Occupation Health and Safety Program (Small Dealer)

Occupational Health & Safety Program COMPANIES WITH FEWER THAN 20 EMPLOYEES

Complimentary manual courtesy of the NCDA and made possible with support from CADA

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Occupational Health and Safety Program

Contents Welcome Message from the NCDA's President & CEO............................................................................................4 1 INTRODUCTION .........................................................................................................................................5 1.1

Purpose of the Occupational Health and Safety Program ................................................................. 5

1.2

Overview of the Occupational Health and Safety Program ............................................................... 5

1.3

New Car Dealers Association Profile .................................................................................................. 6

1.4

THE DEALER Occupational Health and Safety Program Policy ........................................................... 7

2 PLANNING ………………………………………………………………………………………………………………………………………………….8 2.1

Legal Requirements ............................................................................................................................ 8

2.2

Hazard Management ........................................................................................................................ 12

2.3

Contractors and Contract Workers................................................................................................... 16

3 IMPLEMENTATION ..................................................................................................................................18 3.1

Safe Work Rules and Procedures ..................................................................................................... 18

3.2

Instruction and Training ................................................................................................................... 21

3.3

Emergency Preparedness ................................................................................................................. 24

3.4

Safety Communication ..................................................................................................................... 27

3.5

Hazardous Materials and Environmental Control ............................................................................ 28

3.6

Additional Policies ............................................................................................................................ 31

3.7

Bullying and Harassment .................................................................................................................. 35

3.8

Documentation (Records and Statistics) .......................................................................................... 38

4 EVALUATION ...........................................................................................................................................39 4.1

Workplace Inspections ..................................................................................................................... 39

4.2

Incident Investigation ....................................................................................................................... 41

4.3

Program Review ............................................................................................................................... 46

5 RESOURCES .............................................................................................................................................47

A Message from the NCDA President and CEO August 2020 - (Langley, B.C.) As another member benefit, the New Car Dealers Association of BC (NCDA), is pleased to provide to our members an updated Occupational Health and Safety Program Manual to adopt as applicable. The last major update to this was done in 2017.

This new Program is written with the intent to guide NCDA’s members to comply with the BC’s OHSR (Occupational Health and Safety Regulations) and the WCA (Workers’ Compensation Act), when the program is adopted and customized.

The Manual’s goals are to:  Help members understand and implement compliant Occupational Health and Safety Program elements and requirements;  Provide guidelines for meeting the BC Occupational Health and Safety Regulation (OHSR) and Workers Compensation Act (WCA);  Provide managers and employees of each member with information about their responsibilities in their Occupational Health and Safety Program; and  Provide a documentation system to show due diligence for everyone.

COVID-19 Response In addition to the health and safety measures required by WorkSafeBC in response to COVID-19, this Occupation Health and Safety Manual includes important resources for dealers. Make sure staff are familiarized with your Health and Safety plan. We are here to help. Throughout the pandemic, the NCDA was laser focused on providing the most up to date information in daily updates to its Dealer Members, including the latest federal and BC government information. The NCDA worked hard to make sure that BC’s dealerships could remain open and operating throughout the pandemic as an essential service, if they choose to. Our national association, CADA, was focused on working with the Federal government to make sure dealers would be eligible for the various supports available to businesses and we reached out to the provincial government on various issues including temporary layoff provisions.

We are proud of the hard work to keep staff and customers safe by our members and are inspired by efforts to stay safe, kind and calm. It’s all our responsibility to stay safe, so let’s do our part!

Sincerely,

Blair Qualey, President and CEO New car Dealers Association of BC (NCDA) P: 604.214.9964 E: bqualey@newcardealers.ca

Occupational Health and Safety Program

1 INTRODUCTION 1.1 Purpose of the Occupational Health and Safety Program The Occupational Health and Safety Program is available for the New Car Dealers Association members to adopt as applicable. The Program: 1. Helps members understand and implement compliant Occupational Health and Safety Program elements and requirements; 2. Provides guidelines for meeting the BC Occupational Health and Safety Regulation (OHSR) and Workers Compensation Act (WCA); 3. Provides managers and employees of each member with information about their responsibilities in their Occupational Health and Safety Program; and, 4. Provides a documentation system to show due diligence for everyone.

The program is written with intent to comply with the BC OHSR the WCA. Due to the prescriptive nature of BC’s regulatory requirements, this Occupational Health and Safety Program is written to ensure compliance is considered in all sections. The specific terminology and forms cited in this Occupational Health and Safety Program are taken from WorkSafeBC. *Note: A New Car Dealer Association member is referred to as “the Dealer” in the Occupational Health and Safety Program.

1.2 Overview of the Occupational Health and Safety Program The program is organized in accordance with the Canadian Standards Association (CSA) Standard Z100006: Occupational Health and Safety Management. Each section has relevant subsections (elements).

Each section is an important part of the successful implementation of the Occupational Health and Safety Program. The sections work interdependently meaning that each section relies on the implementation of the other sections.

All elements contain a purpose, definitions, specific responsibilities, and procedural information. Some elements contain specific policies to further emphasize the commitment of Senior Managers. Additionally, procedural information with applicable forms is found in the Supplementary Instructions section. Many elements have training information that employees can refer to as a resource.

Information resources used in the development of this Occupational Health and Safety Program manual were: WorkSafeBC, the CSA Standard, the Occupational Safety and Health Association and the U.S. Environmental Protection Agency. Each Dealer will need to consider their local municipal environmental requirements.

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Occupational Health and Safety Program

1.3 New Car Dealers Association Profile The New Car Dealers Association of BC (NCDA - the Association) is an association of over 390 new car and truck franchised auto retailers throughout British Columbia. The association speaks on behalf of the retail automotive industry to the public, media, and government, and deals primarily with the legal, environmental, and consumer issues relating to vehicle sales in British Columbia. Members of the Association directly employ over 30,000 British Columbians and are responsible for more than $16 Billion of retail sales in the province. To learn more about the NCDA, visit: https:// www.newcardealers.ca/

There are three factors for the Association members to consider when they implement their Occupational Health and Safety Program: 1. There are three primary subgroups: sales/administrative, service and a body shop. Each subgroup has its own unique health and safety issues along with many overlapping compliance needs. Some members may have more than one subgroup within its venue.

2. The members vary in size. They may be classified as a small employer (less than 20 employees) or a regular size employer (20 or more employees). This Occupational Health and Safety Program applies to a small employer.

3. The members work with the public who may create safety issues such as traffic hazards and potential for incidents involving violence.

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Occupational Health and Safety Program

1.4 THE DEALER Occupational Health and Safety Program Policy THE DEALER is committed to achieving a workplace where Safety, Quality, Production and the well-being of the Environment is of paramount importance in every decision made. THE DEALER is committed to promoting our employees to “do the job right� and to participate with our employees in a proactive approach to ensure their health and safety is maintained.

Roles and Responsibilities Senior Managers establish, provide and maintain systems, equipment, resources, policies and practices to ensure that all employees are aware of and accountable for THE DEALER commitment to a safe and healthy work environment.

Managers and Supervisors develop, maintain and review Safe Work Rules and Procedures, and educate and train their employees in the rules, policies and procedures. They perform regular safety inspections, investigate incidents and reported hazards, and actively participate in the Occupational Health and Safety Program by ensuring their employees remain healthy and safe while performing their work.

Employees are the primary component in developing and maintaining a healthy and safe work environment. They participate in the Occupational Health and Safety Program, recommend actions to improve its effectiveness, report incidents and hazards, and use the motto Think Safe, Be Safe, Ask Questions when performing their job tasks.

Worker Health Safety Representative acts as a facilitator to achieve THE DEALER goal of a safe and healthy work environment. The Representative promotes Safe Work practices, provides recommendations for health and safety issues, participates in site inspections and, where needed, assists in incident investigations.

Everyone is expected to ensure the health and safety of themselves and their coworkers. They are responsible for correcting and/or reporting unsafe conditions and activities, and working cooperatively towards achieving a safe and healthy work environment. Everyone has the right to know, the right to refuse and the right to participate.

Name President THE DEALER

Date

Think Safe, Be Safe, Ask Questions

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Occupational Health and Safety Program

2 PLANNING 2.1 Legal Requirements Purpose The WCA requires employers to ensure their employees remain healthy and safe during the course of their work. The WCA and the BC OHSR provide a legal framework for employers to meet this goal.

Definitions Section 217 of the Criminal Code Section 217 of the Criminal Code defines what a Crime of Negligence is - an organization or its members willfully and intentionally acted with recklessness and little to no disregard for the safety of others to the severity it deserves criminal punishment. Any person or group of people in the Dealership can be charged as it can be a combination of acts between various individuals that constitute the offence. Due Diligence would not be applicable in these situations.

Due Diligence Due diligence requires taking all reasonable steps to protect workers from harm. "All reasonable steps" is based on the level of judgment and care that a person would reasonably be expected to do under the circumstances.

Employee (Worker) A person on the payroll of the employer. It includes all levels of supervisors and line employees (workers).

Occupational Health and Safety Regulations (OHSR) The purpose of the BC OHSR is to provide a legal framework for employers to meet the goals of the WCA. It protects workers and other persons present at workplaces from work-related risks to their health, safety and well-being.

Senior Managers (The Dealer or Senior Managers) Senior Managers refer to the Senior Managers of THE DEALER and any other persons who have the power and authority to effect change in the organization.

Supervisor A person who directs, instructs and controls one or more employees in the performance of their duties.

Workers Compensation Act (WCA) Describes the Workers Compensation Board and its authority to make regulations, inspect workplaces, issue orders and impose penalties. It explains rights and responsibilities of employers, supervisors, and workers with respect to health and safety.

Responsibilities All people who supervise employees or who make policy decisions have the responsibility to ensure the Occupational Health and Safety Program goals are implemented to achieve a safe and healthy workplace. The following responsibilities are used in all sections within the Occupational Health and Safety Program. Each section may have additional section-specific responsibilities.

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Occupational Health and Safety Program Senior Managers (also referred to as THE DEALER): 1. Ensure the health and safety of all employees and others at the workplace.

2. Ensure that supervisors and workers are educated and trained to an acceptable level of competency.

3. Establish occupational health and safety polices and an Occupational Health and Safety Program.

4. Provide leadership for the Occupational Health and Safety Program by acting as role models including providing general direction to supervisors and workers about their responsibilities and roles in providing a safe and healthy workplace.

5. Provide clear direction to all employees in their safety and health responsibilities and hold them accountable for meeting these responsibilities by providing them with the information, instruction, training, and supervision necessary to protect their health and safety.

6. Provide supervisors with the support and training necessary to carry out their health and safety responsibilities.

7. Make a copy of the WCA and BC OHSR readily available for review by workers.

8. Provide financial, human and organizational resources to plan, implement, review and correct the Occupational Health and Safety Program.

9. Ensure that health and safety is an integral part of THE DEALER current and future goals; 10. Review THE DEALER Occupational Health and Safety Program at planned intervals and perform an annual review.

11. Report on the Occupational Health and Safety Program’s performance to management, supervisors and workers.

12. Cooperate with and provide information requested by WorkSafeBC Prevention Officers or others carrying out health and safety duties.

Supervisors 1. Ensure the health and safety of all workers under their direct supervision.

2. Ensure that workers under their supervision are made aware of all known or reasonably foreseeable health and safety hazards where they work.

3. Act as role models by following and enforcing all company rules and policies.

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Occupational Health and Safety Program 4. Know and understand how to use the Occupational Health and Safety Program and relevant Occupational Health and Safety legislation and ensure that these are followed.

5. Assist in identifying and eliminating/controlling work-related hazards through hazard management, inspections and incident investigations.

6. Provide information, instruction, and assistance to employees so that they can remain healthy and safe.

7. Provide staff with tools and equipment relevant to their employees’ work tasks and applicable controls.

8. Participate in the evaluation of the Occupational Health and Safety Program.

9. Cooperate with and provide information requested by WorkSafeBC Prevention Officers or others carrying out health and safety duties.

Employees (or Workers): 1. Play an active role in the development, implementation and review of their Occupational Health and Safety Program.

2. Act as a role model for co-workers and new workers by following all company rules and policies.

3. Demonstrate due diligence by taking all reasonable care to protect themselves and their co-workers.

4. Know and comply with Safe Work Rules and Procedures.

5. Participate in training sessions for safety.

6. Perform work in a safe manner. Do not engage in horseplay, or work while impaired by drugs, alcohol or other causes.

7. Correct or immediately report any unsafe act or condition to your supervisor.

8. Inform a supervisor of any physical or mental impairment that may affect his ability to work safely.

9. Maintain ‘good housekeeping’ in the work area.

10. Report incidents and injuries to their first aid attendant and supervisor.

Worker Health and Safety Representative 1. Act as a facilitator in promoting safe work practices by following all company rules and policies.

2. Consider and expeditiously deal with complaints relating to the health and safety of workers.

3. Assist in developing and applying Safe Work Rules and Procedures.

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Occupational Health and Safety Program 4. Make recommendations to the employer and the workers for the improvement of the occupational health and safety and occupational environment of workers.

5. Make recommendations to the employer on educational programs promoting the health and safety of workers and compliance with the OHS provisions and the regulations and to monitor their effectiveness.

6. Advise the employer on programs and policies required under the regulations for the workplace and to monitor their effectiveness.

7. Advise the employer on proposed changes to the workplace, including significant proposed changes to equipment and machinery, or the work processes that may affect the health or safety of workers.

8. Ensure that accident investigations and regular inspections are carried out as required by the OHS provisions and the regulations.

9. Participate in identifying situations that may be unhealthy or unsafe for workers and advise on effective systems for responding to those situations 10. Communicate health and safety information to employees and management by consulting with workers and the employer on issues related to occupational health and safety and occupational environment.

Procedural Information Safe Work Policy The Safe Work Policy is posted on the Safe Work bulletin board located in the staff lunchroom, near the first aid room or in another place which is easily accessible to the employees.

Training Legal requirements for training includes the following courses: Understanding the Safety Management System for Senior Managers 1. Review of the WCAt and the BC OHSR. 2. Roles and responsibilities for all levels of employees with a focus on supervisors.

3. Due diligence and Section 217.

4. Elements of the Occupational Health and Safety Program .

5. Three rights of workers.

6. Other legislative bodies.

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Occupational Health and Safety Program Supervisor Safety Management 1. Understanding the WCA and BC OHSR. 2. Due diligence.

3. Roles and responsibilities of WorkSafeBC Officers.

4. Risk management.

5. Crew talks.

6. Inspections.

7. Incident investigations.

Employee Awareness of Health and Safety 1. Understanding the WCA and BC OHSR. 2. Roles and responsibilities for all levels of employees, with a focus on employees.

3. Due diligence.

4. Three rights of workers.

5. Overview of the Occupational Health and Safety Program.

Forms There are no forms for this section.

2.2 Hazard Management Purpose THE DEALER’s primary objective is to provide a safe and healthy workplace for its employees. One method of meeting this goal is by hazard management.

Hazard identification, risk assessment and control is a process where real or potential hazards are identified in the work environment, work processes or workers’ actions are then assessed for their severity (impact) on the worker, equipment, process and/or building structure. Recommendations are developed to eliminate, reduce or control the hazard.

Definitions Administrative Controls The use and scheduling of work activities and providing resources in the workplace including planning, signs, organizing, staffing and coordinating for the purpose of controlling a hazard.

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Occupational Health and Safety Program Engineering Controls The physical arrangement, design or alteration of workstations, equipment, material or other aspects of the physical work environment for the purpose of controlling a hazard.

Hazard A hazard is the action or inaction of people and their interaction with their environment. It is any activity, situation or substance that has the potential to cause immediate or long-term harm.

Job Hazard Assessment (JHA) A breakdown of a task into sequential steps (elements) and the identification of hazards associated with these steps and their respected control measures.

Personal Protective Equipment (PPE) Personal protective equipment is used as the last resort if engineering and/or administrative controls are not feasible, or is used temporally until other controls are put in place. There is a PPE policy at the end of this section.

Risk A risk measures the probability of a hazard occurring and the severity of harm or damage that could result.

Substitution Substitution is the elimination of the hazard by replacing it with something less hazardous. It is the first choice of hazard control.

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Occupational Health and Safety Program 2.2.3 Responsibilities Refer to Section 2.1 Supervisors: 1. Provide information and training when a new process, equipment or tool is introduced into the work site.

2. Know how to identify real or potential hazards, and near misses.

3. Train employees on how to identify real or potential hazards, and near misses.

4. Perform hazard assessments and implement the recommendations (controls).

5. Follow-up on the recommendations to ensure that the real or potential hazard is eliminated or controlled.

6. Report back to the employee who initially identified the hazard within three working days regarding the results of the hazard assessment and controls.

7. Ensure all employees who may perform the work task are knowledgeable about hazard controls.

8. Provide the required PPE and ensure that the workers are trained to use and care for it.

Employees: 1. Know how to identify real or potential hazards.

2. Report to their supervisor so that a hazard assessment is performed.

3. Ensure that they do not place themselves (or a co-worker) at personal risk of injury when performing a job task.

4. Participate in the hazard assessment process with the supervisor.

5. Understand and properly use and care for the required PPE.

Procedural Information Hazard Management Hazard Management is a three-step process that requires the completion of each step to ensure the risk of the hazard is as low as possible.

1. Hazard Identification.

2. Hazard Assessment.

3. Hazard Control.

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Occupational Health and Safety Program These three steps are done in two main stages: 1. Site Hazard Assessment (SHA) • A detailed tour of the dealership and surrounding lot that notes actual or reasonably foreseeable hazards, followed by the assessment of the risk posed by these hazards, and the development of controls to reduce the risk.

2. Job Hazard Assessment (JHA) • A detailed examination of the jobs in the company, their associated duties and tasks, and the hazards at each step.

The Hazard Assessment process, the Site Hazard Assessment variation & Job Hazard Assessment process, as well as the required forms, are found in section 6.1.

Training Hazard management training includes the following course: 1.

2.

3.

4.

5.

6.

7.

Overview of legislative requirements.

Identification of hazard and risk factors.

Types of hazards.

Job hazard/risk analysis.

Analyzing the hazard by identifying present and potential causes and outcomes.

Developing solutions with engineering, administrative and PPE controls.

Implementing the controls and evaluating their results.

Forms The supplementary instruction associated to this section contains the required forms.

1. Job Hazard Assessment Form 1 2. Job Hazard Assessment Form 2 3. Office Hazard Assessment PPE Policy Personal Protective Equipment (PPE) is important for dealers to outline. Employers, supervisors, and workers all have responsibilities relating to PPE on the job. If you are an employer, you are responsible for providing and enforcing the use of personal protective equipment in your workplace, as required by the Occupational Health and Safety Regulation.

A policy should include what is required to be worn and when, who is responsible for providing it as well as training on use of specialized PPE and care and cleaning (including replacement of faulty or damaged PPE). In general, most service shops require CSA Standard safety footwear, hearing protection in environments over 85 dBA, safety eyewear where there is dust, filings, splash risks (oil), gloves when using cutting or grinding tools, face shields, gloves and fire resistant clothing when welding, N95 respirators when sanding vehicles (body shop), full breathing apparatus, helmet for painters, to name a few.

For information on responsibilities for personal protective equipment, see the following resources provided by WorkSafeBC – visit: https://www.worksafebc.com/en/health-safety/tools-machinery-equipment/personalprotective-equipment-ppe/responsibilities Updated: July 2020

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Occupational Health and Safety Program

2.3 Contractors and Contract Workers Purpose THE DEALER expects all contractors and their workers to perform their work tasks in accordance with their company’s health and safety program, THE DEALER Occupational Health and Safety Program, the WCA and the BC OHSR.

Definitions Notice of Project (NOP) Where applicable, a Notice of Project (NOP) is submitted to WorkSafeBC. It is posted on site and lists areas of responsibility for THE DEALER and all the contractors.

Safe Work Procedure (SWP) A documented procedure required for the safe performance of a work task.

Short term Workers Short term visitors, such as couriers, inspectors, and suppliers, etc., are not regarded as workers at the workplace; however, if these people are, or have the potential to be, exposed to a hazard, they must follow the Safe Work Rules and Procedures.

Responsibilities Contractors have a key role to play in the safety of workers and clients. Contractors are expected to adhere to their legal responsibilities and those required under the OHSR. Contractors may be required to: • • • • • • • • • •

Attend and participate in safety meetings; Prepare safe work procedures for contracted scope of work; Provide trained, knowledgeable and competent workers and Supervisors for assigned activities; Designate an OHS representative; Regularly inspect activities and tasks of employees; Report incidents to assigned representative and participate in investigations when required; Set a good example for other workers; Complete regular and documented safety meetings; Abide by all regulatory OHSR requirements applicable to their scope of work; and, Implement and enforce their own OHS program.

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Occupational Health and Safety Program

Procedural Information Expectations THE DEALER: ▪ Expects safe behaviour from all contractors, employees and visitors, and requires all policies and rules relating to occupational health and safety to be followed.

▪ Holds all contractors responsible for unsafe acts committed by contract employees; and, ▪ Believes that all of its employees and contractors must have knowledge and skills to perform their work in a safe and healthy manner.

Contract Specific Requirements There is only one prime contractor in a contract. If THE DEALER is not the designated prime contractor, it must give the prime contractor all the information necessary to identify and eliminate or control hazards at the workplace. Without a written agreement, THE DEALER is the prime contractor.

Training Refer to Section 2.1.

Forms The supplementary instruction associated to this section contains the required forms. Refer to Supplementary Instruction 6.2.

1. Contract Risk Assessment Checklist.

2. Review of Tender’s Program.

3. Contractor Performance Report.

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Occupational Health and Safety Program

3 IMPLEMENTATION 3.1 Safe Work Rules and Procedures Purpose THE DEALER requires that rules are established and followed to ensure a safe and healthy workplace.

Employees are required to know and comply with all Safe Work rules and procedures. Failure to do so will result in corrective action.

Definitions Corrective Action A supervisor provides guidance to an employee who demonstrates incorrect or unsafe behaviour. A disciplinary process may be used.

Procedure A procedure is ‘a series of steps followed in a regular definite order’. At THE DEALER, most procedures describe how to safely perform a work task.

Rule A rule is a ‘prescribed guide for conduct or action’. THE DEALER rules are legally binding; therefore, all employees must abide to them, even if the rules go beyond minimum compliance standards as stipulated in the WCA and BC OHSR.

Responsibilities Refer to Section 2.1.

Supervisors: 1. Provide supervisory guidance to employees and where needed, instigate the disciplinary process.

2. Review Safe Work Procedures when: ▪ A task changes.

▪ New or different material is used.

▪ It is the outcome of an incident investigation.

▪ At least annually.

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Occupational Health and Safety Program

Procedural Information Rules Written rules ensure employees are provided with consistent information. Written rules are developed where the BC OHSR does not specifically apply but THE DEALER feels it is necessary. Refer to Supplementary Instruction 6.3.

Types of Safe Work Procedures There are two types of Safe Work Procedures: ▪

General Safe Work Procedures General procedures are topic-based.

▪

Specific Safe Work Procedures Work tasks need written procedures to ensure employees understand how to work safely. A hazard assessment is performed for most work tasks to identify the risks in each step of the task (Refer to Section 2.2). Once an assessment is completed, a specific Safe Work Procedure is written.

Corrective Action – Enforcement of THE DEALER Occupational Health and Safety Program Safety infractions are considered a serious matter and non-compliance with THE DEALER Occupational Health and Safety Program will have serious results. THE DEALER has a disciplinary process that is fair and consistent with the ultimate goal that employees choose to work safely. All employees have a responsibility to report unsafe acts to their supervisor. Noncompliance results in corrective action.

Corrective Action – Responsibilities THE DEALER’s Senior Managers are responsible for issuing a suspension or termination. They review the written warnings to validate their decision.

Supervisors have the responsibility and duty to investigate all allegations of breach of THE DEALER’s rules, policies and procedures with respect to safety. Supervisors direct employees and give verbal and written warnings to employees who are noncompliant.

Corrective Action – Instruction and Coaching It is the supervisor’s responsibility to monitor his or her employees, to provide positive reinforcement when employees work safely and, to provide instruction and coaching to employees who are new, need further instructions, or need a reminder on how to work safely.

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Occupational Health and Safety Program

Training Refer to training programs in Section 2.1.

Forms The supplementary instruction associated to this section contains the required forms.

1. General Safe Work Procedure.

2. Specific Safe Work Procedure.

3. Infraction Notice.

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Occupational Health and Safety Program

3.2 Instruction and Training Purpose The goal is to ensure all employees know how to ‘do the job right’. By doing the job right, the highest level of safety, quality and production are achieved.

Definitions General Safe Work Orientation The General Safe Work Orientation is part of the new employee orientation. The supervisor provides the training session prior to the commencement of work.

New Employee A new employee is a person who is newly hired by THE DEALER, is assigned to a new work area where the hazards are different from his or her original work area, or faces hazards that have changed or developed while he or she is at work. A new worker is any age and may hold the position of a supervisor or worker.

Returning Employee This is any employee who has been absent from work for a prolonged period of time. The length of time is determined by the type and complexity of work which the person will do upon returning to work, and any procedural changes that have occurred during his or her absence.

Training Hands-on instruction done to explain a procedure or a process to trainee.

Young Employee This is any person who is under 25 years of age.

Responsibilities Refer to 2.1 Supervisors: 1. Receive training and instruction to supervise workers and carry out work safely.

2. Ensure employees receive a general orientation and complete the test found in the Employee Orientation & Safety Handbook.

3. Assess an employee’s skills and knowledge through the orientation process and through continuous observation of the employee’s work.

4. Document all types of training.

5. Ensure employees understand their rights under the WCA. 6. Ensure employees are aware of all health and safety hazards in their work area.

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Occupational Health and Safety Program Employees: 1. Read and understand THE DEALER Employee Orientation & Safety Handbook.

2. Participate in safety talks and training sessions.

3. Notify the supervisor if there are questions about workplace hazards, or if safe work procedures are not clear.

Procedural Information Employees are aware of health and safety hazards in their job tasks and have the job skills to carry out their work safely. Initial and continuous instruction is provided to employees through orientations, onthe-job training and formal safety training.

New (Young and Returning) Employee Orientation Every new, young and returning employee (now referred to as new employee) receives training in THE DEALER’s safety rules, policies and procedures. The Employee Orientation and Safety Handbook is the guide to provide this information. The employee signs the training form when he or she has completed the orientation with his or her supervisor. General orientation occurs within one working day after starting with THE DEALER. On-the-Job Training Supervisors continuously assess the skills and knowledge of their workers. New employees, or employees lacking the experience or knowledge to work safely on their own, are supervised by a supervisor or another experienced worker until they are proven competent.

Instruction for Supervisors A person who supervises another person needs training to understand his functions and roles. Training ensures that the supervisor maintains due diligence always.

Supervisors are vital links in the development and implementation of a successful health and safety program. They need to know how to supervise their workers. The New Employee’s Checklist form also includes criteria with which new supervisors must be familiar.

Training Refer to training programs in Sections 2.1, 3.1, 4.1 and 4.2.

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Forms The supplementary instruction associated to this section contains the required forms.

1. Employee Orientation and Safety Handbook.

2. New Employee Orientation Checklist.

3. New Employee Orientation Quiz.

4. Employee Training Record.

5. Crew Talk Minutes.

6. Training Session Attendance List.

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Occupational Health and Safety Program

3.3 Emergency Preparedness Purpose THE DEALER is committed to providing a quick response in an emergency situation. An emergency situation is any situation where an employee or a customer is at risk for injury or illness. Situations include evacuation of the building and first aid situations.

Definitions Fire Safety/Evacuation Plan Such a plan provides information for controlling fire hazards, maintaining fire protection systems, and evacuation procedures for the building.

First Aid When a person needs medical treatment, treatment is given to minimize the injury until medical treatment is obtained, or treatment of minor injuries that do not need medical treatment is given.

First Aid Attendant A person who holds a valid first aid certificate issued by WorkSafeBC or by a person recognized by WorkSafeBC, and who is designated as a first aid attendant by the employer.

Injury This refers to an occupational disease or illness.

Muster Station The muster station or emergency meeting place is where employees meet during an evacuation. The muster station is located away from the building, and traffic and fire lanes.

Responsibilities Supervisors: 1. Ensure employees are familiar with the emergency procedures.

2. Train employees to report all injuries.

3. Know who is working each day and have a current employee list.

4. Complete evacuation report with recommendations.

5. Ensure first aid coverage.

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Occupational Health and Safety Program Employees: 1. Know what to do in an emergency situation.

2. Know how to summon a first aid attendant.

3. Ensure their supervisor knows that they are in the work area.

4. Report all work-related injuries and illnesses to the first aid attendant.

5. Report the injury or illness to the supervisor after first aid treatment.

First Aid Attendants: 1. Provide first aid treatment according to their level of training.

2. Maintain first aid records in a confidential manner.

3. Document first aid treatment.

4. Inspect the first aid equipment on a regular basis and report any deficiencies to supervisor.

Procedural Information

THE DEALER has specific emergency procedures. It is the supervisor’s responsibility to ensure that the employees are familiar with these procedures. The following information is in THE DEALER’s emergency preparedness plan.

Site Map A site map is posted by THE DEALER at key exit locations such as in or near the first aid room, and at any other location that workers and customers meet.

Evacuation Procedure THE DEALER has an evacuation procedure. The supervisor orients workers to the procedure. The evacuation plan shows the routes to the muster station.

Location of Emergency Equipment and Exits Employees know where to find the closest fire alarm pull station and fire extinguisher in their work area.

Workers Compensation Board (WCB) The WCB forms are required when there is a workplace injury or occupational disease.

First Aid Attendants First Aid Attendants may not provide any medication. The only medicated treatment they provide is to use saline solution, alcohol wipes and BZK (antiseptic) wipes or solution.

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Occupational Health and Safety Program

Training Emergency preparedness training consists of: 1. Orient all employees to the emergency protocols.

2. Drills.

3. Occupational First Aid training for assigned employees.

Forms The supplementary instruction associated to this section contains the required forms.

1. Evacuation Summary Report.

2. First Aid Risk Assessment.

3. Emergency Site Information.

4. Employee First Aid Report.

5. Customer First Aid Report.

6. First Aid Attendant Requirement.

7. First Aid Attendants contact information.

8. Employer’s Report of Injury or Occupational Disease.

9. Occupational First Aid Patient Assessment.

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3.4 Safety Communication Purpose THE DEALER is committed to ensuring employees work in an environment where safety is a primary consideration. Two ways of achieving this goal is to have a designated Worker Health and Safety Representative and by holding safety meetings.

Definitions None for this section.

Responsibilities Refer to Section 2.2.

Procedural Information Worker Health and Safety Representative A Worker Health and Safety Representative is appointed by his or her coworkers. He or she acts as a facilitator to ensure THE DEALER workplace remains safe and healthy for its employees.

Safety Meetings Safety meetings are an opportunity for management to communicate to employees how they can do their jobs safer and better. Safety meetings also allow employees an opportunity to relay safety and health concerns or workplace improvement ideas to their supervisors.

Training Worker Health and Safety Representative training consists of: 1. Regulation requirements for Worker Health and Safety Representative.

2. Roles and responsibilities of Worker Health and Safety Representative.

3. Incident investigation (Refer to Section 4.2).

4. Inspection (Refer to Section 4.1).

5. Hazard management (Refer to Section 2.2).

Forms The following form is used to meet the requirements of this section.

1. Formal Recommendation Form.

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3.5 Hazardous Materials and Environmental Control Purpose There are several federal legislations for hazardous materials in the workplace: Workplace Hazardous Materials Information System (WHMIS), Transportation of Dangerous Goods (TDG) and Environment Canada (waste management and pollution prevention) THE DEALER uses hazardous products. A WHMIS Program is implemented to ensure all workers and supervisors know how to safely work with and around the hazardous products.

A Transportation of Dangerous Goods (TDG) Program is required if THE DEALER employees transport hazardous materials in the amounts specified under the Transportation of Dangerous Goods Act and Regulations. The program may also be required if THE DEALER ships hazardous materials from the worksite.

If THE DEALER uses hazardous products, a waste management and pollution prevention program is developed to ensure it remains in compliance.

Definitions Hazardous Products Any hazardous product covered by WHMIS, TDG Legislation (TDG Act or Regulations) or Hazardous Products Act. The hazardous product is purchased from a supplier.

Consumer Product Any hazardous product purchased from a retail store. It does not require an SDS or a supplier label; however, the store may provide a SDS on request.

Hazardous Materials Any controlled products under the Hazardous Products Act. SDS A Safety Data Sheet (SDS) contains important safety information about the hazardous product.

Information includes what is in the product, first aid measures, PPE, and what to do in an emergency.

Pollution Prevention Resources for Automotive Industry Pollution Prevention for the Automotive Maintenance and Repair Industry https://www.canada.ca/en/environment-climatechange/services/pollution-prevention/resources/user-guide/guidancespecific-audiences.html http://www.sbeap.org

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Occupational Health and Safety Program Supplier Label A label provided by the supplier for all hazardous products.

It must have three distinctive things to identify that the product is a controlled product: hatch mark border, bilingual (English and French) and needs to include: a reference to the SDS. • Product identifier – the brand name, chemical name, common name, generic name or trade name of the hazardous product.

• Initial supplier identifier – the name, address and telephone number of either the Canadian manufacturer or the Canadian importer.

• Pictogram(s) – hazard symbol within a red "square set on one of its points".

• Signal word – a word used to alert the reader to a potential hazard and to indicate the severity of the hazard.

• Hazard statement(s) – standardized phrases which describe the nature of the hazard posed by a hazardous product.

• Precautionary statement(s) – standardized phrases that describe measures to be taken to minimize or prevent adverse effects resulting from exposure to a hazardous product or resulting from improper handling or storage of a hazardous product.

• Supplemental label information – some supplemental label information is required based on the classification of the product. Labels may also include supplementary information about precautionary actions, hazards not yet included, physical state, or route of exposure.

Transportation of Dangerous Goods (TDG) - General Prohibition in the Act 1992 No person shall import, handle, offer for transport, or transport any dangerous goods unless it follows the guidelines in the TDG legislation.

Workplace Hazardous Materials Information System (WHMIS) WHMIS is a program that deals with hazardous products in the workplace. Its goal is to protect workers who use, handle, transport and/or store hazardous products.

Workplace Label A workplace label is used when a hazardous product is placed into a smaller workplace container or when the supplier label is unreadable.

Responsibilities Supervisors: • Instruct employees in Safe Work procedures for working with hazardous products.

• Ensure WHMIS information is available to employees.

• Ensure all hazardous products entering the worksite have proper labels and up to date SDS. • Ensure effective control measures are in place to protect the health and safety of workers.

• Provide THE DEALER with a copy of all SDS. • If required, ensure employees are TDG Certified when transporting controlled products.

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Occupational Health and Safety Program Employees: • Use and store the hazardous products according to the manufacturer’s and supplier’s instructions and THE DEALER Safe Work Procedures.

• Participate in WHMIS and chemical safety training programs.

• Take necessary steps to protect themselves and others.

• Participate in identifying and controlling hazards.

Procedural Information Exposure Control Hazard Assessments and Safe Work Procedures Before a hazardous product is used or is produced due to a work process, the supervisor ensures that the manufacturer’s instructions are understood by the workers and Safe Work procedures are established.

Exposure Monitoring When a risk assessment determines that employees may be exposed to a concentration of a hazarodus product that exceeds WorkSafeBC occupational exposure limits, exposure monitoring is done to ensure that control measures are adequate.

Workplace Hazardous Material Information System (WHMIS) WHMIS is a program that deals with hazardous products in the workplace. There are three parts in the program: Safety Data Sheets, labels and worker education and training. Refer to Supplementary Instruction 6.8 for additional information.

Spill Procedures THE DEALER follows the Environment Canada legislation if spill procedures are required when THE DEALER has hazardous materials that may spill. The service areas and body shops contain hazardous materials such as paints, epoxies, solvents and lubricants. THE DEALER has written spill procedures and spill cabinets in strategic locations throughout the service area or body shop.

Hazardous Waste If THE DEALER has a body shop and service area, an underground hazardous waste holding tank is placed below the work areas with strategically placed drains throughout. THE DEALER has an external waste disposal company dispose of the contaminants. The procedures follow the legislative requirements found in the Provincial Waste legislation.

Training WHMIS Education and Training consists of: 1. WHMIS education consisting of: • elements of the WHMIS program, • major hazards of the hazardous products in use in the workplace, • rights and responsibilities of employers and workers; and, • content required on labels and SDSs, and the significance of this information.

2. All hazard information received from the supplier concerning that hazardous product as well as any further hazard information of which the employer is aware or reasonably ought to be aware concerning the use, storage and handling of that hazardous product.

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Occupational Health and Safety Program 3. When a hazardous product is produced in the workplace, workers who work with or in proximity to the hazardous product or may be exposed to the hazardous product will be educated in the hazard information concerning the use, storage and handling of that hazardous product.

4. WHMIS Training consisting of: • • • •

the content required on a supplier label and workplace label, and the purpose and significance of the information contained on those labels. the content required on an SDS and the purpose and significance of the information contained on the SDS. procedures for the safe use, storage, handling and disposal of the hazardous product. procedures to be followed in case of an emergency involving the hazardous product.

Forms The supplementary instruction associated to this section contains the required forms.

1. Spill Procedure.

2. Hazardous Product Inventory.

3. Workplace Label Sample.

3.6 Additional Policies Purpose THE DEALER recognizes that other polices such as Violence in the Workplace, Working Alone and Ergonomics are an integral part of the Occupational Health and Safety Program. These polices and their supplementary information are found in this section.

Definitions Ergonomics Ergonomics reduces the incidence of musculoskeletal injuries (MSI) by minimizing or eliminating MSI risk factors. Ergonomics fits products, tasks, and environments to people.

Musculoskeletal Injuries (MSI) MSI are injuries of the soft tissues (muscles, joints, tendons, ligaments, and cartilage) and nervous system.

The most common examples are repetitive strain injuries such as tendonitis and carpal tunnel syndrome, and back injuries.

Repetitive Strain Injuries (RSI) When there are many repetitions of the same movement, there is a greater degree of risk to soft tissues such as muscles, ligaments and tendons around the joint. Other risk factors such as force, posture, duration, and recovery time also contribute to RSI.

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Occupational Health and Safety Program Violence This is the attempted or actual exercise by a person, other than a worker, of any physical force so as to cause injury to a worker, and includes any threatening statement or behaviour which gives a worker reasonable cause to believe that he or she is at risk of injury.

Working Alone Working in circumstances where assistance would not be readily available to the worker.

Responsibilities Refer to Section 2.1 and 3.1.

Procedural Information Violence in the Workplace and Working Alone THE DEALER does not tolerate any form of threat, whether verbal or physical, towards any DEALER employee.

Ergonomics An MSI Risk Assessment is similar to a risk assessment performed for other forms of hazards.

Supervisors continuously monitor the effectiveness of the control measures in place to minimize MSI.

Training Preventing Workplace Violence training contains: 1. Legislative requirements.

2. Informing workers who may be exposed to the risk of violence of the nature and extent of the risk and risk assessment process.

3. Instruction in: a. the means for recognition of the potential for violence, b. the procedures, policies and work environment arrangements which have been developed to minimize or effectively control the risk to workers from violence, c. the appropriate response to incidents of violence, including how to obtain assistance, and d. procedures for reporting, investigating and documenting incidents of violence Ergonomic training contains: 1. Legislative requirements.

2. Education in risk identification related to the work, including the recognition of early signs and symptoms of MSIs and their potential health effects.

Training in the specific measures to control the risk of MSI, including training in the use of those measures, including, where applicable, work procedures, mechanical aids and personal protective equipment.

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Working Alone Hazard Assessment and procedures: Visit the BC’s Government’s resource page on how to conduct a risk assessment for working alone – click here.

For dealerships that require assistance with the working alone process, DealerPILOT HR provides guidance on this, and other compliance issues to their subscribers.

Contact DealerPILOT HR

Sandra Conrad, CPHR,SHRM-SCP, BA, ABCP HR Lead and CSR DealerPILOT C: (204) 291 9945 Toll Free: (866) 806-7315 www.dealerpilothr.com Learn more about the CADA Programs here.

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Forms The following forms are used to meet the requirements of this section.

1. Risk Assessment – Violence in the Workplace and Working Alone.

2. General Ergonomic Assessment Form.

3. Ergonomic Assessment – Office.

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3.7 Bullying and Harassment Purpose DEALER recognizes the potential for violent acts, threats, bullying and/or harassment directed against employees by coworkers and customers. DEALER does not tolerate any form of threat, whether verbal or physical, towards any DEALER employee.

DEALER is committed to building and preserving a safe and healthy work environment for its workers, management team and customers. In pursuit of this goal, DEALER strictly prohibits any act or behaviour that is discriminatory, harassing or violent. DEALER will take every reasonable precaution and implement measures to protect all workers from potentially violent and/or harassing situations that are at THE DEALER’s workplace.

This policy is not intended to restrict the duties and responsibilities of management and/or supervisory staff that fulfill their duties using counselling, performance appraisals, assignment of duties and work, or the implementation of appropriate disciplinary actions. These processes are not defined as forms of harassment, bullying or violence and are necessary functions of the organization.

Definitions For the purposes of clarity, some prohibited behaviours are defined below. However, other Canadian legal definitions of prohibited behaviour (such as those in the BC Human Rights Legislation) are also recognized in this policy. Any behaviour suspected to meet any of these definitions will be investigated and dealt with accordingly.

Prohibited behaviours include, but are not limited to: A. Discrimination is defined as the unjust or prejudicial treatment of different categories of people. The British Columbia Human Rights Code details the following categories as unjust grounds for differential treatment: i. Race ii. Colour iii. Ancestry iv. Place of Origin v. Political Belief vi. Religion vii. Marital Status; viii. Family Status ix. Physical or Mental Disability x. Sex xi. Sexual Orientation xii. Age xiii. Conviction of a criminal or summary conviction offence that is unrelated to the employment or to the intended employment of that person (Queen's Printer, Victoria, BC, Canada, 2011).

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Occupational Health and Safety Program B. Personal Harassment or Bullying is conduct that is reasonably known to be unjust or unwelcome. It can be in the form of behaviours, words, or actions and can consist of a single incident or several incidents over a period of time. WorkSafeBC considers bullying or harassment significant when it exceeds the intensity and/or duration expected from the normal pressures or tensions of the worker's workplace.

C. Workplace Violence is defined by the WCA as the attempted or actual exercise of any physical force intended to cause injury by a person other than a worker towards a worker.

This includes any statement or behaviour that gives the worker reason to believe he or she is at a risk of injury. Specific examples of violence include: i. Sexual, emotional, financial or psychological threats, ii. Destruction of property, iii. Shoving or aggressive confrontation, etc.

D. Discriminatory Action is any act or omission by an employer or union, or a person acting on behalf of an employer or union, that adversely affects a worker with respect to any term or condition of employment, or of a membership in a union. Discriminatory action includes: E. i. Suspension, lay-off or dismissal, ii. demotion or loss of opportunity for promotion, iii. transfer of duties, change of location of workplace, reduction in wages or change in working hours, iv. coercion or intimidation, v. imposition of any discipline, reprimand or other penalty, and vi. the discontinuation or elimination of the job of the worker.

• Complainant: Any employee that reports an incident of prohibited behaviour in the workplace.

• Respondent: The person(s) identified by the complainant as being the instigator, or accomplice to the instigation, of prohibited behaviour.

• Investigator: The person(s) designated by DEALER to conduct an investigation into the complainant’s report.

Responsibilities Worker Every DEALER worker is responsible for: • Not engaging in, or escalating moments of, prohibited behaviour.

• For reporting incidents of prohibited behaviour and cooperating with investigations into prohibited behaviour.

• Complying with DEALER’s policies on prohibited behaviours.

• Assisting in the elimination and prevention of discrimination, harassment, bullying, workplace violence and acts of retaliation in the workplace.

• Promptly reporting all acts of discrimination, harassment, bullying, workplace violence and retaliation that threaten, or are perceived to threaten, a healthy and safe work environment.

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Occupational Health and Safety Program Supervisors and Managers DEALER and its leadership are legally responsible for: • Creating and maintaining a workplace free from improper conduct or prohibited behaviour (See: WCA, Part 2, Sections 21-23, and Policy Item P2-21-2, P2-22-2 and P2-23-2).

• Taking steps to prevent where possible, or otherwise minimize, workplace bullying and harassment, violence, discrimination and acts of retaliation.

• Developing and maintaining policies and procedures for workers to report incidents or complaints including how, when and to whom a worker should report incidents or complaints. Included must be procedures for a worker to report if the employer, supervisor or person acting on behalf of the employer, is the alleged bully and harasser.

• Ensuring all appropriate records are maintained.

• Being sensitive enough to the workplace climate to address potential problems before they escalate.

• Developing and implementing procedures for how the employer will deal with incidents or complaints including: • how and when investigations will be conducted; • what will be included in the investigation; • roles and responsibilities of employers, supervisors, workers and others; • follow-up to the investigation (description of corrective actions, timeframe, dealing with adverse symptoms, etc.); and • record keeping requirements; • Informing workers of the policy statements and policies.

• Training supervisors and workers on: • recognizing the potential for bullying and harassment; • responding to bullying and harassment; and • procedures for reporting, and how the employer will deal with incidents or complaints of bullying and harassment in (c) and (d) respectively.

3.7.4

Forms

The supplementary instruction associated to this section contains the required forms.

1. Procedures for Investigating Bullying and Harassment.

2. Workplace Misconduct Report.

3. Workplace Misconduct Witness Statement.

4. Workplace Misconduct investigation Summary.

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3.8 Documentation (Records and Statistics) Purpose Documents, records and statistics are compiled and maintained to validate how effective the Occupational Health and Safety Program is in ensuring THE DEALER employees are working in a safe and healthy environment

Definitions None for this section.

Responsibilities Senior Managers: 1. Review on a regular basis all training documents and statistics related to the Occupational Health and Safety Program, to identify trends and elements that need improvement. Included in this is the maintenance of records and statistics, including reports of inspections and incident investigations, with provision for making this information available to the Worker Health and Safety Representative.

Supervisors: 1. Develop and maintain documents and statistics required to show their due diligence.

2. Identify trends and areas that need attention.

Procedural Information The following records are maintained to ensure due diligence is demonstrated. This list is not all inclusive.

Each program section has examples of the applicable records. Records are to be maintained for a period of not less than 10 years and for length of employment for all worker related orientations and training records.

1. Education and training.

2. Inspections.

3. Maintenance and repair records of equipment and machinery.

4. Incident investigations.

5. First aid records and statistics.

6. Worker exposure air monitoring results 7. Risk assessments 8. WHMIS Safety Data Sheets and workplace labels.

9. WorkSafeBC Inspection Reports.

10. Hazard Management Reports.

11. Emergency Response Plan.

Training and Forms There is no training or forms for this section.

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4 EVALUATION 4.1 Workplace Inspections Purpose The goal of workplace inspections is to identify unsafe work conditions and practices before an incident occurs. Any hazards discovered during an inspection, are corrected in a timely manner. Equipment and tools have a preventative maintenance program to ensure they remain in good working order. Regular inspections are required to be made of all workplaces, including buildings, structures, grounds, pits, tools, equipment, machinery and work methods and practices, at intervals that will prevent the development of unsafe working conditions.

Definitions Hazard A thing or condition that may expose a person to a risk of injury or occupational disease.

Inspections Inspections evaluate the workplace elements - the environment, the equipment and the process. The environment includes such hazards as noise, vibration, lighting, temperature, and ventilation. Equipment includes materials, tools and equipment. This includes work methods and practices.

Responsibilities Managers: 1. Whenever possible, be involved in the inspection process.

2. Be aware of the conditions that exist in the workplace and the various procedures necessary to carry out the work process.

3. Review inspection reports and ensure that proper action is taken to correct any hazards that are reported.

Supervisors: 1. Continuously monitor and inspect the work environment and employees’ work practices to ensure hazards do not develop.

2. Ensure informal, site, special and preventative maintenance inspections are completed and documented when required.

3. Ensure preventative maintenance inspections are completed on machinery and equipment.

4. Correct unsafe conditions and work practices in a timely manner.

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Occupational Health and Safety Program Employees: 1. Perform a pre-shift inspection of tools, machinery and equipment.

2. Take action to correct hazardous situations or report the situation to a supervisor.

3. Participate in inspections when requested by a supervisor or Worker Health and Safety Representative.

Procedural Information Types of Workplace Inspections There are four types of workplace inspections. The type and frequency of an inspection is determined by the risks that workers are exposed to.

1. Regular workplace inspections.

2. Non-regular (informal) inspections.

3. Special inspections.

4. Preventative maintenance – e.g. Pre/post operational inspection.

Training Inspections will be done by employees who are familiar with the work process and the areas they are inspecting. Site inspection training consists of: 1. Legislative requirements.

2. Roles and responsibilities.

3. How to perform the different types of inspections.

4. How to identify hazards.

5. Writing the report.

6. Report distribution.

Forms The supplementary instruction associated to this section contains the required forms.

1.

2.

3.

4.

Inspection Checklist.

Inspection Guidelines.

Inspection Hazard Rating.

Inspection form.

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4.2 Incident Investigation Purpose All incidents that cause injury (or illness) or have the potential to cause injury (or illness) are investigated to identify the root and basic causes. Recommendations are implemented as soon as possible to reduce the risk of injury to other workers or other losses.

Definitions Incident The term incident can be defined as an occurrence, condition, or situation arising in the course of work that resulted in or could have resulted in injuries, illnesses, damage to health, or fatalities.

Accident An accident can be defined as an unplanned event that interrupts the completion of an activity, and that may (or may not) include injury or property damage.

Near Miss An event that could have resulted in a loss and it could become an incident with loss if the causes are not addressed.

Root Cause Answers the question – Why did the incident occur? It considers that there are many causes, direct and underlying, for the incident and each one needs to be investigated.

Time Loss Injury An employee has a work-related injured and is required to take time off work to recover from his injury, not including time missed on the date/shift of the injury.

Responsibilities Refer to Section 2.1.

Investigating Team An employer and a worker representative must participate, if they are available. The investigating team is responsible for: • Being knowledgeable about the type of work involved at the time of the incident.

• Following DEALER’s investigation procedures.

• Ensuring all legislative requirements for reporting and investigation are completed.

• Filing an Incident Investigation Report to all relevant people.

• Participating in incident investigation training offered by the employer.

• WorkSafeBC requires that a preliminary investigation, interim corrective actions report, full investigation report and a full corrective action report are performed.

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Occupational Health and Safety Program Employer The employer is responsible for: • Ensuring that no one disturbs or manipulates the scene of an incident, when required.

• Providing any necessary incident investigation training.

• Ensuring all legislative requirements for reporting and investigation are completed.

• Providing any resources required by the investigating team to complete a proper investigation, • Cooperating with the investigation process.

• Ensuring that a Preliminary Incident Investigation Report is completed within 48 hours of the incident.

• Ensuring that a Full Employer Incident Investigation Report is completed and submitted to WorkSafeBC within 30 days of the incident.

• Ensuring all recommended corrective/follow-up actions are completed and recorded.

Supervisor The supervisor is responsible for: • Not disturbing or manipulating the scene of an accident.

• Ensuring all legislative requirements for reporting and investigation are completed.

• Cooperating with the investigation process.

• Ensuring all recommended corrective/follow-up actions they are given responsibility for are completed and recorded.

Worker The worker is responsible for: • Not disturbing or manipulating the scene of an accident.

• Cooperating with the investigation process.

• Ensuring all recommended corrective/follow-up actions they are given responsibility for are completed and recorded.

Procedural Information Types of Incidents The following types of incidents require a Preliminary Investigation to be completed within 48 hours of the incident and a Full Employer Incident Investigation is completed and reported to WorkSafeBC within 30 days of the following incidents: ▪ Those that resulted in injury to a worker requiring medical treatment.

▪ Those that did not involve injury to a worker, or involved only minor injury not requiring medical treatment, but had a potential for causing serious injury to a worker.

▪ Serious incidents (see below).

Serious Incidents 1. DEALER must report all time-loss injury injuries to WCB within 72 hours. DEALER satisfies this requirement by filing an “Employer’s Report of Injury or Occupational illness – Form 7”. This form is available online at: • http://www.worksafebc.com/forms/assets/PDF/7.pdf

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Occupational Health and Safety Program 2. It also a legal requirement that certain incidents, regardless of injuries, are immediately reported to WorksafeBC. These include incidents that: • Resulted in serious injury or death.

• Involved a major structural failure or collapse of a building, bridge, tower, crane, hoist, temporary construction support system or excavation.

• Involved the major release of a hazardous substance.

• Involved a fire or explosion that had a potential for causing serious injury to a worker.

• Were otherwise required by regulation to be reported. (SEE: WCA Part 2, Division 10, Section 68 NOTE: “Immediately” alerting WorkSafeBC of an incident should not intrude on the care for the injured, but otherwise must be done without any delay.

Provincial Workers’ Compensation Board Phone Numbers ▪ British Columbia

Workers Compensation Board WorkSafeBC ▪ THE DEALER Senior Managers Contact Information:

1.888.967.5377 1.888.621.7233

▪ Fatalities - notify the local Police Department: Other Incidents that must be investigated The following incidents require an investigation: Property damage or loss ▪ Property damage or loss exceeding $500; and, ▪ Any damage to a licensed company vehicle.

An Equipment Loss/Damage Report is completed and the incident is reported to THE DEALER Senior Managers.

Incidents involving the public ▪ Any damage to public or private property; and, ▪ Any injury involving the public.

The incident is documented on the Incident Investigation Report and reported to THE DEALER Senior Managers.

WCB Forms Refer to Section 3.3 regarding WCB Forms.

Investigation Team The supervisor responsible for the injured worker chooses one worker representative (if the injured worker is unable to be involved) to take part in the investigation. At least one investigator is to be knowledgeable about the type of work involved at the time of the incident.

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Occupational Health and Safety Program Investigation Report Preliminary Investigation, Report, and Interim Corrective Actions Report The purpose of a preliminary investigation is to outline the facts of the incident, including the names of injured workers and witnesses and also to describe the sequence of events leading up to the incident and what happened when the incident occurred. The unsafe conditions or acts that significantly contributed to the incident will be identified and a list of the recommended corrective actions will be made. An Interim corrective actions report should also be completed after the preliminary investigation is done or at the same time. The interim corrective actions report should address the findings of your preliminary investigation and describe the recommended steps taken to prevent similar incidents.

(See: Investigation and Interview Process).

A preliminary investigation is not required to be submitted to WCB. However, it must be available upon request by WorkSafeBC. Thus, a preliminary investigation must: • Be completed within 48 hours of the incident.

• Identify any obvious unsafe conditions, acts, or procedures that contributed to the incident.

• Produce a corrective action report that identifies any corrective actions that can be undertaken in the short term.

• Produce a report of all the corrective actions that were taken.

• Distribute the corrective action reports to the management team and post in the workplace.

Full Investigation, Report, and Follow-up Action The full procedure for conducting the investigation, and appropriate follow-up, is detailed in the sections below. However, a full report must be completed and submitted to WorkSafeBC within 30 days of the incident.

Requests for extensions are possible, but must be made prior to the 30-day deadline and are only granted at the discretion of WorkSafeBC. All investigations are documented on the Incident Investigation Report. Additional information (including information that will not fit on the form, photos, drawings, etc.) are attached to the form. It is completed by the supervisor of the injured worker and signed off by the worker (or worker rep).

Incident Statistics Incident statistics are summarized in a monthly report by THE DEALER Senior Managers. The number of incidents, number of lost days, causes of incidents and type of injuries and number of investigations are included in the report.

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Training Incident Investigation training consists of: 1. Legislative requirements.

2. Roles and responsibilities.

3. Conducting an investigation, including how to: • gather information • interview • collecting samples • analyzing information • identifying contributing factors • Identifying immediate, direct causes and associated underlying causes • developing recommendations 4. Writing the report.

5. Report distribution.

Forms The supplementary instruction associated to this section contains the required forms.

1. Incident Investigation and Preliminary Report Form Guide.

2. Incident Investigation and Preliminary Report Form.

3. Injury reporting.

4. Investigation and Interview process.

Updated: July 2020

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Occupational Health and Safety Program

4.3 Program Review Purpose

THE DEALER Senior Managers want to ensure the Occupational Health and Safety Program is meeting its goal. They review the program annually to evaluate the program’s safety activities and performance during the previous year and to set objectives for the coming year.

Definitions None for this section.

Responsibilities Senior Managers: 1. Work with a supervisor, worker representative and the Health and Safety Representative to review the Occupational Health and Safety Program.

2. Provide resources to implement the recommendations.

Procedural Information The program review includes: 1. Identifying actual or potential health and safety issues or hazards not addressed or not being resolved in the Occupational Health and Safety Program.

2. Assess the issues and providing recommendations to resolve them.

3. Implement the recommendations.

4. Monitoring activities to ensure the desired result are achieved and sustained.

5. Documenting the effectiveness of the overall program to enhance safety and health in the workplace and prevent injuries and diseases.

Training and Forms None at this time.

Updated: July 2020

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Occupational Health and Safety Program

5

RESOURCES Provincial Website WorkSafeBC .................................................................................... www.worksafebc.com (Regulation and Guidelines, Hazard Alerts) Federal Websites Criminal Code of Canada.................http://www.ccohs.ca/oshanswers/legisl/billc45.html WHMIS and TDG ........................... https://www.canada.ca/en/employment-socialdevelopment/services/health-safety/prevention/whmis.html Standards Development Organizations Canadian Standards Association……….............................................................www.csa.ca Canadian General Standards Board ............................................ www.tpsgc-pwgsc.gc.ca Underwriters Laboratories Canada................................................................. www.ulc.ca Industry and Trade Association Codes Canadian Chemical Producers Association Responsible Care https://canadianchemistry.ca/responsible-care/about-responsible-care/ American Conference of Government Industrial Hygienist.....................................................................................................www.acgih.org BC Employers ........................................................................www.labour.gov.bc.ca/aeo/ BC Workers Advisory............................................................... www.labour.gov.bc.ca/wab Canadian Centre for Occupational Health and Safety ..................................www.ccohs.ca CCAR – Green Link (Virtual Auto Service Shop) ............................ www.ccar-greenlink.org

CONTACT US

The New Car Dealers Association of BC (NCDA) is providing this complimentary copy of the Occupational Health and Safety Program for your dealership, made possible by the generous support from CADA. If you have any questions or concerns related to the content, please call or email us: info@newcardealers.ca / 604.214.9964.

Updated: July 2020

47

With Special Thanks The New Car Dealers Association of BC would like to acknowledge these fine companies for their support of your association’s activities.

Official Suppliers

Premier Partners

GOLD LEVEL

CADA 360 programs are unique. Each program is designed under the guidance of a dealer committee, and participating dealers become stakeholders in the programs. “It all comes back to you” is more than a tag line, it’s our guarantee to association members. The end result is a powerful combination of industryleading business solutions for health and wellness benefits and exceptional dealer representation.

Learn more at www.cada.ca/web/cada/insurance/cada

First Canadian Insurance Corporation is a national, privately chartered life insurance company that has been offering life and disability insurance coverage on consumer loans through automotive dealership financial service offices since September 1998. Since that time, the First Canadian Group of Companies has been marketing its insurance, mechanical breakdown protection, and protection product programs through automotive, RV, and marine dealers across Canada with tremendous success.

Learn more at www.firstcanadian.ca

Michael Mason & Co. has been manufacturing and supplying for the automotive industry since 1967. They have products for every department within your dealership. Michael Mason & Co. fabricate products at their factories in British Columbia, Canada.

Learn more at www.michaelmason.ca

CARFAX Canada is the definitive source of automotive information, delivering vehicle history, appraisal, and evaluation.

Drawing on billions of data records from thousands of unique sources, its products enable used vehicle buyers and sellers to make informed decisions. Including CARFAX Canada reports with your used vehicle inventory could be that edge over the competition that you’ve been looking for. Let CARFAX Canada show you the difference, and help you sell more cars and make more money! Learn more at www.carfax.ca

Cox Automotive is transforming the way the world buys, sells, and owns cars with industry-leading marketing, software, financial, wholesale, and e-commerce solutions for consumers, dealers, manufacturers, and the overall automotive ecosystem worldwide. The global company has 34,000 team members in more than 220 locations and is a partner to more than 50,000 auto dealers as well as most automobile manufacturers.

Learn more at www.coxautoinc.ca

SILVER LEVEL

ADESA Vancouver’s auctions provide registered dealers, brokers, automobile manufacturers, and rental agencies as well as corporate and government fleets with a complete vehicle marketing solution in British Columbia.

Learn more at www.adesa.ca/vancouver

BRONZE LEVEL

SiriusXM is the country’s leading entertainment company. SiriusXM creates and offers commercial-free music, premier sports talk and live events, comedy, news, and exclusive talk and entertainment.

SiriusXM is available in vehicles from every major car company, smart phones and other connected devices, and online.

Learn more at www.siriusxm.ca

WE APPLAUD OUR FRONTLINE WORKERS. On behalf of the New Car Dealers of British Columbia, we thank our health care professionals and ďŹ rst responders for working hard to keep British Columbians safe.

New Car Dealers Association of BC

NCDA_BC VanAutoShow CEVforBC

NewCarDealersAssoc VIAS CEVforBC

NCDA IS A PROUD MEMBER OF

NCDA_BC VanAutoShow CEVforBC

SOCIAL MEDIA

EVENTS PHOTOGRAPHY BRAND

CANADA’S ONLY AUTOMOTIVE MARKETING GROUP

VIDEO PRINT

DIGITAL EXPERIENCE

NATIONAL BRANDS / DEALER GROUPS OVER 60+ YEARS UPPER LEVEL AUTOMOTIVE MANAGEMENT EXPERIENCE

FOR MORE INFORMATION VISIT US AT: WWW.DRIVEMARKETINGGROUP.CA