Effective Evaluation Best Practices for Health & Safety Programs

1. Step 4- Evaluation

2. 5-Steps to Managing Health & Safety 1 5 Acknowledge Success & Make Improvements Written Standard Evaluate 2 4 Communication 3 Training

3. Evaluation - What does this mean? • Verifying that the company’s standards are still current and up-to-date to both: • Legislation and • Company business practices 2. Verifying that what is actually being done in the workplace meets the standards and company rules established in Setting Standards “Is the workplace doing what it said that it would do?”

4. WHY DO EVALUATION?Benefits of Evaluation Assess implementation of your element Assess what’s working & what’s not working –Identify “gaps” in your health & safety program Address workplace culture issues i.e. employee participation, supervisor support, functional JHSC Record review opportunity re: standards, communication & training Review accident/incident/near miss Recommend improvements to H&S Program

5. Evidence of Evaluation • ASK • REVIEW / ANALYZE • REPORT = EVALUATION • Collection of Data • Consider What/Why, How, When, & Who • i.e. Administer a Quiz to 50 staff. • Review or Analyze the data collected • Consider Who, When & How? • i.e. Score the quiz & tabulate the overall results and identified gaps. • Reporting the Results • Consider to Who, When, How & Where? • i.e. Quiz results are discussed at JHSC and minutes posted.

6. Negative Results • The results of the Evaluation indicates “Negative Results” • For this element, “the company is not doing what the Standard expects it to do” • Is this still Evaluation (Step 4)? YES! • Negative results (or less than positive results) provide for “Opportunities for Improvement”. • This is the importance of EVALUATION.

7. Best Practices • Write method of evaluation in Standard ( who, what, how, where & when) • Include benchmarks in your written standards. • Set a schedule

8. Best Practices • Use or Add-to existing methods for Evaluation: • Include on JHSC agenda to review elements - Recommend actions; Record in JHSC minutes & Post; • Review elements at Management Meetings - Address recommendations; Action plan to improve & Minute meetings; • Use monthly Workplace Inspections - Complete checklist; Action items; Action taken; post results. • Regular worker observations - Set schedule; Ask supervisors to keep log books/checklists; include in inspection; internal audit.

9. Program Requirementsfor Evaluation (Step 4) • Document all forms of evaluation – incorporate into existing methods • Aim to complete Evaluation by year- end. • If not, must complete by March of following year (prior to spot checks starting). • But - MUST have written plan of “how” element will be evaluated and completed by March to put “Y” on Year-end Report

10. Acknowledging Success & Making Improvements Based on the results of your evaluation: • Recognize everyone who contributed to a successful health & safety program by meeting & surpassing company standards, for example: • Letter/memo from the president • Newsletter • Health & Safety awards or certificates • Public recognition (i.e. coffee & muffins for JOHSC and/or employees) • Performance Evaluations • Accept negative evaluation results as opportunities for improvement - develop an action plan

11. Interview/Survey Employees • Determine your objectives • Address all elements simultaneously • Identify required amount of participation • Develop list of questions relating to elements and your objectives • Questions can either be asked verbally one-on-one with staff or by handouts (Modified worker could do interviews)

12. SAMPLE Interview/Survey Employees See Sample handout Health & Safety Policy • Does your employer have a H&S program- how do you know? • In your opinion are they committed to your personal safety- if so, how do you know they mean what they say ( e.g. how is this demonstrated to you by the company)? • How are you held accountable for your & others safety?

13. Employee Quiz • Determine your objectives • Address all elements simultaneously • Determine participation level 100% • (mandatory or voluntary) • Develop questions specific to objectives and elements • Questions?? quiz format, multiple choice, true/ false, fill in the blanks, etc.

14. SAMPLE: Quiz Examples • Is PPE checked regularly for wear or defects, and replaced immediately if necessary? • Yes • No • Don’t know • The hazard reporting procedures allows for immediate reporting and corrective action without waiting for the next round of regular inspections. • Yes • No • Don’t know Is the Health & Safety Representative selected by the owner? • Yes • No • Don’t know

15. Scheduled Workplace/Site/Shop Inspections or Tour • include all 5 elements in monthly inspection report/checklist • ensure JHSC/representative or supervisor understands • Ask questions of workers • Have JHSC review results and make recommendations • Ensure recommendations are recorded in JHSC minutes

16. Joint Health & Safety Committee • JHSC must be an active participant in the safety group initiatives since the start of year • Discuss at meetings/record in minutes • Provide JHSC all pertinent information: meeting minutes, inspection reports, injury statistics, supervisor’s comments, training records, etc • Discussion to identify areas of improvement for next year and areas of success

17. Management Review • Management & supervisors must be aware and involved in safety group initiatives during the year • Hold meetings ( quarterly updates) • Present to management team the progress of the 5 elements and necessary documentation • Discussion • Areas of improvement • Areas of success • Next years elements

18. Internal Audit • Measure organization against external standards • Workwell Core Audit or corporate audit, CSA, other guidelines • Use entire audit or use portions of audit that apply to your element selection

19. Internal Audit Sample Guidelines from Workwell Core Audit: • Early & Safe Return to Work • Roles & responsibilities • Contact with injured worker • Medical monitoring and treatment • Provisions for modified work • Re-integration of the worker to regular work • Reporting requirements to WSIB • Action Required with Target Dates • policy required: including roles & responsibilities

20. Observations • Decide who and what will be observed • Physically observe activity being done • lock-out/tag-out, Fork truck, Emergency Evacuation, Confined Space • Conducted by supervisor and/or JHSC or worker on modified duties • Provide immediate feedback to employee • Can be used in conjunction with annual performance reviews

21. SAMPLE Observation Example • Forklift Procedures Date:___________ • Observers’ Name: _________________ Operator: __________________________ • Pre-Operation Check • General Operation: operating around personnel, reversing, parking • load handling: pick-up, placement, stacking, re-stocking • loading /unloading • operational maintenance: refueling Immediate Feedback: Operator Comments: Recommendations:

22. Checklist Format Identify in advance how and what will be evaluated Excellent resource document for year-end documentation

23. RTW Self-Assessment Guide RTW Self-Assessment Guide http://www.wsib.on.ca/wsib/wsibsite.nsf/LookupFiles/DownloadableFileRTWSelf_AssessmentGuide/$File/RTWSelfAssessment.pdf

24. Injury/Incident Statistical Analysis • Opportunity to measure the impact of completed elements on the injury/incident rates in the workplace • Consider using: • a historical comparison against previous years • a comparison by locations or branches within business • a comparison to your rate group

25. SAMPLE Injury/Incident Statistical Analysis • Analyze key indicators in your workplace: • Lost-time injuries • No lost-time injuries • First Aid • Near misses • Property Damage • Duration of WSIB claims

26. Third Party • Corporate auditor, health & safety association, safety group member, health & safety professional ( ergo, hygienist) Benefits • Address all elements at same time • Auditor will provide insight and recommend improvements

27. Group Activity • In your group, exchange elements with another organization and discuss and plan how to EVALUATE the element provided. 2. Discuss how you will show EVIDENCE / DOCUMENTATION of the evaluation? (Remember: “ASK – REVIEW – REPORT”) • Discuss how you will acknowledge success or make improvements based on your evaluations.

29. Questions? Concerns? Comments?