How to Develop Occupational Health and Safety Policies

What is Health and Safety Policy?

A health and safety policy is a written statement that outlines an organization’s high-level intent and commitment to maintaining a healthy and safe work environment. It sets out the safety principles and responsibilities of the employer. The most senior person in the organization states their commitment to health and safety for the company.

The purpose of a health and safety policy is to provide a clear framework for maintaining workplace safety. It aims to protect employees from incidents and injuries, ensure compliance with legal requirements, and promote a safety culture within the organization. In Ontario, any workplace with more than five employees is required to have a written health and safety policy in place.

Consider the Following as you Write/Review a Safety Policy for Your Workplace

When writing or reviewing your workplace’s health and safety policy, there is much to consider. The policy is an overarching statement to all other policies, procedures, and standards in your workplace, and it is typically one page in length. The policy should:

• Commit to preventing injuries and occupational illnesses
• Comply with legislation, as a minimum
• Include workers, supervisors, senior leadership team, and contractors
• Be reviewed as often as necessary, and at least yearly
• Be signed by the person with the highest authority in the organization
• Be posted in a conspicuous place at the workplace, or in a readily accessible electronic format

What is the Difference Between a Policy and Program

While a health and safety policy and program are connected, they are distinct components of a health and safety management system. A health and safety policy is a written statement, typically a one-page document, that outlines an organization’s commitment to protecting the health and safety of its employees, contractors, and visitors. Essentially, the policy outlines the organization’s intent and provides an overarching framework under which the health and safety program will fall.

A health and safety program outlines the operational procedures, processes, and initiatives for implementing the policy. The program provides specific actions and tools to achieve the overall occupational health and safety policy’s goals. It is essentially a detailed plan for how the organization will fulfill the commitments outlined in the policy statement.

How you Set the Safety Program

Developing a health and safety policy and program involves identifying potential hazards, setting out safety procedures, and defining responsibilities for employees at all levels. Identifying hazards can be done through consultation with workers and safety committees, or by conducting walk-throughs. Once hazards are identified, policies and procedures can be developed. During this step, be sure to review legal requirements to ensure you have policies for all applicable legislation in your workplace. Once other policies are drafted, we recommend consulting with workers and safety committees for feedback prior to implementation. Once implemented, conduct regular reviews and updates to ensure your program’s effectiveness.

Health and safety policies are vital for every workplace Occupational Health and Safety Management System (OHSMS). HSPI designs and develops policy and procedure manuals with your organization as the primary focus. Learn more about how our policy and procedure writing services can benefit your workplace.

Other Policies within your Overall Program:

While a general health and safety policy is a single written statement outlining high-level intent, companies will need to establish more specialized policies based on their unique workplace hazards. Below, we will outline examples of policies workplaces may implement:

Hazard Assessment Policy: This policy can highlight how workplaces will identify and mitigate hazards. It will also include responsibilities of the employer, supervisor, and workers in implementing hazard control measures, as well as evaluating hazard controls.

Workplace Inspections: This policy can highlight how workplaces will conduct inspections of the workplace to identify hazards, ensure compliance with policies, and implement corrective actions. Worker members of the Joint Health and Safety Committee (JHSC) and health and safety representatives are required to inspect the workplace once each month. Supervisors will also complete inspections of their areas, ranging from daily to weekly, depending on their workplace policy.

Joint Health and Safety Committee Policy: This policy is for workplaces that require a JHSC. It can outline how the committee will be established, members’ roles, and responsibilities, and how to make recommendations for management. Often, JHSC terms of reference will complement the policy.

Injury/Illness/Critical Injury/Fatality Reporting: This policy can outline procedures for reporting and documenting workplace incidents, including injuries, illnesses, and fatalities.

Psychological Health and Safety: This policy can outline how workplaces will promote a healthy work environment, preventing psychological harm, and supporting employees’ mental well-being.

Training: This policy can communicate how employees will be educated in safety policies, procedures, and best practices.

PPE (Personal Protective Equipment): This policy will outline the selection, use and maintenance of personal protective equipment to prevent injuries and illnesses in the workplace. Different parts of the organization often have specific requirements.

Why Strong Occupational Health and Safety Policies Matter

Health and safety policies form the basis of an effective OHSMS. They provide a clear direction, establish roles and responsibilities, and promote a culture of safety, ultimately reducing the risk of workplace injuries, illnesses, and fatalities. When policies are working effectively and employees are protected, the employer’s reputation remains intact, which benefits the organization’s bottom line and society as a whole.

Many organizations choose to outsource policy and procedure writing. HSPI’s policy writers have years of experience drafting policies in a wide range of areas, for companies of all sizes. If you have questions or require assistance, please contact us.