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Conducting Workplace Inspections
Supervisors’ Training
Developed and provided by:Department of Occupational Health and Safety
York UniversityTelephone: 416-736-5491; ext. 55491
Learning Objectives
• The objectives of this session are to outline:
– Roles and Responsibilities under the Occupational Health and Safety Act (OHSA)
– Importance of Workplace Inspections – Planning and Conducting an Inspection– Documentation and Findings– Sample workplace inspection forms
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RESPONSIBILITIES UNDER THE OCCUPATIONAL
HEALTH AND SAFETY ACT (OHSA): A Reminder
• The OHS Act defines Duties and Responsibilities for:
• Employers: a person who employs one or more workers or contractors for the services of one or more workers…
• Supervisors: a person who has charge of a workplace or authority over a worker
• Workers: a person who performs work or supplies services for monetary compensation…
• Joint Health and Safety Committees (JHSCs)
• Health and Safety Representatives (H & S Rep’s)Students (as part of York University’s Occupational Health
& Safety Policy)3
RESPONSIBILITIES UNDER OHSA:
EMPLOYERS (OHSA, Sec. 25, 26)
• Responsibilities that require workplace inspection and hazard identification:
• Acquaint a worker or a supervisor with any hazard in the workplace [Sec. 25 (2)(d)]
• Ensure that equipment, materials and protective devices are provided, issued and maintained in good condition [Sec. 25(1)(a,b)
• Ensure that the measures and procedures prescribed are carried out in the workplace [Sec. 25 (1) (c)]
• Take every precaution reasonable under the circumstances for the protection of a worker [Sec. 25 (2) (h)]
• NB: The responsibilities incumbent on the University as an employer are delegated to various levels of supervisory staff. In practice, many of the duties of the employer are exercised by senior administrative managers. 4
RESPONSIBILITIES UNDER OHSA:
SUPERVISORS (OHSA, Sec. 27) & WORKERS (Sec.28)
• SUPERVISORS: Responsibilities that require workplace inspection:
• Ensure that a worker works in the manner and with the protective devices, measures and procedures required by the OHSA and Regulations
• Ensure that a worker uses or wears the protective devices that the employer requires to be worn or used
• Ensure only authorized and qualified workers operate equipment• Advise workers of potential or actual dangers in the workplace• Take every precaution reasonable under the circumstances to
protect workers
• ** The best way to ensure the above is to inspect work areas for hazards on a regular basis**
• WORKERS: Must report hazards that they have identified.5
RESPONSIBILITIES UNDER OHSA:JOINT HEALTH & SAFETY COMMITTEES (JHSC)
(OHSA, Sec. 9)
• Responsibilities related to workplace inspection:• Identify hazards and make recommendations to control them• Obtain any information from the employer pertaining to health
and safety• Discuss health and safety matters at regular meetings• Worker members shall inspect the physical condition of the
workplace monthly - if not practical, inspect at least a part of the workplace in each month so that the entire workplace is inspected at least once per year– NB: Worker JHSC member can designate another
worker (non-JHSC) to perform inspections [Sec. 9(3.2)]• Undertake the inspections in accordance with a schedule
established by the committee• Investigate critical injury or fatality cases
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YORK UNIVERSITY’S JOINT HEALTH AND SAFETY COMMITTEES
There are five JHSCs at York University:
•York University Staff Association (YUSA)•CUPE Local 3903•CUPE Local 1356, 1356-1 and 1356-2•York University Faculty Association (YUFA)•IUOE (Int’l Union of Operating Engineers)
The following Employee group has a Health & Safety Representative: •YUELI ( York University English Language Institute)
H&S Rep’s have similar responsibilities as JHSC Members.
•Health & Safety Officers: Coordinate the area workplace inspections
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WHY ARE WORKPLACE INSPECTIONS IMPORTANT?
• What is an inspection?
• What is the purpose of an inspection?
• Why are inspections important?
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PLANNING AND CONDUCTING THE INSPECTION
• WHAT IS EXAMINED?• Who, what, where, when and how• Entire workplace, including storage areas, locker
rooms, etc. • Workplace elements (e.g., physical environment,
equipment, process, etc.)• Think about the types of hazards present in a
workplace• Use a floor plan for large areas• Refer to previous inspection reports, if available• Bring a checklist
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SCHEDULING
• Should be done during normal working hours;• “Planned” or “scheduled” inspections should be done at
least annually – if the work area is very large then it should be broken up such that at least a part of the workplace is inspected (i.e., monthly, bi-monthly);
• Otherwise, be observant for hazards on a daily basis;• The time required is dependent on complexity of the work
area;• Laboratory/shop/maintenance/facility areas may require
more detailed inspections than office areas;• During the inspection, contact an employee who can
provide relevant information about the area and contribute any existing concerns/issues, if possible.
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CONDUCTING THE INSPECTION
• WHAT KIND OF INFORMATION IS HELPFUL FOR COMPLETING AN INSPECTION REPORT?
– A. Diagram of Area– B. Equipment inventory– C. Chemical Inventory– D. Checklist
Checklists available on DOHS website: http://www.yorku.ca/dohs/prog-workplaceinspection.html
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Observations during the inspection:
• Look for deviations from accepted work practices (do not use for discipline)
• Talk to the employees
• Follow these basic principles:– Draw attention to any immediate danger;– Clearly describe each hazard and its location on checklist
as it is found to avoid forgetting; – Record what you have and haven’t inspected in case the
inspection is interrupted.12
The Inspection Report
• State exactly what has been observed and accurately identify its location.
• Assign a priority level, for example;– A = major – requires immediate action– B = serious – requires short-term action– C = requires long-term action
• Take immediate action as needed. When permanent correction takes time, take temporary measures, such as roping off area, tagging out equipment or posting warning signs.
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FOLLOW UP AFTER THE INSPECTION
• Discuss findings with area Manager if required or take immediate corrective action.
• If unsafe acts are discovered, explain hazards to the worker and/or supervisor as appropriate and advise on corrective action.
• Ask for an update from area supervisor or worker upon resolution of the problem. Give a written deadline for the resolution.
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Inspection Location:___________________Date of Inspection:______________Inspector(s) Name: ________________Dept/Areas
covered:________________Name of Employee(s) Contacted:______________________________________
Item & Location
HazardObserved
Repeat Item? Y/N
PriorityA/B/C
Recommended Action
PersonResponsible
ActionTaken
Date of Action
Observations For Future Follow-up
EXAMPLE OF AN INSPECTION REPORT
http://www.yorku.ca/dohs/documents/general_workplace_inspection_report_form.pdf
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Types of General Hazards
HAZARD TYPE EXAMPLES
Safety hazards: Inadequate machine guards, defective equipment.Unsafe workplace conditions (e.g., overloading, etc.).Unsafe work practices (e.g., operating equipment without
training/orientation, not wearing PPE, etc.).
Biological hazards: (viruses, bacteria,
fungi, parasites)
Mould (e.g., water damage on carpet, ceiling tile, dry wall, etc.).
Rodents (e.g., dead mice).
Chemical hazards: Caused by solid, liquid, vapour, gas, dust, fume, mist (e.g., welding in an open area, using industrial cleaning solvents, not working in the fumehood, etc.).
Ergonomic hazards:
Caused by demands on worker, such as repetitive and forceful movements, vibration, awkward postures arising from improper work methods or improperly designed workstations, tools or equipment.
Physical hazards: Caused by noise, vibration, heat, cold, electricity, radiation, pressure, lighting, etc. 16
Examples of Office Hazards
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DON’T LET THIS OCCUR IN YOUR OFFICE.
REMOVE HAZARDS
BEFORE THEY BECOME
ACCIDENTS.18
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Examples of Office Hazards
• Additional information on office hazards is found on the DOHS web page under “Office Safety”:
http://www.yorku.ca/dohs/programs.html
• Falls from chairs• Filing cabinet hazards• Office safety• Slips and Falls• Wall mounted shelving
• Also, there is a “Scented Products” bulletin.
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FACULTY OF ARTS Safety Inspection Report
Employee Contacted: Building:
Responsible Person: Department:
Union Rep: Date:
Room: Inspectors:
Furniture and Shelving Corrective Action (by Lab supervisor or Admin. Assistant unless otherwise noted)
1 Desk chairs - in poor state of repair Contact Furnishings Coordinator x55777
2 Desks, broken hardware representing cutting hazard
Submit a Service/Work Request to Maintenance http://www.yorku.ca/csbo/requestform.html
3 Desks, obstacle, needs to be moved Submit a Service/Work Request to Maintenance
4 Partition walls not secured properly Submit a Service/Work Request to Maintenance
5 File cabinets not balanced properly Submit a Service/Work Request to Maintenance
6 File cabinets not loaded properly Have office occupant reload cabinet
Sample Office Workplace Inspection Form
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Examples of Laboratory Hazards
• Look for visual clues that a problem exists• Use all your senses – what strikes you right away?• Poor housekeeping;• Unsecured gas cylinders;• Unlabelled containers;• Storing chemicals in the fume hoods and blocking
baffles;• Unsafe work practices: e.g. mouth pipetting, not
working in the fumehood (when it is required), not using PPE, etc.)
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Examples of Laboratory Hazards
• Additional hazards are found on the DOHS web page under “Programs”: http://www.yorku.ca/dohs/programs.html
• Centrifuge explosions• Compressed gas regulator maintenance• Ethidium bromide• Gloves• Mercury thermometers• Peroxide forming chemicals
• Also, include general office hazards such as Slips and Falls, Filing cabinet hazards, Wall mounted shelving.
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Item: Yes No N/A Corrective Action Follow Up
Door signs posted with contact personnel Update door sign
Emergency numbers posted by telephone Post emergency no.
Personnel are WHMIS trained Register employee for training with DOHS
MSDSs available for all chemicals Obtain MSDS
Chemical Inventory for all hazardous materials Develop inventory.Contact DOHS for advice.
Personal Protective Equipment present and used:
Laboratory coats Enforce policy or order PPE from Stores
Gloves Enforce policy or order PPE from Stores
Safety glasses/goggles/face shield Enforce policy or order PPE from Stores
Other (apron, respirator, ear plugs etc.) Enforce policy or order PPE from Stores
Safety equipment present and in working condition:
Emergency shower (within 100 ft.) Contact FPC (ext.22401) or check with DOHS
Emergency eye-wash Contact FPC or refill eyewash bottle
Fumehood uncluttered and sash at correct height
Clear fumehood and check sash
Spill kits readily available Order from Science Stores
Fire extinguishers present and fully charged Contact Fire Prevention (ext.77290)
Example of a Laboratory Inspection Report:
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Item: Yes No N/A Corrective Action Follow Up
Chemical Storage:
All containers of hazardous materials are labelled Label containers
Gas cylinders are secured and capped Chain or secured containers. Cover with cap.
Chemicals are stored on shelves/ in cabinets Place chemicals on shelves/cabinets or obtain quote from FPC (obtain service request from from FPC website)
If Peroxides are present, have they been tested Refer to procedure on DOHS website and test
Chemicals are stored & separated by class e.g. Acids stored separately from alkalis
Separate chemicals
Large containers are on low shelves Relocate containers to lower shelves
Electrical Hazards:
All electrical equipment is grounded and have Power-off switches
Contact Maintenance (ext.22401) or Electronics Shop (ext.33841, 77697)
Multiplug adapters are fitted with circuit breakers Contact Maintenance (ext.22401)
Electrical power cords are in good condition Replace cord or contact Electronics Shop (ext.33841, 77697)
Example of an Inspection Report: Continued
Please refer to attached complete checklist
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Items to review during the lab inspection:
• Are Material Safety Data Sheets available for the chemicals present within the lab?
• Have lab users received WHMIS II training?• Is personal protective equipment (PPE) available,
in good condition and worn properly?• Can a person exit the lab quickly without tripping
over objects, cracks, holes, missing tiles?• Are lab refrigerators and freezers used for the
storage of food or drink?• Have laboratory personnel been specifically trained
for the apparatus and agents being used?
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Items to review during the lab inspection (continued):
• Are safety showers, eyewash stations, first aid kits, fire extinguisher, and spill kits; readily accessible?
• Look for damaged or cluttered extension cords;
• Look for chemical concerns:– Are there any chemicals that have
expired?– Are bonding cables used when
dispensing flammable liquids?– Are wastes labelled with a hazardous
waste label? • Are fume hoods in good working order;• Are compressed gases properly stored?
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Plant, Workshop and Studio Inspections
• Other areas Inspected:
– Physical plant– Workshops– Studios
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Examples of Plant/Shop/Studio Hazards:
• Look for visual clues that a problem exists• Use all your senses – what strikes you right away?• Look for deviations from accepted work practices
such as:– Removing guards or rendering them ineffective;– Using defective equipment/machinery;– Using compressed air to clean clothes;– Tripping hazards;– Poor housekeeping;– Not using PPE, etc.
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Examples of Plant/Shop/Studio Hazards:(continued)
• Waste disposed of properly
• Ladders/High reach equipment
• Machinery and tools, including guarding
• Chemicals and gas cylinders
• Vehicles inspection/maintenance
• Lifting Equipment
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Safety Inspection Checklist
(Example):
AISLEWAYS AND PASSAGEWAYS EXPLANATORY NOTES AND COMMENTS
Clear and unobstructed. • No storage of flammables/combustibles in aisles.
Aisle ways at least 44 inches wide.• Where forklift trucks used, traffic aisles must have a clearance of 30
centimeters (12 inches) on each side of a loaded truck.
Passageways with sufficient width for all normal movements.
• Appropriate clearance around moving parts of machinery and materials being handled.
INGRESS AND EGRESS: EXITS EXPLANATORY NOTES AND COMMENTS
Exits and exit signs adequately illuminated.
• Exit signs must be clean, clearly visible and legible.
Exits unobstructed. • Exit doors must not be blocked or wedged in the open position.
Flammable and combustible materials stored away from exits.
• All materials must be properly labelled and stored according to the MSDS, away from all points of ingress/egress.
WORK AT HEIGHTS EXPLANATORY NOTES AND COMMENTS
Full body harness must be worn when exposed to hazard of falling and secured with a lifeline to a designated anchor point at heights above 3 m.
• Has everyone been trained in fall prevention?• Prior to each use, the user must inspect all equipment.
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THANK YOU!
• REMEMBER: TO BE CONSIDERED TRAINED, YOU ARE REQUIRED TO COMPLETE:
Workplace Inspection Training
QUIZ
http://www.yorku.ca/dohs/yquiz/workinspection/quiz/workinspection.quiz
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