Work Place Inspections
Training Checklist

Purpose

To provide a checklist on training modules that meet the requirements set out in the Canada Labour Code part II, the Canadian Occupational Health and Safety Regulations and the National Joint Council Directive.

Work place inspections help prevent injuries and illnesses. Through critical examination of the work place, inspections identify and record hazards for corrective action. Joint occupational health and safety committees must participate in planning, conducting, reporting and monitoring inspections. Regular work place inspections are an important part of the overall occupational health and safety program.

The following is an outline of the best elements in occupational health and safety (OH&S) Work Place Inspections training, endorsed by the National Joint Council (NJC) Service-Wide Occupational Health and Safety (SWOHS) Committee.

Organizations should consider the following outline when developing their own department-specific training or assessing any training material to be used within their organization. Departments are reminded that the outline represents only the core elements of good work place inspections training – they should consider adding elements which address any conditions or hazards that are unique to the Department's operations.

Legal Requirements

• Canada Labour Code Part II
  • Including Employer Duties in Section 125(1)(z.12)
  • Including Health and Safety Committees & Representatives Duties in Section 135(7)(k) and 136(5)(j)

Note:  Training should explain how Work Place Inspections fit within the total OH&S program, particularly as a significant part of the Hazard Identification and Assessment Methodology (HIAM) required by the COH&S Regulation, Part XIX (Hazard Prevention Program Regulations).

What are the four main steps of an inspection?

• Planning
• Inspecting
• Reporting
• Monitoring

Planning

Training on this element should include:

• The importance of thorough planning.
  • COH&S Regulations, Part XIX lists information sources which must be considered when conducting the Hazard Identification and Assessment Methodology (HIAM). Any appropriate records related to this phase of the HIAM must be looked at in the planning step;
• What are the relevant regulations and standards as many inspection requirements are clearly defined;
• Establishing and using inspection checklists. Aids such as site maps and floor plans should be referenced; and
• How to identify appropriate and sufficient resources (people and time).

Inspecting

Training on this element should include:

• Emphasize no assumptions – i.e. directly verify the resolution of all previously identified issues or problems, as well as make and record measurements where possible to support current observations;
• The importance of inspecting equipment while in use as well as when shut off (should also mention following any lockout procedures);
• The use of various lenses – i.e. chemical, biological, physical, psychological, ergonomic and mechanical;
• How to appropriately record all observations in regards to both establishing compliance and monitoring progress;
• The need to follow all site health and safety rules (e.g. the inspection team may be required to wear PPE); and
• How to report results and recommendations (i.e. normally happens after the inspection is complete – inspection shouldn't be unnecessarily disruptive except where immediate intervention is needed for safety reasons.

Reporting

Training on this element should include:

• Emphasis on the need to report everything seen because even issues not seen as important may become important and/or be valuable for monitoring trends. This includes reporting progress of previously identified issues;
• The advantages of standardizing reporting procedures
  • Easier training
  • Less likely to omit issues
  • Easier to systematically analyze for trends or unresolved issues;
• How to prioritize identified issues such as
  • Critical: immediate action needed
  • Urgent: short-term action needed
  • Important: long-term action okay;
• Corrective action planning and implementation using the required hierarchy of recommended control measures:
• • Elimination
  • Reduction, including isolating it
  • Provision of personal protective equipment, clothing, devices or materials
  • Administrative controls; and
• The importance of prompt reporting to the appropriate people so issues can be dealt with in a timely and effective manner (appropriate people mean those with authority to act on and resolve identified issues).

Monitoring/ Follow-up

Training on this element should include:

• How to monitor the effectiveness of any adopted corrective actions;
• How to examine results for trends and make recommendations regarding where and what type of further inspection, investigation, and/or recommendations are needed;
• Which findings must be included in training, re-evaluated through the Job Hazard Analysis process, cause a change to existing Safe Work Practices, or require changes to the inspection checklist etc.; and
• Setting time frames for all follow-up activities including expected timing of recommendation implementation.

Hazard Identification and Assessment

Training should include:

• Emphasis on prevention aspects;
• The concept of engineering controls; 
• Outlining hazard categories; chemical, physical, biological, ergonomic and behavioural; and
• Hierarchy of controls; elimination, reduction/substitution and barriers or protective equipment.

Additional Resources

The NJC Service-Wide Committee on Occupational Health and Safety supports the Canadian Centre for Occupational Health and Safety (CCOHS). It provides credible and relevant tools and resources to improve work place health and safety programs. They will provide you complete information to meet your needs and provide reliable information from trusted and unbiased sources.

Please visit the CCOHS web site at www.ccohs.ca (French: www.cchst.ca).