E1 – Safety

Originator: Associate Vice President – Facilities and Campus Services
Approver: President’s Council
Effective: March 10, 2010
Replaces: June 17, 2003

1. Preamble

In recognition of the leadership role that Red River College Polytechnic plays in the workplace and in the community, the College places a high priority on safety and health. In furtherance of that priority, the College has set out the roles and responsibilities of the various members of the College Community with respect to workplace safety and health.

2. Policy

All members of the College Community are responsible for ensuring a safe work environment for Workers, Students and visitors. It is the policy of the College to:

• take reasonable steps to protect the safety of all Workers, Students and visitors;
• comply with The Workplace Safety and Health Act C.C.S.M. c. W210;
• give priority to safe working conditions and job safety practices in planning, directing and implementing College activities;
• formulate and carry out continuing effective safety programs and procedures appropriate to College operations.

In furtherance of the foregoing policy objectives, the College will continually develop and implement and review a College Workplace Safety and Health Program, as contemplated herein.

This policy applies to all members of the College Community who carry on College business.

3. Definitions

3.1

“College Community” – includes Contractors, Owners, Students, Suppliers and Workers.

3.2

“Contractor” – means a person who, pursuant to one or more contracts, directs the activities of one or more employers or self-employed persons involved in work at a workplace that is owned or occupied by the College.

3.3

“Owner” – in relation to any land or premises used or to be used as a workplace by the College, includes:

1. a trustee, receiver, mortgagee in possession, tenant, lessee or occupier of the land or premises, and
2. a person who acts as an agent or delegate of a person mentioned in clause (a).

3.4

“Student” – means any person undergoing College sanctioned training or serving an apprenticeship at a facility that is occupied by the College.

3.5

“Supplier” – means a third party who supplies, sells, leases, installs or provides:

1. any tool, equipment, machine or device, or
2. any biological substance or chemical substance, to be used in premises occupied by the College

3.6

“the Act” – refers to The Workplace Safety and Health Act C.C.S.M. c. W210.

3.7

“Worker” includes

1. any person who is in an employment relationship with the College;
2. any person who is employed by any other employer to perform a service whether for gain or reward, or hope of gain or reward or not,
3. any person engaged by another person to perform services, whether under a contract of employment or not
   1. who performs work or services for another person on College premises for compensation or reward on such terms and conditions that he is, in relation to that person, in a position of economic dependence upon that person more closely resembling the relationship of any employee than that of an independent contractor, and
   2. who works or performs services in a Workplace,
4. a Student.

3.8

“Workplace” means any College occupied building, site, workshop, structure, mine, mobile vehicle, or any other premises or location whether indoors or outdoors in which one or more workers, or self-employed persons, are engaged in work or have worked.

4. Procedures

4.1

Based on the internal responsibility system, all members of the College Community must ensure that reasonable up-to-date safety and health best practices are used, taught and continuously improved upon within their respective departments and programs. To that end, the following procedures and requirements must be followed by the members of the College Community:

1. The Act states that supervisors, including instructional staff, are responsible and accountable for ensuring that their respective Workers have received appropriate instruction on the safe and proper use of potentially dangerous equipment, including the proper use of safety devices and protective equipment, required in their programs and/or work environment. With respect to Students, this must include a clearly identified module on safety procedures within the curriculum and a requirement for each student to demonstrate competency of the safety procedures and operation prior to operating equipment. Supervisors and instructional staff are responsible for enforcing appropriate safety protocols and the use of protective equipment. College Departments are responsible for maintaining appropriate records, to prove that the above has taken place, as an element of due diligence documentation.
2. The College’s commitment to safety and health objectives shall be included and published in the College’s Strategic Plans.
3. The development and maintenance of a documented College Workplace Safety and Health Program, under the guidance of the Environmental Health, & Safety Services (“EHSS”) department, is a prime responsibility of all levels of line management from front line supervisors and instructors to the most senior level executives.
4. All potentially dangerous equipment and/or systems must, at all times, be in good working order with all safety devices in place, as recommended by legislation, manufacturers or industry best practices. Facility-related equipment, systems and common use area hazards are to be recorded and reported to the Facilities department for assessment and correction.
5. Where any College owned or operated piece of equipment or system:
   1. does not meet appropriate standards as determined by the applicable Joint Workplace Safety and Health Committee (“JWSHC”) and or the Workplace Safety and Health division of the Department of Labour;
   2. requires maintenance or repair; or
   3. has been involved in an accident; the said equipment or system shall be locked out and/or tagged out until such time as the JWSHC has directed that the equipment or system no longer be tagged out or locked out. Each College department shall implement lock out/tag out where required in accordance with procedures that they have each developed. Departmental lock out/tag out procedures must be submitted and approved by the JWSHC prior to being used.
6. All equipment, procedures or systems having inherent hazards associated with their operation must have the appropriate safe work procedures accessible to the operator. Warning signage and critical operation instructions must be clearly posted and mounted in such a way as to be visible but not distracting to the operator.
7. Appropriate safety rules, personal protective equipment and/or clothing requirements must be clearly posted and enforced in relevant areas.
8. Students and staff who do not wear the properly prescribed safety equipment or appropriate clothing will be denied access to the area.
9. In order to ensure the ongoing safe operation of equipment, systems and protective equipment, a formal documented schedule of preventative maintenance shall be developed by the department who use same. The preventative maintenance schedule shall take into account all recommendations of the manufacturer. The JWSHC will monitor preventative maintenance schedules and documentation as part of the routine inspection process.
10. Instructional staff must take reasonable care to ensure that Students do not work alone or are not left unsupervised in an area while using potentially hazardous materials, equipment and processes.
11. Employees must not work alone or in isolation where they may be subjected to hazards or risks to their safety. Where work alone situations cannot be avoided, compliance to Policy E12 must be adhered to.

5. Responsibilities

5.01

The Act and its regulations require the College to include a statement of responsibilities for each member of the College Community as an element of its safety and health program.

Employers, Supervisors and Workers share legal responsibility and are accountable for carrying out their respective duties relative to safety and health in the workplace.

It is the responsibility of College management, from the President to the Chairs/Managers, to ensure that their staff and/or Students are trained and educated in matters relating to safety and health. In addition, College management is responsible for providing adequate resources, so far as is reasonably practicable, to comply with the College’s Workplace Safety and Health Program (the “Program”).

It is the responsibility of staff members in a supervisory position (including Instructors) to ensure that their departments and programs operate in compliance with the Program.

When accident, injuries and potentially near miss incidents do occur, it is incumbent upon all staff to ensure Students/staff/visitors receive appropriate medical attention and that prescribed reporting of the incident is carried out in accordance with College Policy E11 and applicable legislative enactments.

Monitoring overall compliance to the College’s Workplace Safety and Health Program is the responsibility of the JWSHC and EHSS.

President’s Council is the College’s authorizing body that is empowered to make policy decisions, and is therefore responsible for the review and approval of new and existing College safety and health policies. Such policies shall address the consequences for non-compliance or breach of safety and health procedures.

5.02

The following are the specific responsibilities for members of the Red River College Polytechnic community:

(a) President:

1. Support and include, as appropriate, safety and health in the College’s vision, mission and values.
2. Foster the creation and maintenance of a safety culture and program that ensures staff and/or students are trained and educated to comply with the Program.
3. Evaluate the Vice Presidents’ support and involvement in the Program.
4. Provide resources to the Vice Presidents to meet their responsibilities for safety and health.

(b) Vice President, Finance and Administration:

1. Support the College’s vision, mission and values with respect to safety and health in the workplace.
2. Ensure the development, review and maintenance of the Program which will, at minimum, comply with relevant regulatory requirements.
3. Ensure the development and review of new and existing College safety policies, procedures and best practices.
4. Evaluate the Associate Vice President, Facilities and Campus Services’ support and compliance with the Program.

(c) Associate Vice President, Facilities and Campus Services:

1. Support EHSS in the development, implementation and improvement of the Program.
2. Review and evaluate EHSS and the Program.
3. Ensure that Contractors and Suppliers are monitored for compliance with applicable health, safety and environmental laws and the Program.
4. Provide a safe and healthy physical environment in existing building systems and equipment and in the design of suitable new construction projects.

(d) Environmental Health and Safety Service (EHSS):

1. Develop, implement, monitor and maintain an appropriate Program.
2. Develop and maintain benchmarks in safety and health for College activities.
3. Ensure that accidents/incidents, investigations, training, education, and any other relevant information are appropriately documented and records maintained.
4. Develop reports on the status of the Program.
5. Assist College staff and Students with problems or concerns with the Program.
6. Provide training, advice and assistance to all College staff, Students and JWSHC members so they meet their responsibilities under the Program, including but not limited to emergency management, hazard identification and risk assessment.
7. Monitor legislative changes that impact the safety and health program and inform the College Community of the possible impact on strategic and operational changes.
8. Act as a liaison with external regulatory agencies as it pertains to environmental safety and health.

(e) Vice Presidents:

1. Support and evaluate Deans/Directors within their divisions in their efforts to implement and comply with the Program.

(f) Deans/Directors:

1. Support and evaluate Chairs/Managers and Instructors/staff within their divisions in the implementation and compliance with the Program.
2. Ensure that all accidents, incidents and injuries related to College business that occur in their divisions are reported in accordance with College policy.

(g) Chairs/Managers:

1. Support and evaluate Instructors and/or their staff in the implementation and enforcement of the Program.
2. Include questions on safety awareness and experience in the hiring process.
3. Identify budget requirements that impact environmental safety and health.
4. Resolve safety and health concerns in their areas or inform their Dean/Director of issues that are beyond their scope for resolution.
5. Ensure that all incidents, accidents, injuries and hazards are reported in accordance with College policy.
6. Determine what areas and/or tasks require Personal Protective Equipment (“PPE”) and the type of PPE that is required.
7. Ensure that College staff and Students are trained in the proper use and limitations of PPE.
8. Ensure a compliance system is in place and enforced for PPE.
9. Assess programs for hazards and develop adequate control measures.
10. Inspect areas under their control and personally conduct safety and health inspections on a periodic or as needed basis.
11. Support and assist the activities of the JWSHC.
12. Establish and maintain a departmental safety committee in departments where hazards are present or inherent to the respective activities.
13. Discipline subordinates and/or students for non-compliance and resolve safety and health situations of concern.

(h) Instructors:

1. Attend relevant safety and health training.
2. Inform their students of their rights and responsibilities under applicable safety and health laws and the Program.
3. Enforce, train and monitor students on safety and health policies and the Program.
4. Inspect their areas to identify hazards and recommend appropriate controls.
5. Report all accidents, incidents, injuries and hazards to the Chair and ensure students/visitors receive appropriate medical attention through the Health Centre.
6. Use and enforce the use of PPE and other control measures established for protection such as but not limited to guards, ventilation, lock-out/tag- out systems.
7. Cooperate with the JWHSC, EHSS department, and any other authorized person carrying out duties with respect to safety and health.

(i) Students:

1. Attend all necessary safety and health training.
2. Comply with the Program and cooperate with their supervisor or any other authorized person exercising safety and health related duties.
3. Wear required PPE and use safety devices as required and instructed.
4. Report all accidents, incidents, injuries, and hazards to Instructors.

(j) Supervisors:

1. Attend all relevant safety and health training and pass appropriate information on to Workers under their authority.
2. Inform and evaluate Workers of their responsibilities and compliance to the Program.
3. Inspect their areas for the purpose of identifying hazards and recommending appropriate controls.
4. Enforce safety and health policy, procedures, rules and best practice requirements.
5. Report all accidents, incidents, injuries and hazards to department Chair/Manager and complete required documentation.
6. Use and enforce the use of PPE and other control measures and safe work procedures such as guards, ventilation, lock-out/tag-out systems.
7. Cooperate with the JWHSC, EHSS department, and any other authorized person carrying out duties with respect to safety and health.

(k) Workers:

1. Attend all necessary safety and health training.
2. Comply with the Program and cooperate with their supervisor or any other authorized person exercising safety and health related duties.
3. Wear all required PPE and use safety devices as instructed.
4. Report all accidents, incidents, injuries, and hazards to their Supervisor.

(l) Contractors:

1. Ensure, so far as is reasonably practicable, that necessary precautions are taken to ensure that activities and hazards that are within their control do not create a safety and health risk
2. Ensure that their Workers wear all required PPE and use safety devices as instructed.
3. Cooperate with all other members of the College Community on workplace safety and health matters.

(m) Owners:

1. Ensure, so far as is reasonably practicable, that land or premises used as a workplace under their control is provided and maintained in a manner that does not create a risk to safety and health of any person.
2. Ensure that their Workers wear all required PPE and use safety devices as instructed.
3. Cooperate with all other members of the College Community on workplace safety and health matters.

(n) Suppliers:

1. Ensure, so far as is reasonably practicable, that that tools, equipment and other materials provided by the suppler for use at a Workplace are safe when used according to instructions provided by the Supplier and otherwise conforms to the requirements of the Act and its regulations.
2. Ensure that their Workers wear all required PPE and use safety devices as instructed.
3. Cooperate with all other members of the College Community on workplace safety and health matters.

(o) JWHSC:

1. Make safety and health recommendations.
2. Address safety and health concerns that have been brought to the JWHSC’s attention.
3. Develop and promote safety and health precautions, as well as safety and health education and training programs.
4. Conduct regular workplace inspections.
5. Conduct safety and health investigations as required by law.

6. Enforcement and Implementation

6.1

Recruitment, orientation, training and developmental practices and programs will ensure that employees at all levels are competent to carry out their duties and responsibilities as required. College employees are to be involved and consulted in safety program development and review with respect to their responsibility areas in order to gain commitment to maintain this policy. EHSS and the JWSHC will co-ordinate training and inspections necessary to determine and assist in the understanding, implementation and maintenance of this policy and the Program. In addition, EHSS and JWHSC shall be responsible for and shall co-ordinate monitoring for compliance with this policy. When compliance is found to be lacking, JWHSC or EHSS shall inform the responsible department(s) within the College of such non- compliance and shall recommend the corrective action to be taken.

6.2

EHSS and JWSHC will conduct periodic reviews and internal audits in order to ensure that this policy and the Program complies with, or exceeds, regulatory compliance requirements. Injury statistics and inspection results will be compiled and used to recommend continuous improvement.

6.3

The Co-chairs of the JWSHC and staff of EHSS department have been delegated the authority to order the cessation of any activity not conforming to this policy and to report it immediately to the appropriate manager.

6.4

Employees who violate this or other safety related policy may be subject to disciplinary action up to and including dismissal.

6.5

Students who violate this or other safety related policy may be subject to disciplinary action up to and including expulsion. Third parties (including but not limited to Owners, Suppliers and Contractors) who violate this policy may be subject to such contractual and legal remedies as may be available from time to time.

Related Policies and Legislation

Manitoba Workplace Safety and Health Act C.C.S.M. c. W210 and Regulations
Manitoba Labour and Immigration Workplace Safety and Health Code of Practice for Workers Working Alone or in Isolation
Manitoba Government and General Employees’ Union Collective Agreement

2.0 Global Executive Limitation – Executive Limitation Board of Governors Policy Manual
E6 – Hazardous Waste Management
E7 – Personal Protective Equipment
E8 – Hearing Conservation and Noise Control
E11 – Reporting of Accidents and Serious Incidents
U1 – Use of College Facilities

Departmental Safe Work Procedures