Safety Group Orientation for New & Returning Members.

Safety Group Orientationfor New & Returning Members

2© Copyright 2006 Ontario Safety Association for Community & Healthcare. All rights reserved/tous droits réservés. Reproduction in whole or in part by any means without express written consent of Ontario Safety Association for Community & Healthcare is prohibited by law.

What is Safety Group?What is Safety Group?

• Initiative by WSIB

• Began in 2000

• 3 year trial

• Goal is to eliminate workplace injuries/illnesses

• Firms volunteer to work collectively

• Benefit from program rewards


Safety Groups ProgramSafety Groups Program

• Pooling of resources, mentoring and sharing of best practices

• Collective approach to health & safety

• Rewards demonstrated achievement in health & safety

• Potential rebate incentive with no surcharge


Benefits of SG ProgramBenefits of SG Program

• SG organizations had fewer LTI & severity rates

• Employers gained access to H&S resources

• Safer workplaces/enhanced safety culture

• 1 Year deferral on Workwell


Firm CommitmentFirm Commitment

To participate:

• Personal commitment of senior manager/owner

• Complete application form annually

• Schedule 1 paying premiums to WSIB

• Participate for 1 full year

• Register for 1 safety group



To participate (cont’d):• Complete all SG requirements

- attend at least 3 meetings- complete Workplace assessment- Complete Action Plan and year-end reports

- implement 5 steps for 5 elements- ask for help when needed



To participate (cont’d):• Complete all SG requirements

- if selected participate in spot check

- document activities

- implement the elements to all branches/locations- participate in sharing of group rebate

Sponsor has right to take action if firm is not meeting program commitments.


OSACH Suggestions OSACH Suggestions

• Work with JHSC or committee• Ensure the same person attends at least 3

meetings• Choose elements that can reduce workload, e.g.

Align with High risk initiative, reduction of WSIB costs, legislated H&S gaps

• Have a plan to complete all elements• Network with other member organizations• Utilize OSACH consultants and/or web site at

www.osach.on.ca• Call Hillarie or Janet for help


5 Steps to Managing Health & Safety5 Steps to Managing Health & Safety

1 Written Standard

2 Communication

3 Training4 Evaluate or Evaluation plan

5 Acknowledge Success & Make Improvements

Achieving ElementContinuous Improvement


Step 1 - Set StandardsStep 1 - Set Standards

• Written statements outlining expectations (policies, procedures/standards)

• Use minimum legal standards as a starting point• policy statements - management’s expectations

and policies about health & safety• procedures - step by step instructions for

particular tasks or processes • safe work procedures - written directions that

include health & safety in the work processes• workplace rules - when a workplace sets its own

standards i.e. daily cleanup procedures


What is a standard?What is a standard?

• A standard is a written document to guide and direct performance in relation to a specific circumstance or combination of circumstances.

• Company health and safety standards include: Policies Procedures (including SOP’s, terms of

reference, job/task, duties, specifications) Rules Responsibilities Standards are NOT: Guidelines or Options


What influences the What influences the standard?standard?

External influences: • Legal Requirements: i.e. OHSA & Regs, WSIA

Accreditation, Ministry standards

Internal Influences: • Risk present

• Resources available

• Goals, vision, leadership of the organization

• Standards needs to reflect you own organizations’ “best practice”


Why Do You Need Why Do You Need Standards?Standards?

• To ensure consistent and correct performance

• To ensure compliance to legal requirements

• To provide a process for staff to follow & be held accountable

• To protect the organization’s liability


What should a standard look What should a standard look like?like?

• Statement of goal/purpose• Why is it necessary? • What is the intent/goal/objectives?

• Statement of scope• Who does it apply to?

• Statement of responsibilities/accountabilities• Who does what by when?• Series of statements or flow chart

• Procedure for activity/task/process• Who/what initiates the activity.• What tasks need to be completed• Reporting how (documentation) and to whom.• Follow up.


What should a standard What should a standard look like?look like?

Communication• Who needs to know that standard exists?• How will it be communicated

Training• Who will be trained?• Who conducts training and how will it be completed

Evaluation• Statement that the standard will be evaluated with timeframe and by

who?


What should a standard look What should a standard look like?like?

• Forms• Lists forms, checklists, supporting documents

identified in procedure.

• References• Legislation, guides, manuals and/or addition

forms.• Training provider


Step 2 - CommunicateStep 2 - Communicate

• Ensure that appropriate know and understands what is expected of them and what to expect of others

• Can take place by different means including:• training &/or guest speakers• print or electronic notices i.e. memos, e-mails,

newsletters, communication books, telephone,pay cheques, intra net, etc.

• staff meetings • maintain copies and attendance records• keep copies in your SG binder


Step 3 - TrainStep 3 - Train

• Managers, supervisors and workers receive training appropriate to their workplace and job

• Training can take place in many different ways:• orientation training • planned training sessions for specific staff• demonstrations/observations• Team meetings, conference calls, computer

• Maintain records of all training & certificates• Keep copies in the SG binder


Step 4 - EvaluateStep 4 - Evaluate

• Compare actual h&s activities to the standards and expectations

• Is the element actually implemented and working• Keep track and document these evaluations• Different ways to evaluate:

• sample surveys• statistical reviews • review by JHSC, managers, quality

improvement• review of reports, JHSC minutes, goals,

observations


Step 5 - Acknowledge Success & Step 5 - Acknowledge Success & Make ImprovementsMake Improvements

• Recognize everyone who contributed by meeting and/or surpassing the element goals

• Make changes and improvements• Can be completed by:

• letter/memo from president, health & safety awards, public recognition i.e. coffee & donuts for JHSC and/or employees, staff meeting, newsletter article, bulletin board display


Choosing your elementsChoosing your elements

Start of Year Workplace Assessment• 4 categories

i) Leadership (must choose 1 element)ii) Organization (must choose at least 1 element from ii &/or iii)iii) Recognition & assessmentiv) Controls

• Self-assessment• Identifies strengths & weaknesses of your h&s programs• Record of the elements you work on in 5 years• Keep this record in your binder for completion and FU

each year• The entire SG membership votes on common element


Year-EndYear-End

• Complete/update workplace assessment

• Complete year-end achievement report• have documentation available

• 10% of Safety Group receive spot-checks starting March of the following year

• Year 2 – complete maintenance of previous year’s elements


PROGRAM TIMELINEPROGRAM TIMELINE

Dec /Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec

Safety Group Meetings (Min. 3)Safety Group Meetings (Min. 3)

Implement Action Plan using “5-Steps System” DocumentImplement Action Plan using “5-Steps System” Document

Year-end Reports(Achieve. & Maint.) Year-end Reports

(Achieve. & Maint.) Action

PlanAction

Plan

Workplace Re-Assessment

Workplace Re-Assessment

Progress Report1Progress Report1 Progress Report 2Progress Report 2

SGSGRe-ApplicationRe-Application

SGSGRe-ApplicationRe-Application

Workplace AssessmentWorkplace

Assessment

SGSGApplicationApplication

SGSGApplicationApplication

RebateRebateWSIB Spot-checks to verify Year-ends reports WSIB Spot-checks to verify Year-ends reports Next YearNext Year Next YearNext Year


4%4%6%6% 1%1%= +

AchievementAchievement PerformancPerformanceeGROUP GROUP

REBATEREBATE Lost Time InjuryFrequency

Lost Time InjurySeverity

+ 1%1%

Year-end Reports & Spot-

checks

*Based on Group Premiums paid


IMPROVEMENTS TOIMPROVEMENTS TOPROGRAM DESIGNPROGRAM DESIGN

• Return to Work (RTW) element requirement• Members who have not selected RTW will need to

complete it in 2007• Graduate Program under review

• Member with 5+ years may quality• During transition, firms with 5+ years may continue

in SGP• 2008 – New RTW category• 2008 – New Corporate Safety Culture elements


Committing to SG 2007Committing to SG 2007

• Difficulty meeting requirements – request extra coaching

• Withdraw from group- after the first meeting and before February 12, 2007 (full refund)- after that date & anytime up to the end of the year (no rebate & no refund of registration- by request of sponsor for not completing at least 3 elements, less than 60% on spot check score and not attending at least 3 meetings

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