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Reporting Workplace ViolenceReporting Workplace Violence&&

Working Alone Working AloneWhat you need to knowWhat you need to know

November 2011November 2011

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Outcomes• Understand the obligation to complete the Workplace

Violence Incident Report Form (Form 733)• Understand the manner in which incidents of workplace

violence will be investigated and dealt with by the Employer

• Understand what is Working Alone and the precautions to minimize the risks associated with working alone

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Basic terms• “Worker” means all OCDSB employees

• “Supervisor” means a person who has charge of a workplace or authority over a worker. (This includes principals, vice-principals, managers, supervisors and others in positions of authority.)

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What is workplace violence?• Defined in the Occupational Health and Safety Act as:

– The exercise of physical force that causes or could cause physical injury to a worker

– The attempt to exercise physical force that could cause physical injury to a worker

– A statement or behaviour that is reasonable for the worker to interpret as a threat to use physical force that could cause physical injury to the worker

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What is workplace violence?

• Intent does not matter– The assailant does not necessarily have to intend

to cause harm to a worker.

• Consequence does not matter– The outcome of the violent act does not

necessarily have to cause harm to a worker.

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Reporting Workplace Violence

• Any worker who has experienced workplace violence is required to report it using the Workplace Violence Incident Report (Form 733)

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Reporting Workplace Violence

Worker

• Completes “Section one: Worker Information”

• Completes “Section Two: Details of Incident”

• Submits the completed form to the supervisor

Supervisor

• Ensures there is an adequate supply of the reporting forms available and that staff know where to find them

• Upon receiving a completed form from the worker, investigates without delay

• Completes “Section Three: Steps Taken to Prevent a Recurrence”. This identifies precautions taken by the supervisor (or others) to prevent a recurrence, e.g. arranged training, provided personal protective equipment, excluded the assailant from the premises

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Reporting Workplace Violence

Worker

• Worker reviews Section Three with the supervisor

• Worker completes “Section Four: Signatures and Distribution (Supervisor)” by signing in the “Signature of Worker/Other” box

Supervisor• Supervisor reviews Section Three with

the worker

• Supervisor completes “Section Four: Signatures and Distribution (Supervisor)” by signing in the “Signature of Supervisor” box

• Note: Supervisor can use page 2 “Optional: Supervisor’s Worksheet and Site Record” to assist with the investigation.

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Reporting Workplace Violence

Worker

• If the worker believes the steps taken to prevent a recurrence are satisfactory, the worker goes to the “Resolved” section in the box and checks the “Yes” box

• If the worker believes the steps taken to prevent a recurrence are NOT satisfactory, the worker goes to the “Resolved” section in the box and checks the “No” box

• Worker may send copy to union or, where union exempt staff, to worker member of JOHSC

Supervisor

• Supervisor makes copies of the completed form, page 1 and distributes within 24 hours from the time the form was first submitted by the worker, to the following:

1. Occupational Health and Safety Division (by fax)

2. Site records3. The worker

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Reporting Workplace Violence

Occupational Health & Safety Division

– Reviews the received form and where the “No” box has been checked by the worker, forwards on the form to the JOHSC

Joint Occupational Health and Safety Committee (JOHSC)

– Reviews the forwarded form and, where appropriate, makes recommendations to the employer for the protection of the worker

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Reporting Workplace Violence

Worker

• A worker may refuse to work or to do particular work where he/she has reason to believe that workplace violence is likely to endanger himself or herself;

• Limitation: The right to refuse work does not apply to a teacher where the circumstances are such that the life, health or safety of a pupil is in imminent jeopardy

Supervisor

• Where a work refusal occurs, the supervisor must follow the requirements of PR.624.HR H&S – Refusal to Work

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The Right to Information Worker• A worker has a right to

information, including personal information, where there is a risk of workplace violence from a person with a history of violent behaviour, if:

– The worker can be expected to encounter the person in the course of his/her work

– The risk of workplace violence is likely to expose the worker to physical injury.

Supervisor• The supervisor must provide

relevant information, including personal information, where there is a risk of workplace violence;

• Examples: inform staff at a meeting; incorporate into duty sash, include in teacher day book, establish a process to advise itinerant or other Board staff (e.g. trades) entering the building

• Procedures should be in place to ensure replacement workers (casuals and OT’s) are aware of risks and precautions

Working Alone

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Working Alone - defined• Refers to circumstances where

– a worker is performing a job function and – he/she is the only worker at the work location or – where assistance is not readily available to the

worker in the event injury, ill health or emergency or– a worker is required to travel alone in a vehicle or

work off-site in the community

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Working Alone• Supervisors have a general responsibility to

take all precautions reasonable for the protection of workers who are working alone

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Working Alone• Other responsibilities cont’d:

– Ensure workers have access to communication device to summon immediate assistance where workplace violence occurs or is likely to occur;

– Establish a sign in/sign out process for workers who are working outside of their normal working hours;

– Review safety procedures at least annually with workers required to work alone

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Working Alone

• Important point:

– If the supervisor in consultation with the affected workers, determines that the hazards of working alone cannot be adequately or reasonably controlled, then either the work doesn’t happen or doesn’t happen alone

Bottom line: If the hazard can’t be reasonably controlled the work doesn’t occur, no

debate

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Working Alone• Workers working alone have a general

responsibility to take all precautions reasonable in the circumstances

• Other worker responsibilities include:– Reporting significant incidents, including any

incidents of workplace violence, to their supervisor within 24 hours;

– Following established safety precautions

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Working Alone

• Supervisors must ensure all workers have access to means to summon immediate assistance by:– Use of internal phone system or PA system to call the office– Calling 9-1-1 from landline– Calling 9-1-1 from cell phone (if available)*– Where above are not available in immediate location the worker may

request a Board cell phone (with 911 capabilities only) for use while working alone

* Ensure cell phone coverage in area where the work is to be done. If no cell phone coverage available in that area, worker needs to be made aware of this and alternate emergency communications considered.

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Working Alone

• If no access to landline or cell phone, as a last resort pull the fire alarm*

• Supervisors will ensure all workers aware of the location of fire exits and fire alarm pull stations

*Fire alarm pull stations are located near fire exits in all Board buildings

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Working Alone

Specific circumstances and precautions –

– Workers with a medical condition or severe allergies that may require emergency response should advise their supervisor so a response plan can be established

– Workers who handle cash as part of their job should avoid counting money while working alone, for example, after normal working hours

– If meeting the public and not feeling safe alone, such as in a parent-teacher meeting, the worker can arrange for another staff member to be in attendance (e.g. the vice-principal or principal)

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Working Alone

Specific circumstances and precautions –

– Working in an isolated area, where not part of the job, should be avoided unless someone knows they are there and there is a way to call for immediate assistance

– Workers working alone should avoid using personal listening devices while working alone as it limits their ability to hear what is going on around them (personal safety)

– Workers working alone in a building should park as close as possible to main entrance and exercise caution when returning to their vehicle, particularly after dark

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Working Alone

Before/After Regular Hours –

– Supervisors to ensure there is a sign-in/sign-out procedure for their work location for staff working outside of their normal working hours

• To include a mechanism for tracking workers in the building outside of their normal working hours and identify the area(s) they are

– The building should be locked and secured evenings and weekends to prevent unauthorized entry. For events where the public is scheduled to use the building, the doors should be unlocked 30 minutes prior

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Working Alone

Before/After Regular Hours –

– Workers working alone in a building should park in parking spots closest to the main entrance used by the worker, and where no spots are immediately available, move the car to a closer parking spot when others have or are leaving the building

– Workers who work alone should walk around their car prior to leaving and also check the backseat before unlocking the car

– Workers finding any evidence of forced entry, suspicious activity, trespassers or the sound of intrusion alarms should not enter the building and should notify the police and/or security company

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Working Alone – Requirements, cont’

Before/After Regular Hours –

– Outside work, such as security checks, taking the garbage out, shovelling snow, should be done during the daylight or with another person

– Portables should be locked when not in use, after dark and after regular working hours. Recommend that staff move from the portable to the main building if they have to work extended hours

– For workers regularly working alone, the supervisor, in consultation with the worker should establish a safe area for the worker to go to in the event of an emergency such as an intruder or suspicious behaviour, while awaiting police

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Working Alone – Requirements, cont’

Before/After Regular Hours –

– If a conflict arises between a worker working alone and a member of the public, the worker should take reasonable steps to avoid a confrontation, leave the area immediately and contact their supervisor immediately

– Building alarms must be activated by 1:00 a.m.. If the alarm has not been activated, emergency response/security will be dispatched to that site

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Working Alone

Home Visits –

– Home visits should be limited to situations where there are no reasonable alternatives available

– Where possible, efforts should be made to arrange for a mutually acceptable public location to meet clients

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Working Alone

Home Visits: Supervisors will establish safe work procedures that include:

• A check-in process – in advance of and following the home visit

• A buddy system to accompany the worker, if necessary

• Measures to ensure workers know specific risks, and strategies to use to minimize those risks

• Strategies for ending the home visits immediately if the worker feels unsafe or threatened

• A process for reporting any incidents that may have occurred

• Measures to enable workers to summon immediate assistance– Workers not having access to a

personal cell phone may request a Board cell phone with 911 capabilities during home visits

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Working Alone

• Any work that puts a worker at high risk for injury should not be performed by a worker working alone*does not apply for workers who have received specific training from a certified trainer to operate equipment

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Prohibitions under the OH&S Act and Regulations

• Entry in a confined space• Working on electrical equipment

operating at 300 volts or greater• Working in or near trenches• Working on a portable ladder greater

than 6 m in height and not securely fastened

• Working on a ladder in high traffic area

• Operating a machine or power tools that could cause a critical injury

• Working with quick-acting acutely toxic materials

• Use of supplied air or self-contained breathing apparatus

• Working at or near water hazards where there is a risk of drowning

• Use of a vehicle, crane or similar equipment near live power line where operator does not have full view of path of travel

• Welding operations where fire watch required

• Handling animals capable of causing critical injury or paralysis and life threatening zoonotic diseases

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Working Alone

• Supervisors will at least annually review safe working procedures for working alone with workers who are required to work alone as part of their job responsibilities

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Working Alone

Questions?