Learning Objectives

1. Conducting Workplace Inspections Supervisors’ TrainingDeveloped and provided by:Department of Occupational Health and SafetyYork UniversityTelephone: 416-736-5491; ext. 55491

2. 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

3. RESPONSIBILITIES UNDER THE OCCUPATIONALHEALTH 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)

4. 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.

5. 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.

6. 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

7. 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

8. WHY ARE WORKPLACE INSPECTIONS IMPORTANT? • What is an inspection? • What is the purpose of an inspection? • Why are inspections important?

9. 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

10. 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.

11. 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

12. 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.

13. 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.

14. 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.

15. EXAMPLE OF AN INSPECTION REPORT http://www.yorku.ca/dohs/documents/general_workplace_inspection_report_form.pdf Inspection Location:___________________Date of Inspection:______________ Inspector(s) Name: ________________Dept/Areas covered:________________ Name of Employee(s) Contacted:______________________________________

16. Types of General Hazards

17. Examples of Office Hazards

18. DON’T LET THIS OCCUR IN YOUR OFFICE. REMOVE HAZARDS BEFORE THEY BECOME ACCIDENTS.

20. 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.

21. Sample Office Workplace Inspection Form

22. 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.)

23. 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.

24. Example of a Laboratory Inspection Report:

25. Example of an Inspection Report: ContinuedPlease refer to attached complete checklist

26. 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?

27. 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?

32. Plant, Workshop and Studio Inspections • Other areas Inspected: • Physical plant • Workshops • Studios

33. 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.

34. 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

35. Safety Inspection Checklist (Example):

42. 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