Attendance must be recorded and employees must print and sign their name. Copies of the safety meetings and attendance sheets shall be kept on file for three years for the purpose of auditing. It is recommended that the manager or their designate maintain these files within the branch. Copies of the safety meeting minutes are to be forwarded to the Workplace Health and Safety Representative assigned to the specific branch.



Occupational Health and Safety Committee Meetings The purpose of the meeting is to discuss, plan and make recommendations in an effort to resolve matters pertaining to Occupational Health and Safety that are not easily addressed through day to day operations. These meeting are planned and conducted by the OH&S Committee co-chairpersons. Frequency of committee meetings will be in accordance with the Provincial Occupational Health and Safety Regulations:

Every three months for administrative work areas Monthly for high risk occupations (construction, maintenance) For three consecutive months when a new committee is formed

regardless of type of work being performed

All OH&S Committee co-chairs shall ensure that the minutes of each meeting is recorded in the format as recommended by the Saskatchewan Ministry of Labour Relations and Workplace Safety OH&S Branch and that a copy is:

Keep on file with the OH&S Committee co-chairs Forward a copy to the Provincial OH&S Branch Post a copy in the place of employment – OH&S bulletin board Forward to Communications for posting on InSite Forward a copy to their Workplace Health and Safety Representative

Planning a Branch/Department Safety Meeting The quality of the meeting can never exceed the quality of the plan. Expect to spend twice as much time planning the meeting as you will to facilitate the meeting. You will need to have subject material that is relevant to your workers or work area. You will need to develop an agenda and identify the subjects for discussion. Write down what you want to accomplish, for example to inform, explain, train, plan, solve problems or get ideas. Plan how you will introduce the subject and get the participants interested. Outline how you will present your ideas and specific questions which will start your discussion, like how can we solve this problem? What steps should we take? What questions do you have? If possible use multi-media to provide professionalism to the presentation, a laptop, projector, smart board, demonstration aid or a mock-up model. You could also invite a guest speaker to present. Arrange the meeting location and time. The best time is first thing in the morning and to keep it close to the same date every month. Notify all participants by using methods that are available to all attendees like InSite, OH&S Bulletin Boards or email.



Safety meetings can only be effective when they are planned, conducted and followed up in such a way as to make them an effective part of an overall prevention program.

Safety Meeting Topics

Read the minutes from the OH&S Committee Present OH&S Committee recommendations or conclusion to a safety

issue that was forwarded to the committee for their review Audit and inspection reports and recommendations Workplace injury reports Vehicle incident/collision reports Promotion of health and safety through presentations, speakers, videos

and internet Audio or video clips and web conferences Newsletters, safety bulletins, articles, alerts from the Provincial OH&S

Branch, Crown Corporations or other cities New or revisions to current work processes New business concerns. All new business should be addressed within a

reasonable amount of time. Resolution to safety issues. These should first be attempted within the

departments Internal Responsibility System. Unresolved issues should be forwarded to the department's OH&S Committee.

To gather other topics for the safety meeting review past meeting minutes to ensure there are no errors or omissions and to see if there is a discussion to be held to get closure from the last meeting.



Safety Meeting Agenda Date: __________________ Branch_________________________________ Time: __________________ Location ___________________________________________________________ Chair: ___________________________Minutes:____________________________

1) Call meeting to order and ensure all in attendance has signed in. 2) Review of Standard Safety Items

Notices of contravention, provincial document. OH&S inspections or reports. (Provincial, internal, committee) Notable work place injuries or vehicle accidents

3) What is new across the Corporation

New policies or processes Organization change Notable minutes from other Departments or OH&S Committees

4) Safety Subject of the Month

Seasonal subject (cold weather, heat stress, school zone safety) Equipment inspections (air brake pre-trip, small tool maintenance) New or changes to work processes

5) Unfinished Business.

Report or follow-up from an investigation Report or follow-up on a previous meeting issue (something that

had to be asked of management, the Province or the Workplace Health and Safety Branch)

6) New Business

Open the floor to safety related discussion

Adjournment: _______________.

Comments: __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ ______________________________________________________________



Conducting a Safety Meeting Conducting a successful safety meeting requires:

Planning A concise presentation by speaking clearly and using language

appropriate for the audience Involvement by all attendees (plan an exercise or a task to be done by all

in attendance) Chairperson to maintain order in the meeting. The meeting to start and end at the time scheduled Accurate recording of the minutes Follow-up or action on items recorded and assigned to personnel for

completion Plan for next meeting Meeting minutes to be posted

Follow-up Subsequent meetings should review the minutes of prior meetings to ensure corrective actions have been taken or are in process to resolve the issues. It is the responsibility of the chairperson to ensure there has been action taken on issues brought forward. The Chairperson is not responsible to initiate the actions to resolve the issue unless it is under their jurisdiction or area of expertise to do so.



SAFETY MEETING MINUTES FORM

MINUTES OF SAFETY MEETING

Division

Number of Workers in Attendance

Department

Branch Meeting Date

Chairperson Recorder

Other Business (Comments and Suggestions):

Item No.

Discussion and Suggestions Action Taken Target Date



SAFETY MEETING ATTENDANCE (Back Side of Safety Meeting Agenda)

Please Print Clearly Name Signature



Notice of Contravention Procedure When a Provincial OH&S Officer issues a Notice of Contravention, all work on the worksite shall be stopped and no aspect of the worksite disturbed. The Workplace Health and Safety Representative (WHSR) shall be advised of the event. When warranted the WHSR will go to the site to start an investigation. The flow chart on the following page describes the process and responsibilities for responding to a Notice of Contravention. The issuing of a Notice of Compliance would follow the same procedure as the flow-chart.



Notice of Contravention Resolution Procedure Provincial Occupational Health and Safety Officer inspects a worksite and observes an act of safety non-compliance to the Provincial Occupational Health and Safety Regulations.

Start End

Provincial Occupational Health and Safety Officer observes workplace safety non-compliance

Field supervisor (foreman/lead hand or crew lead) will sign the notice on direction from the Provincial Safety Officer

City of Regina HR-WHSR Manager

Copy of progress report issued to: Manager/designate OH&S Committee Workplace Health and Safety

A Notice of Contravention is issued to the site supervisor

Original copy

Original copy

Original copy

Original copy of progress report

Branch Manager/Designate

Copy of the Notice of Contravention issued to: Manager/designate OH&S Committee Workplace Health and Safety

Investigation by HR-WHSR and Branch Manager/designate

Progress Report reviewed by Director and HR-WHSR

Provincial Occupational Health & Safety Officer who observed the contravention



General Safety

Reporting Hazardous Conditions When an employee identifies a hazardous condition which may cause injury, property damage or interfere with the continuity of service, the employee shall report the circumstance promptly to their supervisor. It may be necessary to guard the hazard from causing injury or harm until measures can be taken to eliminate or mitigate the hazard. Work shall be suspended until an agreement can be reached among the workers, the supervisor and the manager as to what corrective actions will be taken. A supervisor or employee who receives a report of any hazardous condition shall record the name of the employee reporting the hazard and the exact location and the nature of the hazard. They shall immediately refer this information to the manager of the branch for their response. Work will not start until the hazard has been eliminated or mitigated.

Employees Working Alone Where an employer is to work in isolation, the employer shall provide an effective means of checking on the wellbeing of the employee at intervals that are appropriate to the circumstances. Examples of employees who may work alone are tradesperson, building inspectors and bylaw enforcement parking attendants. It is recommended that communication with an alone employee be performed every two hours at a minimum. The frequency of communication should be relevant to the risk of the work being performed. Using the two hour guideline, the communication with the worker will be scheduled as follows:

8 AM Start of shift – account for worker 10 AM Coffee time – worker will call in Noon Lunch – worker will call in 3 PM Coffee time – worker will call in 5 PM End of shift – account for worker

For night, weekend or emergency call out work, arrangements must be made to allow the employee to call the employer to ensure they are safe while performing their work. Arrangements can be made to utilize the City Operations Dispatch Office to maintain communication while the work is being performed and to document all communication.



For emergency call outs, the communication schedule changes to allow for communication while in transit to and from the work site. See the following schedule. The employee calls:

City Operations Dispatch (COD) before leaving their residence COD upon arrival at the City Facility/Yard to pick up a service vehicle COD upon arrival at the area where work is to be performed. Will provide

an estimate of how long the work will take. If work will take more than two hours the employee will need to maintain communication every two hours with COD.

COD when leaving the work site to either go home or return the service

vehicle to the city facility. If they are returning the service vehicle to the city facility they will need to call COD to advise once they are on their way home.

COD to advise they are at home which marks the end of communication

responsibilities

If COD is not an available option for communication, management will be responsible to designate a contact person within their branch responsible for the duties that COD would perform for working alone or contract a service provider to perform the function of the COD like a security company. It must be established that in the event that communication is lost with an employee working alone, an emergency plan is activated in an effort to locate the missing employee. For this service it would be advised that a security company be on call to locate employees who have failed to maintain contact or have experienced an emergency. The Regina Police Service may not be able to respond to this type of an emergency due to more serious activities within the City. Qualifications for Duty In the event that an employee feels incapable of safely performing the work assigned, that employee shall bring such condition to the attention of the supervisor in charge. Any supervisor who has reasonable grounds to suspect that an employee is unfit for the work assigned shall prohibit such employee from working until satisfactory evidence indicating fitness is presented. Any action taken to resolve to this situation shall be reported to the Manager or their designate. Depending on the action required the employee’s Union and Labour Relations Branch may be advised of the situation. Any supervisor who has reason to suspect that an employee is unfit to perform their assigned duties due to health reasons will discuss the situation with their manager



and may request the employee to report to a medical practitioner for an evaluation of their physical ability to work. Personal Conduct

Taking Chances

Employees shall be alert and always place themselves in a safe place and secure position. The care exercised by others shall not be relied upon for one's own safety.

Horseplay / Distractions Horseplay can be defined as play fighting or wrestling, practical jokes, throwing of objects to get the attention of a co-worker, spraying of water, setting off traps, designing a sequence of events to have a laugh or gain an advantage. These acts are not allowed in the workplace as they can increase the risk of personal injury, property damage or can be the catalyst to an argument or violence. As a result, any horseplay that is observed will be stopped immediately. Horseplay that results in the harm of an employee or damage to property will be investigated by the manager or their designate. If the act is deemed culpable, the person(s) responsible will be disciplined according to the current discipline policy. No employee shall distract the attention of another worker from the job until it is determined that no injury will result. Alcohol and Drugs No employee shall report for work while under the influence of alcohol or drugs. Any supervisor having grounds to suspect that an employee in his charge is under the influence of alcohol and drugs shall prohibit such employee from working and immediately report such action to the manager or the manager’s designate. Refer to the Reasonable Suspicion Guidelines for more information on the process for dealing with suspected impairment in the workplace. Any supervisor, foreman or other person in charge of work who knowingly permits an employee to go to work or continue working while under the influence of alcohol or drugs will be subject to disciplinary action.

Firearms Due to the potential for violence in the workplace possession of a firearm on City property is strictly prohibited. Employees shall not carry a firearm while on duty. Firearms shall not be brought to work. Concealing a firearm in the trunk of their personal vehicle is not permitted. Transporting firearms in a City vehicle, or to store firearms on City property is not permitted.



If a firearm is discovered in the possession of an employee it will be at the discretion of management to call the Regina Police Service to respond to the situation. If the possession of a firearm is discovered and there is no potential threat, the employee will remove the firearm from City property and secure it in a safe location according to the firearm laws of Saskatchewan. This will be done immediately and on the employee’s own time. The incident will then be investigated by the Manager of the work area in consultation with the Human Resources, Workplace Health and Safety Branch and the Client Services and Labour Relations Branch. During the Manager’s investigation it may become necessary to advise the Regina Police Service of the event.

Drivers Licence Suspension If an employees drivers license is suspended, the employee will not be permitted to operate any vehicle or equipment, licensed or unlicensed, on any street, road, roadway, lane, public parking lot or in a facility until such time that a valid driver’s license or driver’s permit has been issued by the SGI Licensing Division and has been provided to, and validated by the Branch Manager. When a driver’s license is cancelled for medical reasons, the Manager in consultation with the Workplace Health and Safety Branch and the Labour Relations Branch shall determine whether or not the employee may be permitted to operate unlicensed equipment. It may be necessary to get more information from a medical practitioner to support a workplace accommodation. In this case the employee will be required to provide a completed Medical Verification Form to their Manager to support the decision for the action to be taken. In some cases, management may require a second medical opinion which would then be final and binding. Safety Non-compliance and Disciplinary Actions Any employee of the City of Regina who ignores or is in non-compliance with the City of Regina Corporate Safety Program, the Provincial OH&S Act or Regulations or any regulation that governs a City of Regina workplace may be subject to disciplinary measures up to and including dismissal. Any disciplinary action taken against an employee will be in accordance with the current disciplinary policy.



Operational Policy

Policy Title: Applies to: Reference #

Respectful Workplace

All Employees

109-HR-15

Approved by: Dates: Total # of Pages

Human Resources Department

Effective: 01-Jun-06

3 Last Review: 01-Apr-15

Next Review: 01-Apr-18

Authority: City Manager

1.0 Purpose

To promote respectful behaviour in the workplace. 2.0 Scope

This policy applies to all employees of the City of Regina, volunteers working on behalf of the City of Regina, and individuals in fee for service contracts with the City of Regina.

3.0 Definitions Respectful Workplace

Supports the physical, psychological and social well being of all employees. In a respectful workplace, employees are valued, communication is polite and courteous, people are treated as they wish to be treated, and conflict is addressed in a positive and respectful manner

Within a respectful workplace, behaviour which is disrespectful is addressed and corrected.

Disrespectful Behaviour Behaviours that are seen as inappropriate or unprofessional, and include, but is not limited to: • degrading or humiliating humour or sarcasm • hurtful gossip • berating employees in public • verbal abuse (i.e. calling someone lazy, dumb, stupid) • swearing



• loss of temper • bullying • ignoring

4.0 Policy Statement

Each employee of the City of Regina is responsible for ensuring a respectful workplace where everyone feels welcome, is valued, and where every employee is accountable for his or her own behaviour and attitude. Disrespectful behaviour in the workplace will not be tolerated. As part of an accepted standard of conduct at the City of Regina, all employees are required to behave in a manner to maintain an atmosphere of trust and respect essential to a healthy work environment. Based on the seriousness of the situation, disrespectful behaviour may be subject to disciplinary action up to and including termination

5.0 Creating a Respectful Workplace

All employees are accountable for their own behaviour and will foster a respectful workplace by displaying behaviour that is respectful, appropriate and professional. Ways to do this include:

• Focus on the work process, issue or behaviour, not on the person. • Maintain the self-confidence and esteem of others. • Maintain strong partnerships with your internal and external customers and suppliers • Take initiative in improving work processes and partnerships. • Lead by example.

6.0 Roles & Responsibilities

Human Resources: • administer, review and revise this policy as required; • communicate and educate all employees about the intent, content and

guidelines of this policy • in consultation with Management, determine appropriate approach to

address issues of disrespectful behaviour including disciplinary action up to and including termination

• provide Respectful Workplace training to employees as appropriate

Management: • ensure their conduct, as well as that of employees who report to them, is

respectful • make all employees aware of the expectations outlined in this policy • as part of performance management, review with each employee any issues

of disrespectful behaviour immediately



• communicate and reinforce the corporation’s expectation of a respectful workplace, and the policies and procedures regarding a respectful workplace

• in consultation with Human Resources, determine appropriate approach to address issues of disrespectful behaviour including disciplinary action up to and including termination

Employees: • ensure conduct is respectful • make objections clearly known to the offender if subjected to disrespectful

behaviour • identify the disrespectful behaviour with the person responsible and ask the

person to stop the disrespectful behaviour, or seek assistance from a supervisor or manager

• attend training as appropriate

Union Association Representatives: • ensure conduct is respectful • discuss with any individuals who approach them, the expectations outlined

in this policy • assist, as appropriate, in addressing issues related to disrespectful

behaviour by employees

7.0 Reference Material

• Harassment Policy • Violence in the Workplace Policy • Corrective Discipline Policy

8.0 Revision History

Date

Description of Change

(Re)-Approval Required

(y/n)

01-Jun-2006 Initial Release. No

01-Oct-2011 Review No

01-Apr-2015 Review No



Operational Policy

Policy Title: Applies to: Reference # Harassment Policy

All Employees

110-HR-15


Executive Director, Human Resources Effective: 01-Jun-06 17 Last Review: 01-Apr-15


Authority: City Manager, Saskatchewan Employment Act, the Occupational Health and Safety Regulations 1996

1.0 Purpose To foster a working environment free of harassment, and to provide a mechanism to effectively resolve complaints relating to harassment.

2.0 Scope

All City of Regina employees, individuals employed through service contracts or volunteers working on behalf of the City of Regina. This policy extends beyond the City of Regina’s offices and properties to include:

○ Any location where City business is being conducted ○ City sponsored social gatherings and events ○ While travelling on City business, attending conferences, seminars or

meetings ○ Outside the workplace not on City business when it can be proven that

the harassment had originated in the workplace or comes back into the workplace.

Where this policy refers to the City of Regina Corrective Discipline Policy, the same disciplinary principles will apply to individuals in out of scope positions as far as permitted by law. Note: This policy does not restrict or inhibit the right of employees to access other remedies available through the collective bargaining agreements, The Saskatchewan Human Rights Code, The Saskatchewan Employment Act,



Workers’ Compensation Board, Saskatchewan Labour, or from seeking independent legal advice.

3.0 Definitions

Discrimination: Discrimination includes, but is not limited to, unequal treatment based on one or more of the prohibited grounds under The Saskatchewan Human Rights Code. Discrimination can be intentional or unintentional, direct or indirect.

Discrimination in employment is prohibited in the Saskatchewan Human Rights Code on the basis of race, creed, religion, color, sex, sexual orientation, family status, marital status, disability, age, nationality, ancestry, place of origin, or receipt of public assistance.

Harassment: Personal Harassment is a form of discrimination. Harassment is any objectionable conduct, comment or display by a person that is directed at another person and is made on the basis of race, creed, religion, colour, sex, sexual orientation, marital status, family status, disability, physical size or weight, age, nationality, ancestry, place of origin; or constitutes a threat to the health or safety of the worker.

Harassment is objectionable conduct or comment, directed towards a specific person or persons, which has no legitimate work purpose. Harassment may have the effect of creating an intimidating, hostile or offensive work environment, impacting on the individual’s ability to work and function. Harassment may adversely affect the worker's psychological or physical well-being. This includes any objectionable or offensive behaviour that is known or reasonably ought to be known to be unwelcome based upon one or more of the prohibited grounds in the Saskatchewan Human Rights Code (SHRC) or the Saskatchewan Employment Act. Harassment can include, but is not limited to:

○ unwelcome remarks, jokes, innuendoes or taunts causing embarrassment or offence

○ displaying objectionable materials, graffiti or pictures ○ insulting gestures, jokes, disparaging written materials ○ unwelcome sexual advances, propositions or inquiries

and/or comments about a person’s sex life ○ unwanted contact or attention (one time only or persistent) ○ inappropriate touching ○ shunning and ostracizing ○ bullying, threats, coercion, isolation ○ actual or threatened physical assault



○ verbal assault ○ malicious gestures or actions ○ vandalism of personal property ○ stalking

To constitute proof of harassment for the purpose of this policy, harassment is to be considered to have occurred if any of the following conditions exist or have existed;

○ repeated conduct, comments, displays, actions or gestures must be established; or

○ a single occurrence of conduct, or a single serious comment, display or gesture that has a lasting, harmful affect on the worker must be established.

For the purpose of establishing if an act of harassment has occurred, harassment does not include any reasonable action that is taken by an employer, or a manager or supervisor employed or engaged by an employer, relating to the management and direction of the employer's workers or the place of employment. Sexual Harassment is a form of discrimination that is against the law. It is unwarranted sexual conduct that interferes with rights guaranteed by The Saskatchewan Human Rights Code. Sexual harassment is not allowed in the workplace. Sexual harassment may be verbal, physical or visual. It may be one instance or a series of instances. It is always unsolicited and unwelcome behaviour, and can take many forms, including but not limited to;

○ sexual remarks ○ “jokes” with sexual overtones ○ a sexual advance or invitation ○ displaying offensive pictures or photographs ○ threats ○ leering ○ physical contact like touching, patting, pinching or brushing against ○ sexual and physical contact

The Saskatchewan Human Rights Commission provisions against sexual harassment do not rule out office romances, flirtation, or good-natured interaction that is accepted by both parties. Sexual harassment refers only to unwelcome behaviour which the harasser knew, or should have known, would be unwanted.



Complainant: The person(s) who brings forward an allegation of harassment.

Respondent: The person(s) against whom an allegation of harassment has been made.

Confidentiality: All complaints will be handled in a confidential manner with the understanding that Respondents named in a complaint of harassment have the right to know the allegations being made against them. In the case of attempts to resolve allegations of harassment via an Informal Process, only the parties involved in the informal process need to know of the complaint, and the outcome(s) of the informal process (Complainant, Respondent, Supervisor/Manager/Director/Human Resources Representative, Stakeholders as appropriate). In the case of a Formal Investigation, the investigation will be limited to only those individuals who must be contacted to fulfill the Employer’s legal duty to investigate, provide a safe workplace and resolve the situation. Those involved in the investigation are prohibited from discussing the harassment complaint outside the official restorative or investigative process. No Employee is to discuss the harassment complaint in any form outside of the restorative or investigation process. Informal discussions or gossip will not be tolerated. Breaches of confidentiality may result in disciplinary action up to and including termination. Notwithstanding the above clause, information relating to the investigation may be subject to production and disclosure for legal purposes.

4.0 Policy

The City of Regina is committed to providing a safe, positive work environment that is free of harassment and where all employees are treated with dignity and respect. Employment with the City of Regina requires that all individuals maintain a work environment which is free of harassment. No employee shall cause or participate in the harassment of another worker. Harassment in the workplace will not be tolerated. Allegations of harassment will be taken seriously and, if substantiated, will result in disciplinary action up to and including termination. The employer once aware of a situation that could constitute harassment will exercise due-diligence to ensure that such condition is removed from the workplace.



Abuse of one’s authority or position to intimidate, coerce or harass is forbidden.

5.0 Roles & Responsibilities

Human Resources: Workplace Health and Safety Branch ○ ensure their conduct is not harassing ○ administer, review and revise this policy in consultation with key

stakeholders ○ communicate and educate Employees about the intent, content and

procedures of this policy ○ discuss with any individuals who approach them, the procedures of this

policy and the Informal and Formal processes that can be undertaken ○ in consultation with the Department effected, determine the appropriate

actions to be taken to address a complaint of harassment. The actions could be, but not limited to mediation or an investigation to prevent or stop actions that may lead to complaints of harassment

○ ensure the confidentiality of the complaint, and the parties involved. The identity of the complainant will not be disclosed or the circumstances of the complaint, except where the disclosure is necessary for the purpose of investigating or taking disciplinary action in relation to the complaint, or where the disclosure is required by law.

Directors, Managers and Supervisors ○ ensure their conduct is not harassing ○ take all reasonable steps to ensure that the workplace(s) within their

jurisdiction are free from harassment ○ ensure their conduct, as well as that of Employees who report to them, is

not harassing ○ discuss with any individuals who approach them, the procedures of this

policy and ensure they are made aware of the Informal and Formal processes that can be undertaken

○ ensure that all formal complaints brought to their attention are promptly referred to a Manager, Director, or Human Resources Consultant when requested by the complainant

○ communicate and reinforce the Policy and Procedures on harassment to all employees

○ in consultation with the Human Resources Department, determine appropriate actions needed to address the complaint of harassment including but not limited to investigation, mediation or disciplinary action.

○ ensure the confidentiality of the complaint, and the parties involved Employees

○ ensure their conduct is not harassing ○ make their objection regarding harassing behaviour clearly known to the

person and ask them to stop or tell a person in authority



○ report harassment to one of the following: Supervisor, Manager, Director, Human Resources, Union Representative, or any Occupational Health & Safety Committee member

○ ensure the confidentiality of the complaint, and the parties involved

Union Representatives ○ ensure their conduct is not harassing ○ support this policy through co-operation regarding the investigation of

complaints ○ discuss with any individuals who approach them, the procedures of this

policy and the Informal and Formal processes that can be undertaken ○ ensure the confidentiality of the complaint, and the parties involved Occupational Health and Safety Committee Member ○ ensure their conduct is not harassing ○ ensure that all complaints brought to their attention are referred to a

Manager, Union representative, or if a formal complaint is made, to the Manager of Workplace Health and Safety

○ be familiar with this policy and its processes ○ discuss with any individuals who approach them, the procedures of the

policy and the Informal and Formal processes that can be undertaken ○ ensure the confidentiality of the complaint, and the parties involved

6.0 Related Forms

Allegation of Disrespectful Behaviour / Harassment

7.0 Reference Material Respectful Workplace Policy Violence in the Workplace Policy Corrective Discipline Policy Occupational Health and Safety Regulations 1996 Saskatchewan Human Rights Code

Saskatchewan Employment Act 8.0 Revision History

Date



(y/n)






Appendix A – Dispute Resolution Process

Informal Processes There are several ways to resolve situations that involve harassment. The ideal resolution takes place quickly and is handled solely by the individuals directly involved.

Individual Problem Solving: An employee who believes that they may have been subjected to harassment is encouraged to clearly and firmly make known to the alleged harasser/ respondent that the behaviour is objectionable and must stop.

If conflict resulting from the harassing behaviour can be resolved by those directly involved, it reduces the disruption in the workplace and contributes to better relationships in the future. At times employees may not be aware that their behaviour constitutes harassment. Often, simply telling a person about the offensive nature of their behaviour is enough to end it. If assistance is required, contact your Supervisor, Manager or Union Representative.

Facilitate Problem-Solving If an employee is subjected to alleged harassment and is unable to confront the other person or the confrontation does not improve the situation, the Manager, Supervisor, Human Resources Consultant, Union Representative or a member of the Occupational Health and Safety Committee can provide assistance. These individuals will assist in assessing options, developing an action plan for resolution and implementing the plan. A facilitator may be required to assist the Complainant and the Respondent to develop an acceptable resolution and ensure appropriate follow-up to the resolution

Mediation If the conflict cannot be resolved by the individuals and their local resources, mediation or a similar third party intervention can be requested upon the mutual agreement of those involved in the conflict.

The Manager of Workplace Health and Safety upon request will make the necessary arrangements for the facilitation of the mediation process.

Only a trained and experienced Mediator should conduct the mediation process. A Mediator can often assist two or more parties to reach a resolution to their differences or can also help to resolve conflicts among groups.

The Mediator may initiate separate meetings between them and each of the involved parties to arrive at an understanding of the individuals’ issues and interests. This may be followed by joint sessions. Some variations of this problem solving process, which can help restore the workplace to a respectful level, include the use of a facilitator to help the Manager, Union Representative and Employees work through the dispute and prevent



recurrence. The parties will work together to apply the process which is most appropriate to each situation.

Formal Process When it is not possible to resolve a conflict through individual or facilitated problem solving or mediation and depending on the nature of the complaint, a formal process may be initiated.

Formal Complaint Process The filing of a formal complaint requires careful consideration and the process should not be taken frivolously. This process may take longer, involve more people (witnesses) and requires the complaint to be in writing. The Allegation of Disrespectful Workplace / Harassment is available from a Human Resources Representative.

Formal harassment complaints can be made to the Supervisor, Manager, Manager of Workplace Health and Safety, a Union Representative or, an Occupational Health & Safety Committee Member.

Complaints that are more than 12 months old will not be investigated.

No Formal Investigation into harassment will take place without a completed and signed Allegation of Disrespectful Workplace / Harassment form. The formal complaint shall fully and completely disclose the nature of the complaint(s) and details of the complaint(s) and must contain the following information:

○ Date ○ Name of Complainant ○ Employee Position ○ Workplace: location, Department and Branch ○ Home and Work phone numbers of Complainant ○ Name of Respondent: alleged disrespectful or harasser’s name ○ Work Relationship (co-worker, supervisor, management) ○ Description of the Allegation: describe the behaviour that is

objectionable. ○ Answer all questions on the form that are relevant to the situation ○ Complainant’s Signature: by signing a formal complaint, the

Complainant is agreeing to have this information given to: o Human Resources Representative o Manager of Workplace Health and Safety o Union Representative, with consent o Upon review of the documentation submitted by the Complainant,

The Manager of Workplace Health and Safety in consultation with the Director of the affected area will make the determination if an investigation is to proceed.

o Once it has been determined by the Manager of Workplace Health



and Safety that a formal investigation is required. The Respondent will be made aware of the nature of the allegation and the name of the Complainant by their Director or their designate.

o A formal investigation will not commence until the Respondent(s) have been notified.

o If it has been determined by the Manager of Workplace Health and Safety that the complaint is not a violation of the Harassment Policy the Complainant, Union and Manager will be notified in writing and the complaint may be dealt with under the appropriate City policy.

Investigation Criteria The Manager of Workplace Health and Safety in conjunction with the Director of the Department involved determines if the complaint warrants investigation. If it is determined that a formal investigation is required an internal or external investigator(s) may be retained to conduct the investigation.

Criteria used to determine whether or not an investigation should proceed include, but are not limited to:

○ nature of complaint ○ attempts made at resolution ○ other avenues to resolve the problem are unsuitable or unsuccessful ○ whether line management has been afforded the opportunity to

address the issues directly ○ the complaint is timely (within 1 year) ○ the complaint identifies behaviour which contravenes this policy ○ it is not possible to determine whether or not the complaint is founded

without further investigation

Separation of Complainant and Respondent The Director of the Department or designate, with advice from the Human Resources, Manager of Workplace Health and Safety or designate will determine if the Complainant and Respondent(s) need to be separated pending the completion of the investigation.

Appointment of Investigator An internal or external investigator(s) will be appointed by the Manager of Workplace Health and Safety in consultation with the Director of the affected department. If an external investigator(s) is retained the cost of the investigation is the responsibility of the department(s) whose employee is found to be in violation of this policy.

Authority of Investigator The Investigator(s) is authorized by this policy to collect evidence relevant to the investigation. The evidence will be returned to its rightful owner (e g. Complainant, Respondent, Witnesses, etc) upon completion of the investigation.



The Investigator(s) is authorized to make recommendations at any time during the investigation if they believe it will lead to a satisfactory resolution.

An investigator appointed to conduct an investigation shall have the authority to make a determination on whether a disputed or contradicted fact shall been established or substantiated, and shall do so whenever possible. Investigator Process The Investigator(s) will confirm that the Respondent has been informed of the nature of the complaint, and name of the Complainant. In the event of multiple Respondents, only the details of the complaint pertaining to an individual Respondent will be provided to that Respondent. The Investigator will ensure that either the Complainant or Respondent(s) are allowed the right to Union representation, if they are represented by a Union.

Each Investigator will begin the investigation by asking the Complainant and Respondent if there are alternate methods for resolution.

The Investigator will conduct an investigation, ensuring that the following is completed:

○ explanation of the process and expected outcomes ○ interview of the Complainant ○ interview of the Respondent(s) ○ Interview of any relevant Witness. Witnesses must be informed that

information and evidence that they provide, will be used to determine the facts of the investigation.

○ collect relevant documents or other physical evidence

At any time during the investigation, the Complainant and Respondent(s) can, by mutual agreement, agree to suspend the investigation in favour of an alternate form of resolution. If that process is not successful, the investigation will resume and be completed to fulfill the Employers’ responsibility to ensure the workplace is free from Harassment.

Formal Harassment Investigation Process When an employee believes they have been subjected to harassment and elect to pursue the formal investigation process a completed Allegation of Disrespectful Behaviour / Harassment form is to be forwarded to the Manager of the Workplace Health and Safety Branch. The Employee may choose to provide the original copy to a Union or Association Representative, their Supervisor or Manager, or an employee of the Human

Allegation of Disrespectful Behaviour/ Harassment form is completed and

forwarded to the MWHS



Resources Department. The representative receiving the Allegation of Disrespectful Behaviour / Harassment form would be responsible to provide the original copy to the Manager of Workplace Health and Safety. At this time no copies of the original Allegation of Disrespectful Behaviour / Harassment form shall be made except for the employee filing the claim for their own personal record. The Manager of Workplace Health and Safety in consultation with the Director of the affected area will review the form to ensure that there are reasonable grounds to investigate a violation of the City of Regina, Harassment Policy or the prohibited grounds as defined by the Human Rights Commission. If the complaint is clearly not a violation of the Harassment Policy, the details of the complaint will be discussed with the Director or designate of the affected area by the Manager of Workplace Health and Safety. The Client Services and Labour Relations Branch of Human Resources will be advised of the situation and will provide support to the Director or designate of the area as required. The Client Services and Labour Relations Branch will ensure that the Manager addresses the complaint through the Respectful Workplace Policy. If the claim as stated on the Allegation of Disrespectful Behaviour / Harassment form has the potential to have violated the City of Regina, Harassment Policy, a formal investigation will be approved by the Manager of Workplace Health and Safety in consultation with the Director or designate of the effected area. The Manager of Workplace Health and Safety in consultation with the Investigator and a Workplace Health and Safety Consultant will plan and schedule the investigation so all parties understand the scope of the investigation this will include but shall not be limited to;.

The objective of the investigation

Initial list of employees to be interviewed

Resources required complete the investigation e.g. interview scheduling, meeting rooms, administrative support etc.

The investigation plan is documented and distributed to stakeholders

Timelines for the investigation are agreed upon and monitored

MWHS reviews Harassment Complaint

MWHS defines the Scope of the Investigation

Investigation is Planned/Scheduled

Respondent Notified by their Director



Once all documentation has been reviewed and it has been determined to proceed with the investigation. The Respondent will be made aware of the nature of the allegation and the name of the Complainant by the Director of the effected area or their designate. At this time the Respondent will be provided with the details of the alleged harassment complaint. The Manager and Director of both the Respondent and Complainant will be advised of the start of a formal investigation by the Manager of Workplace Health and Safety or their designate. At this time the representing Union President or their designate will be advised of the investigation. An Investigator assigned, or hired by the Manager of Workplace Health and Safety will separately interview all parties including the Complainant, the Respondent, and any Witnesses deemed necessary by the Investigator. The scope and timelines for the investigation will be complied with by the investigator. Approval to expand the scope, or extend the investigation timeline must be given by the Manager of the Workplace Health and Safety Branch or their designate prior to starting the additional interviews.

All employees are expected to cooperate fully with the Investigator during the investigation process.

All employees are to maintain confidentiality during the investigative process.

At the conclusion of the interviews the Investigator will prepare a written preliminary report which will include the Event, Findings and an assessment of each allegation on whether or not harassment had occurred.

A copy of this report will be provided to the Complainant and the Respondent for their review, approval or dispute.

Both the Complainant and the Respondent will be allowed to review the Preliminary Report prior to it being released in a final draft. If the report is being disputed an opportunity to appeal specific assessment(s) will be granted if the appeal is submitted in writing to the Investigator within seven days of receiving the report. Failure to provide written correspondence to the Investigator within this time frame will be deemed as agreement to the Preliminary Report on whether harassment had occurred or not.

Stakeholder(s) Notified of Investigation

Investigation

Preliminary Report Issued to the Complainant / Respondent for Review



Preliminary Report is Accepted Once the facts in the investigation have been determined, or the Investigator is satisfied they can conclude the investigation, the Investigator will draft and present a final report to the Manager of Workplace Health and Safety. The final report will be objective, factual and contain only the following:

Description of Events

Will include a brief background description of the Complainant and Respondent, time frame of the investigation, and the number of Witnesses.

Findings

Will include a summary of the allegations and incidents surrounding the allegations.

Will include the Complainants, Respondents or Witnesses version of the events.

Conclusion

Each allegation will be addressed separately.

Will include a statement of the Investigator’s assessment as to whether the allegation was substantiated

Rational for each assessment will be presented

The conclusion for each allegation will be indicated by one of the three following statements:

1) Under the Harassment Policy, harassment was unsubstantiated. 2) Under the Harassment Policy, evidence was inconclusive. 3) Under the Harassment Policy, the actions constitute harassment

Recommendation(s)

The recommendations will be made in an effort to educate, correct or prevent future occurrences of harassment.

The recommendation(s) may be presented from the perspective of the Investigator’s expertise.

The recommendation(s) may be drafted in consultation with the Human Resources Department.

The final report will not contain Witness names or their statements. The report will contain a detailed account of the facts provided. Notwithstanding the above clause, information relating to the investigation may be subject to production and disclosure for legal purposes.

Final Report delivered to Manager Workplace Health and Safety



Once the Manager of Workplace Health and Safety is satisfied that the report does meet all the requirements within the scope of the investigation, and the report is formatted for presentation, the final report will be forwarded to the Executive Director of Human Resources for approval before distribution to internal stakeholders. The Manager of Workplace Health and Safety or designate will;

Invite the Manager(s) and Director(s) who were advised of the investigation to attend a meeting with the Investigator and the Manager of Workplace Health and Safety or their designate to discuss the outcome of the investigation. Advise the Client Services and Labour Relations Branch of the outcome of the investigation.

Advise the Complainant’s and Respondent’s representing Union or Association of the outcome of the investigation Ensure that the Investigator, HR representative and that Management from the effected area(s) inform the Complainant and Respondent separately of the outcome of the investigation. At this time the measures to be taken to mitigate a similar occurrence in the future or discipline will be discussed as part of the investigation conclusion.

After the Investigation Report has been reviewed by all internal stakeholders, copies of the report may be released to external stakeholders. This could include the Provincial OH&S Branch or the Human Rights Commission. Release of the investigation report to an external stakeholder must be approved by the Executive Director of Human Resources. Preliminary Report is Disputed

Final Report approved for release by Executive Director Human Resources

Final Report reviewed by Internal Stakeholders

Investigation Report may be released to External Parties e.g. Prov OH&S / HRC

Preliminary Report is Disputed



In the event that the Complainant or Respondent disputes any part of the Preliminary Report, they may request that the Preliminary Report be reviewed. Any request for review must be filed within seven days of receipt of the Preliminary Report, and contain full particulars of the dispute including:

What part of the investigation are disputed; and

Any evidence to support the dispute The Manager of Workplace Health and Safety and the Executive Director of Human Resources in consultation with the Director of the affected area shall have the full authority to determine whether a review must be conducted. If a review is conducted, they shall have the full authority to determine the nature and extent of such review Once the Investigator is satisfied that the review process if any has been completed and the results discussed with the employees(s) who had requested the review, the Investigator will deliver a final report to the Manager of Workplace Health and Safety, the Executive Director of Human Resources and the Director of the affected area. After delivery of the final report, the Manager of Workplace Health and Safety, the Executive Director of Human Resources and the Director of the affected area shall meet to discuss and determine the appropriate actions required to conclude the investigation and follow the same process as if the Preliminary Report is Accepted.

Dispute Resolution Process

Final Report delivered to Manager Workplace Health

and Safety



Allegation of Disrespectful Behaviour/Harassment form is completed and forwarded to the MWHS

MWHS reviews Harassment Complaint

Investigation is Planned/Scheduled

Respondent Notified within 24 hours

Stakeholder(s) Notified of Investigation

Preliminary Report Issued to the Complainant / Respondent for Review

Preliminary Report Accepted Preliminary Report Disputed

Final Report delivered to MWHS

Final Report issued and reviewed by Internal

Stakeholders

Dispute Resolution Process

Preliminary Report Accepted or Completed

Report may be released to External Parties e.g.

Provincial OH&S / HRC

MWHS defines Investigation Scope

?

Investigation

Final Report approved for release by the Executive Director Human Resources



Discipline If it is determined that harassment has occurred, the offending party may be subject to disciplinary action under the Human Resources, Discipline Policy.

Investigation Documentation All records will be kept confidential except where disclosure is required for the purpose of investigating the complaint or taking corrective action with respect to the complaint; or where required by law. No record of a complaint will be placed in an Employee’s Personnel File except where an individual has received disciplinary action as a result of a substantiated complaint and/or where it has been determined that a complaint was deliberately or maliciously invested.

Matters Involving Criminal Behaviour Where, in the opinion of the Investigator, behaviour of a criminal nature has

occurred, the Investigator shall document the behaviour, provide advice to the Complainant with respect to advancing the complaint to the Regina Police Service and immediately inform the Manager of Workplace Health and Safety of the matter.

If a Supervisor or Manager is made aware of a harassing circumstance, which may involve criminal behaviour, the Supervisor or Manager shall contact the Manager of Workplace Health and Safety who will assist in seeking advice from the Legal Department and when applicable the Regina Police Service.

At any time during the process of handling a complaint where the behaviour

of the alleged harasser may be considered to be criminal in nature, and particularly if the matter is investigated and substantiated, the Complainant must be advised that they have the opportunity to advance a criminal complaint to the Regina Police Service for investigation. In such circumstances where the Employee chooses to advance a criminal complaint, the Employer will offer support to do so.

Employer’s Duty to Advance a Criminal Complaint In cases where the Employee has been afforded the opportunity to advance a criminal complaint but chooses not to do so the matter should be addressed by the employer. A Managers who believe a particular matter should be raised with the police, despite the Complainant’s wishes, must first raise the matter with the Manager of Workplace Health and Safety who will seek advice from the Legal Department prior to contacting the Regina Police Service.

False Accusation

The City of Regina recognizes that false accusations of harassment have serious effects on innocent individuals. If an investigation reveals a complaint was filed as a false complaint, the complaint will be deemed to be harassment and dealt with accordingly under this policy. A false accusation is different than the inability to substantiate harassment by the Complainant. If, for whatever reason, the complaint cannot be substantiated and was not



maliciously invented, the Complainant is not subject to reprisal. Complaints made frivolously or in bad faith and without factual basis may constitute defamation and may be actionable by the Respondent. Such complaints may result in disciplinary action, up to and including dismissal. Employer’s Right to Manage This policy does not limit or constrain the Employer’s right to manage the workplace. Work assignments, operational reviews, performance reviews, coaching, work evaluations, and disciplinary measures taken by a Manager or Supervisor, in good faith for valid reasons, do not constitute harassment in the workplace. These supervisory and management actions must remain respectful of the individual. The policy will not be used to impede the supervisory relationship, nor is it intended to inhibit normal social interaction in the workplace.

Retaliation Retaliation is strictly prohibited against anyone that has reported harassment or participated in an investigation. Any signs of retaliation should be reported immediately to their Manager, Director of the Department, Manager of Workplace Health and Safety or their Union Representative. Retaliation will result in disciplinary action, up to and including dismissal.

Representation

In-Scope employees have a right to Union Representation throughout the harassment investigation process. For Out-of-Scope employees, where a formal complaint is filed and the Respondent(s) seek private legal counsel and ultimately there is no finding of harassment, the Department Head may authorize reimbursement of reasonable legal fees.

Counselling

Employees are encouraged to contact the City of Regina, Employee Family Assistance Program (EFAP) service provider.

What to Do If You Are Accused of Harassment The Harassment Policy is based upon the principles of fairness and due process. You must be notified in the event that a complaint is made against you. At this point, you should review the policy and develop an action plan for restorative resolution of the complaint. You may wish to work with your Supervisor, Manager, or Union Representative to determine how to begin the resolution process.

Once you become aware that a complaint has been made against you, you are encouraged to become involved in order to resolve the conflict constructively. This will require the willingness to listen and be open to the other people’s perspective.



The restorative process focuses on conflict resolution rather than blame or punishment. If this approach is unacceptable to either party or inappropriate due to the seriousness of the allegations, an investigation may take place.

What to Do If You Observe Harassment in the Workplace If you observe an individual experiencing harassment in the workplace, you may wish to offer support. If your offer is accepted, use this policy to help the person assess their options. You may wish to contact a Supervisor, Manager, a Human Resources Representative or a Union Representative for advice regarding appropriate action.

If you observe any incidents that involve a threat to cause bodily harm, assault, sexual assault or any other risk to the individual, you are obligated to report it immediately to your Manager. If the threat or assault is in progress and in your opinion is going to result in physical harm to an employee then it is advised to call the Regina Police Service to assist in stopping the assault.

Harassment by Clients and Members of the Public

The Employer’s obligation to provide a harassment free workplace extends to include circumstances where employees may be subject to harassment by persons external to the corporation e.g. clients, contracted workers or members of the public.

The following process applies to the circumstance of harassment to a City of Regina employee by a client, contracted worker or a member of the public:

○ Employees are encouraged to report all incident(s) of harassment to their Manager.

○ Once reported, the Employee and their Manager will complete a Allegation of Disrespectful Behaviour / Harassment form to ensure the event is documented. The completed form will be used during the investigation to provide the facts of the occurrence. The purpose of the investigation is to formulate recommendations for the Management Team to consider implementing in an effort to eliminate or mitigate the potential for the harassment to reoccur.

○ Once the Allegation of Disrespectful Behaviour / Harassment form has been completed the Manager is to contact their Director to inform them of the occurrence. The Manager of Workplace Health and Safety must also be advised at this time of the occurrence.

○ The Manager, Employee and the Occupational Health and Safety Committee Co-Chairs will investigate the occurrence and take the necessary action(s) as reasonably practicable under the circumstances to ensure that the harassment does not reoccur. The Workplace Health and Safety Consultant assigned to the Branch would be available as a resource.

○ Once the investigation has been completed the Director is to read the Allegation of Disrespectful Behaviour / Harassment form and the Investigation Report and provide their comments. The



Management Team is to consider implementing the recommendations from the report.

○ The Director, in consultation with the Manager and the Occupational Health and Safety Committee Co-chairs shall consider what, if any, policies and procedures are appropriate at the workplace to minimize or control the possibility of harassment in the workplace.

○ The original Allegation of Disrespectful Behaviour / Harassment form and a copy of the Investigation Report are to be forwarded to the Manager of Workplace Health and Safety for file.



Allegation of Disrespectful Behaviour / Harassment Appendix “B”

DATE

NAME OF COMPLAINANT

EMPLOYEE POSITION

DEPARTMENT BRANCH

WORK PHONE HOME PHONE

NAME OF RESPONDENT

DEPARTMENT BRANCH

WORK RELATIONSHIP TO COMPLAINTANT ( Co-worker, Supervisor, etc)

DESCRIPTION OF THE ALLIGATION

WHERE DID THE INCIDENT TAKE PLACE?

WHO WAS INVOLVED?

WHEN DID THE INCIDENT OCCUR?



WHEN DID THE INCINDENT OCCUR?

HOW DID YOU REACT TO WHAT WAS SAID OR DONE BY THE RESPONDENT?

WHAT WERE THE CIRCUMSTANCES PRIOR/SURROUNDING THE INCIDENT?

WHO WITNESSED THE INCIDENT?

WERE YOUR OBJECTIONS TO THE INCIDENT MADE KNOWN TO THE RESPONDENT? TO A UNION/ASSOCIATION OFFICIAL OR A MANAGER?

Signatures Date

DESCRIBE THE INCIDENT - WHAT WAS SAID AND DONE BY THE RESPONDENT?

COMPLAINANT

HUMAN RESOURCE REPRESENTATIVE

MANAGER, WORKPLACE HEALTH and SAFETY



Operational Policy


Violence Policy

All Employees

111-HR-15



Effective: 01-Jun-06



Authority: City Manager, Saskatchewan Employment Act, Provincial Occupational Health and Safety Regulations 1996

1.0 Purpose

To provide a working environment that does not tolerate violent or intimidating behaviours, gestures or acts within the workplace.

2.0 Scope


3.0 Definitions

Violence

Violence means the attempted, threatened or actual conduct of a person which causes or is likely to cause injury, and includes any threatening statement or behaviour that gives an employee reasonable cause to believe that the employee is at risk of injury. This includes such acts as threats, assaults, harassment, stalking and other forms of intimidation, as well as gestures and statements that are interpreted by the employee as threatening or intimidating.

Occupational Violence

Occupational violence includes any act of violence that is, or has the potential of being, physically damaging to employees in the workplace, on City of Regina property or anything related to City of Regina business or bylaw, regardless of the location.



Threat

A threat occurs when someone communicates intent to injure you, your property, someone else or his or her property.

Assault

An assault occurs when a person, by act or gesture, attempts to apply force to another person, whether or not an injury occurs.

4.0 Policy The City of Regina prohibits violence in the workplace by any of its employees and/or by the general public. If a proper investigation confirms that such behaviour has taken place, disciplinary action will ensue in accordance with the City of Regina Corrective Discipline Policy. The disciplinary action will be immediate, and may be up to and including dismissal. Also refer to Harassment Policy for cross-referencing of definitions. The Violence Policy is to be administered by all personnel who are functioning in a supervisory capacity. It is the responsibility of all employees to report all incidents of violence or potential violence in the workplace, to their supervisor, any OH&S Committee Member or the Human Resources Department. Note: Never handle a potentially violent situation by yourself. Call 911 in the event of eminent danger to yourself or others.

5.0 Roles & Responsibilities Management: • Ensure a risk assessment (Appendix C) is completed for their particular area

and a violence prevention plan is designed from the assessment and documented for the work area. The plan will provide direction to the employee who may be involved in a violent situation involving another employee or general public.

• Ensure all applicable employees are trained in the above process, and are trained to deal with difficult customers.

• Ensure all complaints involving violence are recorded on the Violent Incident Report Form (Appendix B) and then investigated promptly and confidentially.

• Immediately report all violent incidents or complaints to the Human Resources Department, Manager of Workplace Health and Safety Branch. A completed written report of each incident of violence must also be forwarded to the Manager of Workplace Health and Safety. (Appendix B).

• Advise (for their information) Occupational Health Safety Committee Co-Chairs of all incidents involving violence.

• Recommend that the worker(s) exposed to a violent incident consult their physician or Employee Family Assistance Program (EFAP) service provider for assistance.



• Investigate all reports of violence and, in consultation with the Human Resources Department, apply appropriate disciplinary action, where warranted, to employees who have engaged in violent behaviour.

• Notify the Regina Police Services of all violence complaints that relate to the general public.

• Review your department's violent event emergency plan and processes on a yearly basis.

Human Resources: • Ensure support is given to employees by providing information, advice and

referrals. • Communicate the intent and guidelines of this policy to all employees. • Assist the Department or Branch if requested in investigating complaints and

determining appropriate action. • Review this policy and reporting of incidents to ensure relevance and

effectiveness. • Ensure all Occupational Health and Safety Committees are consulted on the

development, implementation and any modifications of this Policy. • Co-operate with the Ministry of Labour and Workplace Safety’s Occupational

Health and Safety Division when investigating a violent incident at the place of employment.

• Assist the Department or Branch when requested, to investigate a violent incident or a threat of violence.

Employees: • Refrain from acts of violence. • Take necessary action to remove themselves from the situation. • Utilize the violent incident emergency plan designed for the work area, including

obtaining assistance from other employees or an emergency call for police assistance.

• Prepare and maintain a written record of the date, time, nature of the behaviour and witnesses (if any). The maintenance of a written record is dependent on the severity and nature of the behaviour and discretion must be exercised by the employee (Appendix B).

• Report the incident or incidents immediately to your immediate Supervisor, Manager, Director or the Manager of the Workplace Health and Safety Branch.

Occupational Health and Safety Committees: • Participate in the identification of potentially violent situations. • Be made aware of all violent incidents by the appropriate Department or Branch

management. • Review matters raised by employees concerning the potential for, or the

occurrence of, violence or the threat of violence involving employees. Ensure the appropriate supervisor is aware of the circumstances.

• Review reports of violent incidents with the Human Resources Consultant, Workplace Health and Safety and recommend changes in procedures and processes to improve the management of violent situations.



5.0 Procedures All complaints will be investigated in conjunction with the Human Resources Department and/or Regina Police Services and any subsequent action will be completed in an expeditious fashion. Where a complaint is substantiated disciplinary measures will be in accordance with the City of Regina Corrective Discipline Policy and/or referred to Regina Police Services. Potential Targets for Violence in the Workplace Work sites where situations have occurred or may reasonably be expected to occur:

• Transit Department - bus operators, information centre employees • Finance Department - cashiers, meter readers, parking ticket

administration, residential and business assessment employees • Community Services Department - employees working after normal

working hours and/or by themselves, Bylaw Enforcement Officers • Corporate Services Department - Facility Operators, Customer

Services Representatives • City Operations Department - employees working after normal

working hours and/or by themselves, Emergency Trouble Truck employees, landfill employees, water meter maintenance staff

• Mayor's Office, Managers Office, City Clerks Office • Human Resources Department


Appendix A – Process Guidelines Appendix B – Violent Incident Report Form Appendix C – How to Conduct a Risk Assessment


Date



(y/n)






Appendix “A”

PROCEDURES FOR RESOLVING A THREAT OF VIOLENCE

Internal Threat Employees who feel that a threat of violence has occurred should, wherever possible, first try to resolve the situation by taking the following action: Inform the immediate supervisor, or if more appropriate, the next higher level of management, or an Occupational Health & Safety Committee member in writing using the Violent Incident Report Form (Appendix B). If the written report is to the Occupational Health & Safety Committee member, then the committee member should approach the co-chairpersons of the committee and follow-up with the appropriate level of management. When a Supervisor or Manager receives a complaint, and in consultation with the Co-chairpersons of the Occupational Health Committee, they must investigate the threat of violence themselves or they may ask for assistance from the Human Resources Consultant, Workplace Health and Safety for assistance. Even if the Department decides to investigate the complaint themselves, they will inform the Manager of the Workplace Health and Safety Branch that they have received the complaint. The investigation must include an interview with the employee reporting the threat of violence, the employee making the threat, and any witnesses or others having pertinent information. The Manager (or designate) informs the employee making the threat aware of the reported incident and allows the employee to provide his or her perspective. Employees are offered union or association representation throughout the investigation. The Manager or designate must act immediately by informing the employee making the threat, that any violence or threat of violence is unacceptable and will not be tolerated and appropriate follow up action will be taken which may include discipline. If the threat of violence or the emotional state of the employee making the threat suggests imminent danger to employees or city property, separate the person from the workplace and call the Regina Police Service. External Threat If a threat of violence is made by a member of the public to an employee, • Interrupt the conversation firmly but politely, advising the person that you will not

accept abusive treatment and if necessary you will terminate the conversation and ask the person to leave the building, or work area.

• If the behaviour persists, terminate the conversation. Ask the person to leave the building or work area. Remove yourself from the scene.

• Inform your manager/supervisor of the incident as soon as possible. If the person does not agree to leave, immediately advise your manager/supervisor of



the incident, including your assessment as to whether the person poses a physical threat.

• If, in your opinion, the person poses a physical threat, do not return to your workstation and call 911. Ensure your manager/supervisor or designate is aware of the status of the situation.

• After the incident is dealt with, the Workplace Violence Incident Report must be completed and sent to the Manager of Workplace Health and Safety, Human Resources Department.

PROCEDURES FOR RESOLVING VIOLENT SITUATIONS

Assume Control of the Situation • Remove all unnecessary bystanders. • Separate the offender from the scene. • Do not engage any bystanders to gather information. • Leave your door open. • If possible, allow both of you to have access to escape. • Keep calm. Engage the Offender • Make eye contact. • Do not touch the offender. • Avoid being judgmental. • Do not ask them why they are angry (this may agitate them more). • Focus on the "here and now". • Keep them talking. • Use slow movements and a calm voice. • Do not tell them you are feeling overwhelmed. • Show your concern. • Do not try to disarm the offender. Wait until you have gained their trust and then

ask them to set the weapon down; if they refuse, do not push any further. • Explore solutions to their problems.



Appendix “B”

Violent Incident Report Form

1. General Information

Date of Incident Time a.m. p.m.

Name of Complainant Complainant’s Job Title

Complainant ID Department ____________Branch _______________

Exact Location of Incident

Type of Violent Incident Verbal Written/Text Physical Contact Gesture

Other (please describe) __________________________________________________________________________

Police Called? Yes No

Advised to Consult a Doctor or EFAP? Yes No

Medical Attention Required? Yes No

Workplace Injury Report Form Completed? Yes No

Investigation Conducted? Yes No In Progress

Human Resources – Workplace Health and Safety Branch called? Yes No

Immediate Action Taken after the Event

2. Information About the Suspect

Customer Ex-Employee Delivery Person Other (specify)

Name of Suspect _______________________________________________________________ Unknown

Work Branch or Home Address ________________________________________________________________

3. Other Information

Has the suspect been involved in previous violent incidents? Yes No

Will measures be taken to prevent a recurrence? Yes No

Please provide any information that you think is relevant:



Incident – Account of Events Describe the events as they took place prior to the event, during the event and after the event took place. Items to consider, How was the threat made and to whom? How was the threat going to be carried out? Previous incidents involving the parties involved.

The incident was reported to: Director Manager Supervisor Police Officer’s Name _____________________________ Badge # ____________ Human Resources Department – Workplace Health and Safety Branch Co-Chairperson, Occupational Health and Safety Committee Provincial Occupational Health & Safety Branch

Did the Complainant receive Medical Treatment Yes No

If yes, name of doctor, hospital and/or medi-centre ____________________ ____________________

Did Complainant return to work same day Yes No

Critical Incident Debriefing for Employee(s) Required Yes No If required call Human Resources 777-7550

Complainant’s Signature ____________________________Date: ______________



Manager’s Recommendations: What steps will be taken to prevent a similar accident from occurring?

_____________________________ _____________________________ Date Signature Director’s Recommendations:

_____________________ ______________________________ Date Signature



Operational Policy


No Smoking Policy

All Employees

016-00 replaced by 117-HR-15



Effective: 01-Jul-2009 2

Last Review: 01-Apr-2015


Authority: City Manager , the Occupational Health and Safety Regulations 1996

1.0 Purpose

The City of Regina strives to provide a healthy and safe environment for all its employees and the public.

2.0 Scope


3.0 Definitions

Smoking Is the practice in which a substance, most commonly tobacco, is burned and the smoke is tasted or inhaled. Included in this policy will be the use of an electronic cigarette, e-cigarette or any other form of electronic smoking device introduced into use between revisions of this policy. Facilities All buildings, enclosed structures, outdoor shelters or enclosed walkways where City of Regina employees work or temporarily occupy. Vehicles All licensed or unlicensed vehicles, including all attached equipment and trailers.

http://en.wikipedia.org/wiki/Tobacco



Policy Smoking is prohibited in all enclosed places of employment, including facilities, vehicles and other enclosed structures. The prohibited smoking area will also include the area within 10 meters from all building entrances, exits or fresh air intakes, or as otherwise posted.

5.0 Roles & Responsibilities Management and Supervisors

Communicate the “No Smoking Policy” to all employees

Determine areas outdoors where smoking is permitted

Enforce the “No Smoking Policy” in the work area, facilities, vehicles and equipment assigned to their work units, branches and departments

Facilities Management Services

Ensure appropriate signs and facilities are in place in accordance with this policy and are visible at the workplace (i.e. “No Smoking”)


Provide advice to Directors, Managers and Supervisors on issues related to smoking in the workplace

6.0 Reference Material Provincial Occupational Health and Safety Regulations 1996 Saskatchewan Employment Act

Government of Saskatchewan, Ministry of Advanced Education, Employment and Labour: Workplace Smoking Ban, May 2009


Date



(y/n)

01-July-2009 Initial Release. No


01-Jan-2013 Review No

01-May-2014 Review No




Operational Policy


Scent Sensitive Workplace All Employees 005-00 Replaced by 118-HR-15



Effective: 03-Mar-08



Authority: City Manager

1.0 Purpose

Reduce the emission of scents in the workplace in an effort to improve air quality in an office or facility environment. Provide guidance to all employees in reducing the use of scented products in the workplace.

2.0 Scope


3.0 Definitions

Scent Sensitive All employees are to understand that the City of Regina is adopting a scent sensitive policy to help ensure all employees have an environment to work in that does not expose them to overbearing scents. This is not a scent free workplace policy.

4.0 Policy The City of Regina recognizes the importance of employee health and wellness and as such, will promote the responsible use of scented products in the workplace. The objective is to allow all employees to exercise their personal preferences in their appearance and presentation while at work, without affecting the health of co-workers through the use of heavily scented personal products. This policy will also be applied where possible to the products used within the corporation to clean and maintain facilities, or that are used to provide services to the public.



5.0 Roles & Responsibilities Management and Supervisor

Provide periodic reminders of the Scent Sensitive Policy in your workplace to ensure air quality is acceptable to all employees.

Ensure all new employees to your work area are informed of this policy during their orientation to the workplace.

Be prepared to provide an unbiased assessment on whether or not the scent that is present does permeate the work area beyond the arms length of the employee wearing the scent.

Once all necessary steps have been taken and the employee continues to bring forward a claim that scents in the workplace are affecting their health or ability to perform their work. The Manager will consult with a Human Resources Consultant – Workplace Health and Safety Branch to proceed with requesting a Medical Verification of Illness from the affected employee, and determine if there is a need for a possible workplace accommodation. Employees wearing scented products

Select and use scented products with the intent that the scented product will not be detected within an arms length distance from their body.

Ensure that the scented product will not linger or fill the work area with residual scent once you have left that work space.

Be respectful of fellow workers when approached about your use of scented products in the workplace. When discussing the use of your scented products with a co-worker the discussion is to be respectful. If the issue cannot be resolved through mutual agreement. Advise your immediate supervisor of the situation and ask for assistance in the resolve.

Employees who may experience a reaction to a scent in the workplace

Discuss your scent sensitive condition with your supervisor and fellow workers before it becomes an issue. This can be done at your orientation to a new work area, or at a staff meeting.

If you experience a reaction to a scent in the workplace, be respectful but bring your concern to the attention of the co-worker wearing the scented product. If the issue cannot be resolved by mutual agreement. Advise your immediate supervisor of the situation and ask for assistance. Human Resources Department

Advise all candidates applying for employment of the City of Regina’s Scent Sensitive Policy.

Remind candidates who are invited to participate in an employment interview of the City of Regina’s Scent Sensitive Policy.

Include in the new employee orientation information package a copy of this policy.



6.0 Guidelines

Along with the responsible use of scented personal hygiene products there are other steps that can be taken to improve air quality in the workplace.

Use odourless products to clean and freshen up your office.

Replace scented marking pens with odourless types.

Ensure that all products that are being stored for re-cycling or to be returned to the vendor for rebate are enclosed in a sealed plastic bag to prevent fumes from migrating into the workplace.

Eliminate sources of dampness. Over-watering of plants, humidifiers that over humidify and spills of liquids can encourage the growth of mould.

Do not treat plants in the work area with chemicals.

Select plants without flowers as their scent can be a source of an allergic reaction.

Do not block the air vents with books, files or plants. This causes the air flow to be restricted resulting in reduced comfort levels.

Ensure filing cabinets or other furniture is away from heating and ventilation systems to allow them to function as designed.

Periodically clean your work station to reduce the amount of dust accumulation.

To reduce the creation of dust in the workplace, remove, recycle or archive all unnecessary paper from offices and adjacent areas.

Smokers must minimise the smell of smoke on their clothing that will be hung in the workplace.

Smoke away from entrances, building intake vents and public walkways into your office or building.

If you participate in physical activity during the work day, ensure your gym clothes do not contribute to the scents in the workplace.

Advise business contacts, contracted workers and the visiting public that the City of Regina does appreciate the responsible use of scented products. In an effort to protect our workers you may be asked to refrain from using scented products due to the health concerns of our employee(s).


Government of Canada, Cosmetics Regulations 2007. www.hc-sc.gc.ca/index Scented Products Education and Information Association of Canada (SPEIAC). www.cctfa.ca/scented/policy_workplace_scents.html


Date


Approval

Required (y/n)

01-Mar-2008 Initial Release. No

01-May-2014 Review No


http://www.hc-sc.gc.ca/index

http://www.cctfa.ca/scented/policy_workplace_scents.html

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