Ontario Workplace Health and Safety Policy: A Guide to Stay Compliant
Ontario Workplace Health and Safety Policy Requirements: What You Need to Know
The Occupational Health and Safety Act (OHSA) sets out the framework for provincially regulated workplaces in Ontario. Under the Act, employers have a range of responsibilities and duties related to health and safety policies, including the development, implementation, and review of policies and procedures. Specifically, the Act requires employers to prepare and review, at least annually, a health and safety policy and develop and maintain a program to implement that policy.
Employers must post a physical or digital copy of the health and safety policy to be easily accessible for all employees. For workplaces that regularly employ six or more workers, employers are also obligated to post a physical or provide a digital copy of a harassment and violence policy. This can be combined into one policy or be two separate policies. Employers must also maintain programs for violence and harassment. By complying with these requirements, employers can help ensure a safe and healthy work environment for their employees.
Mandatory Ontario Workplace Health and Safety Policies
If you are a provincially-regulated workplace in Ontario, the OHSA compels you to have the following in your Ontario workplace health and safety policy:
Health and Safety Policy: Employers must develop and post a health and safety policy that outlines their commitment to occupational health and safety.
Violence and Harassment Policy: Employers must develop and post a policy on workplace violence and harassment, which includes procedures for reporting and investigating incidents.
While the above are mandatory for all Ontario workplaces that regularly employ six or more workers, there are other policies that workplaces should have based on their size and the hazards present. Some general policies we suggest having include:
Policy Statement: This statement should be clear and concise and outline the organization’s commitment to maintaining a safe and healthy work environment.
Roles and Responsibilities: This policy outlines specific health and safety duties and obligations for all workplace parties, including employees, supervisors, and workers.
JHSC/HSR: A policy outlining the structure, roles, and responsibilities of the Joint Health and Safety Committee or Health and Safety Representative, depending on which one your organization has.
Workplace Inspections: A regular schedule and procedure for conducting inspections to identify and address potential and actual health and safety hazards.
First Aid: A policy that outlines the location of first aid equipment, supplies, and trained personnel who are available to respond to workplace injuries and illnesses.
Reporting – WSIB and MLITSD: A policy for reporting workplace injuries, illnesses, critical injuries, and fatalities to relevant authorities.
Return to Work: A policy outlining the procedures and guidelines for facilitating the safe return to work of employees who have been injured or ill, including accommodation and modified duties.
Emergency Response: A policy for the procedures and protocols for responding to workplace emergencies.
Recommended Workplace Health and Safety Policy for Ontario Employers
We recommend setting a high standard for your workers’ health and safety. If a hazard is present in your workplace and there is no legal mandate to have a written policy, it is still important that your workplace does so for your workers. Some policies we recommend all workplaces implement include:
- Creating a Psychologically Healthy Workplace Policy
- Fit For Duty Policy
- Workplace Prevention of Musculoskeletal Disorders (ergonomics) Policy
- Goal Setting or Continual Improvement in Health and Safety
The above is a general list of policies that can apply to almost all workplaces, but when it comes to policies that organizations should have in place, the list is typically expanded. We recommend basing your policy list on the hazards in your workplace. If you are unsure about which policies your workplace needs, we recommend getting in touch with one of our experts.
Enforcing and Implementing Workplace Health and Safety Policies in Ontario
Regular monitoring and enforcement are important pieces of any health and safety policy. The number one thing you can do to ensure enforcement is to educate workers, through training, on the importance of the policies. Provide real examples of what can happen when policies are ignored.
Beyond this, supervisors and management should be prepared to monitor employee adherence to policies and procedures and be ready to answer employee questions as needed. Non-compliance often stems from a lack of understanding. Ensure policy rationale is clear and communicated to all employees.
Health and Safety policies and procedures form the basis of an effective Occupational Health and Safety Management System. With HSPI’s policy and procedure writing services in Canada, we ensure that your policies are up to date with evolving health and safety laws and meet the specific needs of your company. Reach out now to speak with a consultant at hspinc.ca.
