Summary of 5 Step Program Requirements
Validation Audit Evidence
Step 1: Written Standard for Each Element (Page 11 of SG Guidelines) / Validation Audit Evidence & Documentation■Written statements outlining expectations, policies, procedures and workplace rules for health and safety.
■Each program element must have a standard that tells everyone in the workplace what to do, how to do it and when. / ■Compare their standard against program element requirements as noted in Employer Guidelines
■Standard (and all steps) is dated, current and in writing.
■Review any specific company expectations set out in their standard;
■Firms must meet both legislated and their own company requirements
■Verify implementation of their standard
►i.e. regular workplace inspections meeting the legislative minimum requirements & their own company expectations.
Step 2: Communication for Each Element (Page 13 of Guidelines) / Validation Audit Evidence & Documentation
■Ensuring that ALL appropriate people have a clear understanding of what is expected of them as employees and what they can expect from others regarding health and safety
■ALL communication must be completed by December 31st 2016 / ■Ensure communication was conducted in 2016 either by;
►Bulletin board postings (i.e. H&S policy)
►Pay stuffers
►Newsletters
►Intranet communications
►Memos to appropriate staff
►Meeting, safety talk agenda and minutes
Step 3: Training for Each Element
(Pages 16-17 of Guidelines) / Validation Audit Evidence & Documentation
■Management, supervisors and workers ALL attain the knowledge and skills appropriate for the jobs. For each element, it must be determined who needs what skills and knowledge and how will the training be delivered.
■ALL training must be completed and/or verified by December 31st 2016 / ■Review training records including sign off sheets and/or certificates to ensure ALL appropriate staff have completed training in 2016
■Must be able to verify date of training, elements trained, who conducted the training, method of training and list of persons in attendance.
■All training records for SG elements selected must be viewed and verifiable at time of audit. Firm is responsible to ensure all training records are at worksite agreed upon to conduct audit.
■Examples of training delivery:
■Orientation training
■Classroom Training sessions
■Demonstrations by supervisors
■Observing another co-worker (mentoring or buddy system)
■Safety talks
■E-learning
Step 4: Evaluation
(Pages 16-17 of SG Guidelines) / Validation Audit Evidence & Documentation
■Evaluation makes sure the firm is carrying out the standard, the element is properly communicated and effective training has taken place.
■Checks for up-to-date standards and if it is being followed
■Evaluation must be completed by March 39, 2016. / Analysis of observations/inspections/plant or site audits
Survey of employees/supervisors – interviews or questionnaire with summarized results
Quizzes of employees/supervisors – summarized results and action planning
Statistical review and analysis (i.e. WSIB Information)
Review and analysis by JHSC (minutes)
Management review analysis
Third party assessment and analysis
■Completion of evaluation plan by March 31, 2016
Step 5: Acknowledge Success & Make Improvements
(Page 18 of SG Guidelines) / Validation Audit Evidence & Documentation
■Based on results of evaluation, firm to look for opportunities for improvement and create a documented plan or recommendations to implement changes
■Recognize everyone who contributed to successful incident prevention activities by meeting and surpassing company standards / Review action plan and/or summary of recommendations addressing the gaps identified in their evaluation
Review documentation of either:
■performance evaluations
■Letter /memo from president,
■health & safety awards,
■public recognition for JHSC and/or employees, staff meeting, newsletter article and/or bulletin board display
Maintenance of Previous Years Elements (Pages 54-55 of Guidelines) / Validation Audit Evidence & Documentation
■Firms must demonstrate their method to regularly (annually) check elements implemented in the past to determine that they are maintained in the current year (i.e., the 5-Steps of previous elements) / Firm is required to provide documentation that demonstrates that it has completed:
an annual review of previous element’s standards, and
an annual evaluation of previous elements which includes when, by whom and action taken
Ensures programs are up to date and being complied with
i.e. expired training is identified and addressed
Workplace Safety & Insurance Board’s Safety Groups Program
5 Step Program Requirements & Validation Audit EvidencePage 1