Joint Occupational Health and Safety Committee Effectiveness

AWARE-NS is funded by the Nova Scotia Department of Health & Wellness

Joint Occupational Health and Safety Committee Effectiveness

Developed by Heather Matthews OHS Specialist

Topic Covered

1

What should be on JOHS Committee Agenda?2 JOHSC Effectiveness Checklist

345

Typical Duties of a Committee

Tips for JOSH Committee to set Annual Safety Goals

Tips to an effective JOHS Committee & Common Mistakes by Committee

Question

1 Have you completed an Audit of your Safety Committee in the past?

JOHSC Effectiveness Checklist

Audit Structure:

JOINT OH&S COMMITTEE

AUDIT

AUDIT RATING AUDIT

EXPECTATIONS Response Points

Available

Technique Points Awarded Yes No D P I

QUESTIONS:

Audit Rating Key: D: Documented P: Posted I: Indicated

Committee structure


1. Is a JOH&S Committee established where required?

Workplaces with 20 or more regular employees require a JOH&S Committee OH&S Act: C.7, S.29.

2. Does the JOH&S Committee have established Rules of Procedure?

Must be documented. Rules of Procedures for JOH&S Committees must be specific to the Committee at that location. OH&S Act: C.7, S.30

Committee structure


3. Do the Rules of Procedure include a clear documentation of the functions of the JOH&S Committee and its method of

operation?

Should include functions of the JOH&S Committee, method of appointing committee members and chairperson,

meeting frequency, preparation and posting of minutes, and making of recommendations. Must be specific to the Committee at that location. OH&S Act: C.7, S.30.

Committee Training and Responsibility


4. Have JOH&S Committee members received OH&S training?

Training should include OH&S Act, JOH&S Committee Responsibilities and Rules of Procedure, Inspection and Investigation Procedures. JOH&S Committee

JOHSC Question: Have you received Occupational Health and Safety Training to help youunderstand the role and responsibilities ofJOH&S Committees and how to perform your duties?

OH&S ACT: C.7, S. 28(2a)

Committee Training and Responsibility


5. Are JOH&S Committee Members aware of their responsibilities?

Compare answer to the lists in the OH&S Act.OH&S Act: C.7, S.31

JOHSC Question: Describe the responsibilities of theJOH&S Committee under the OH&S Act.

Committee Duties


6. Is a list of JOH&S Committee members posted at each permanent workplace?

Must be current. OH&S Act: C.7, S.37

7.Are JOH&S Committee minutes posted?Must be current. OH&S Act: C.7, S.37

Committee Recommendations


8. Does the JOH&S Committee make recommendations to a level of management with the authority to resolve health and safety issues?

Important to get things done. Must be a level with authority to resolve heath and safety issues.

JOHSC Question: To whom does the JOH&S Committee make recommendations? OH&S ACT: C.7, S. 28 (2c)

Committee Duties


9. Are action items from the minutes addressed in a timely manner?

Examine the minutes. Must not be carried forward from meeting to meeting with no action or progress.

OH&S ACT: C.7, S. 30

10. Do JOH&S Committee members participate in workplace inspections?

JOHSC Question: Do JOH&S Committee members participate in workplace inspections? OH&S Act: C. 7, S. 31 and 33(6)

Committee Inspections and Investigations


11. Are JOH&S Committee members involved in incident investigations?

JOHSC Question: Do JOH&S Committee members participate in incident investigations?

OH&S Act: C.7, S. 31 and 33(6)

12. Are JOH&S Committee members involved in the development of safe work procedures?

JOHSC Question: Do JOH&S Committee members participate in the development or

review of safe work procedures?OH&S Act: C.7, S. 31 and 33(6)

Committee Duties- Program Development


13. Did the JOH&S Committee participate in the development of the department’s OH&S Program?

JOHSC Question: Did the JOH&S Committee participate in the development of the agency’s OH&S Program?

OH&S Act: C.7, S. 28 and 31

14. Does the JOH&S Committee undertake a yearly review of the WHMIS Training?

JOHSC Question: Did the JOH&S Committee undertake a review of the agency’s WHMIS Training Program during the past year?WHMIS Regulations, S.5(3)

Committee Duties


15. Does or will a JOH&S Committee member accompany a Department of Labour OH&S Officer on Inspections or investigations?

JOHSC Question: Does (or will), a JO&S Committee member accompany a Department of Labour OH&S Officer on inspections or investigations?OH&S Act: C.7, S. 31, 33 and 50

Committee Duties-Program Development


13. Did the JOH&S Committee participate in the development of the department’s OH&S Program?

JOHSC Question: Did the JOH&S Committee participate in the development of the agency’s OH&S Program?OH&S Act: C.7, S. 28 and 31

Committee Duties- Monitoring


16. Where workplace monitoring is undertaken, is the OH&S Committee informed of the monitoring activities, allowed to observe or otherwise be involved, and given a copy of all monitoring results?

JOHSC Question: Where workplace monitoring is undertaken, is the OH&S Committee informed of the monitoring activities, allowed to observe or otherwise be involved, and given a copy of all monitoring results?

OH&S Act: C. 7, S. 35

Committee Duties- Complaints and Work Refusals


17. Is the JOH&S Committee involved in the investigation of OH&S complaints which are not resolved at the supervisor level?

JOHSC Question: Is the JOH&S Committee involved in the investigation of OH&S complaints, which are not resolved at the supervisor level?OH&S Act: C.7, S. 31 and 33(6)

Committee Duties- Complaints and Work Refusals


18. Is the JOH&S Committee involved in Work Refusals under the OHS Act which are not resolved at the supervisor level?

JOHSC Question: Is the JOH&S Committee involved in Work Refusals under the OHS Act which are not resolved at the supervisor level?OH&S Act: C.7, S.43

What should be on JOHSC Agenda?

1. Call to Order.2. Attendance/Regrets.3. Approval of Agenda.4. Read and approve minutes of previous meeting. 5. Business arising from minutes.6. Workplace health and safety topics for discussion( trends).7. Incident review(# , type, severe- action to be taken)8. Inspection Report9. New Business10. Updates on scheduled safety-training programs.11. Adjournment.

Question

What are some of the practices and activity that your committee performs that you are most proud of?

2

Tips to an effective JOHSC

1.Hold meetings on a regular basis, following a consistent schedule.

2.Set clear meeting agendas, publish them in advance, and follow them.

3.Keep minutes of each meeting that summarize the issues discussed, the proposed actions to be taken, and the person(s) responsible for follow-up on each item.

4.Minutes should be published and provided to each committee member, as well as made available to all employees in a timely fashion.


5.Members should be required to attend all meetings, except in the case of emergencies. If a member cannot attend a meeting, then an alternate should be sent. Attendance should be taken at each meeting and recorded in the minutes.

6.Chairperson must show strong leadership, keep things moving.

7.Publicize the Committee’s accomplishments, be positive. Give credit where credit is due. Keep employees informed of the Committee’s activities. Find ways to recognize the efforts of individuals and groups within the organization who make significant contributions to the Safety Program.


8.Top management officials should attend Safety Committee Meetings (at least periodically). They must show interest in the Safety Program to both supervisory management and labor.

9.Improved inspections. Implementing cooperative inspections that include workers and management representatives. Making inspections fun and gratifying by noting not just the negative but the positive conditions in the workplace, and Issuing rewards after inspections. (This many not fit all work place environments)

Question

What are some of the Behaviors that you would like to change in how your safety committee functions?

3

Common Mistakes by Committee

1. The group has no clear-cut job to perform, or the committee has no reason to exist.

2. There is talk, talk, talk…without decisions.

3. People are appointed who are neither interested nor experienced.

4.The chairpersons are not qualified by experience, desire, or ability.

Common Mistakes by Committee

5.The group has no orderly plan, no time schedule.

6.People do not show up for meetings and inspections.

7.The work of the committee is not recognized by employees or management.

8.Agendas are sent out late or distributed only at the meeting.

Typical Duties of a JOHSC

1. Report unsafe conditions and suggest corrective actions.

2. Meet at least monthly or as Terms of Reference states.

3. Clearly define the duties and responsibilities of officers and members.

4. Review incidents, near misses, Supervisor’s Incident Investigation Reports, claim summaries and loss analysis on a periodic basis.

5. Review all serious injuries. Not for fault finding, but for fact finding to prevent re-occurrence of the same or similar incident.


6. Contribute ideas and suggestions for improvements in safety.

7. Work safely and influence others to work safely.

8. Make periodic Agency/facility safety audits.

9. Sponsor and coordinate contests, poster programs, safety drives, etc., and supply other informational materials which can help to promote safer operations.

10. Develop, implement, and review written safety programs.


11. Build enthusiasm for safety programs.

12. Direct involvement with organizational wide safety training.

13. Establish dispute resolution procedures.

14. Propose and create safety checklists.

15. Identifying high-risk job tasks and developing written safe operating procedures.

Tips for JOSHC to set Annual Safety Goals

1. Establish a written plan

2. Have both Short term, 1-6 months and long term, greater than 6 months goals.

3. Goals should be measurable and achievable.

4. Goals should be reviewed periodically to determine the effectiveness of the committee and to reset or restate goal targets.

5.Set a special meeting time aside to work on writing goals.


6. Brainstorm ideas a. Prioritize your problems b. Remember it’s a team effort c. Someone from outside the department can maybe put

“perspective” on the issue d. Have someone play “devil’s advocate”

•Move out items that are not attainable.

8. Narrow down choices to no more than four tangible goals, two to three works best.

9. Write them so they will have measurable results.


10. Publish list and keep it visible.

11. Break down large challenges into smaller steps.

12. Regularly review progress.

13. Get updates at meetings

14. Don’t let the one year mark sneak upa. Celebrate when goals are met!

i. Boosts morale within the group.ii. Let’s others see the benefits of having

an active safety committee.

Objectives Reviewed

1

What should be on JOHS Committee Agenda?2 JOHSC Effectiveness Checklist

345

Typical Duties of a Committee

Tips for JOSH Committee to set Annual Safety Goals

Tips to an effective JOHS Committee & Common Mistakes by Committee

Thank You!

Date post:	07-May-2015
Category:	Healthcare
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Joint Occupational Health and Safety Committee Effectiveness

Healthcare