March 22, 2023
- Adoption of Agenda
The agenda was adopted. - Presentation: Update on the Joint Learning Program’s (JLP) Training for OHS Committee Members
Dominic Lavoie, Project Manager, Joint Learning Program (JLP) provided an update on the JLP’s pilot project on Training for OHS Committee members and health and safety representatives, which will have its first facilitated session next week. He reviewed the phases of the project, noting that the project is currently in phase five (5), during which 30 two-day pilot workshops will be held at various locations across the country. D. Lavoie indicated that the final evaluation of the pilot project is due at the end of the year.
He emphasized that the almost 300-page participant manual material was co-developed and that the courses will be co-facilitated, noting that there are already several course dates that are full, while some seats later in the year are still open. D. Lavoie clarified that the co-facilitators are knowledgeable OHS experts as well as experienced facilitators from both employer and bargaining agent backgrounds and will be using recognized education techniques. D. Lavoie remarked that course candidates will be requested to complete a pre-course questionnaire that outlines their background, experience in OHS, etc. so that the facilitators are able to prepare for each course. The course attendees will also be asked to provide feedback on the pilot project including the teaching techniques employed during the training, if the training objectives were the correct ones, if the objectives were met, and how equipped they feel to deal with their responsibilities after completing the course.
D. Lavoie reviewed some of the topics of the training, emphasizing that course participants should receive information that will help them contribute to shifting the workplace culture to enhance health, safety and wellness in the workplace. He noted that the course discusses what the Interpretations, Guidelines and Policies (IPGs) are, how they came about and how they are written to allow participants to better understand and interpret them.
D. Lavoie indicated that the funding was provided for the pilot initiative will be ending after this stage, as nothing further was provided for. He emphasized that there is a need for sustainable funding for this training as the current courses will reach approximately 700 of the 10,000 to 15,000 federal public service employees who may sit on an OHS committee.
The Committee appreciated the update and look forward to hearing the results of the pilot project feedback in the future. - COVID-19 Guidance
Jesse Arnup-Blondin, Director, COVID-19 Response Division, Public Service Occupational Health Program (PSOHP), Health Canada, indicated that the guidance that was updated in May 2022 remains in effect as the latest advice for departments and agencies. She noted it was built with a precautionary approach informed by public health advice from the Public Health Agency of Canada (PHAC), and in consideration of potential waves of increased and decreased cases of infection. She noted that departments and agencies should keep all protections in place and foster a mask-friendly workplace.
The Committee expressed that there is frustration from some employees and managers given that in many cases the federal workplaces are following more restrictive rules than other locations. They noted that, once employees leave the workplace, the federal guidance is no longer in effect, and therefore questions are being raised about the usefulness of the guidance if it is only applicable in the workplace. N. Porteous responded that workplaces having different OHS requirements is normal, and that this is no different. Additionally, she emphasized that the intent of the guidance is to keep employees healthy, while acknowledging that the application and enforcement of the recommendations is outside of the scope of the PSOHP. It was recommended that any concerns people have with coworkers not complying with the guidance or failing to foster a mask-friendly environment be addressed through other means, such as OHS inspections, ombudsman services, or other mechanisms. Additionally, it was mentioned that Informal Conflict Management could assist managers and employees with raising and addressing the difficult conversations around this topic.
The Committee discussed the importance of communications strategies and civility training in conjunction with the masking mandate to ensure a climate of respect and understanding is created and maintained. It was also noted that this is not specific to the COVID-19 pandemic but is, in fact, a workplace safety issue.
J. Arnup-Blondin indicated there are no anticipated updates to the guidance at this point, and that PHAC is still recommending the wearing of masks in crowded indoor environments.
The Committee noted that the regular COVID-19 calls with the bargaining agents and employers will be resuming next week.
- Update from the Sub-Committees:
- OHS Training/Learning Sub-Committee
The Committee Advisor noted that the Sub-Committee has not met since the last SWOHS meeting. - Harassment and Violence Prevention Tools Working Group
A. Peart updated the Committee that the working group is reviewing and revising the FAQ document, adding questions to it, and will be bringing the revised document to SWOHS for their review in the near future. She also requested that Committee members share any mis-steps in the process, questions or hot issues in any departments so that they can be integrated into the document. Additionally, the new Employer co-chair of the working group was introduced to the Committee.
- OHS Training/Learning Sub-Committee
- Standing Items
- Asbestos
Nil. - Mental Health
Christine Gagnon, Manager, Engagement, Outreach and Promotion, and John Florence, Senior OHS Advisor, Policy and Data, from the Centre of Expertise on Mental Health in the Workplace (CoEMHW), at the Treasury Board of Canada Secretariat (TBS) provided an update on the work of the Centre of Expertise. C. Gagnon noted that the first week of October is Mental Health Awareness Week, and the CoEMHW has an event planned on October 5 from 1:30 to 3:00 p.m. on Accommodation Strategies for Employee Success.
J. Florence advised that there will be a change in the Management Accountability Framework (MAF) cycle which will examine to what extent the department or agency has taken measures to implement the nine (9) objectives of the Federal Public Service Mental Health Strategy; in other words, do they have a mental health action plan or strategy? He indicated that the focus previously was on implementation, however it has shifted to how strategies are being implemented as well as which objectives are more challenging to implement. He also noted that the mental health dashboard measures ten (10) of the 13 psychosocial factors. J. Florence advised that they are exploring options to gather information regarding the remaining three (3) factors through various means in the Public Service Employee Survey off-years.
The Committee asked if there have already been indications of departments or agencies struggling to implement measures. J. Florence confirmed there are and that one of the key steps is to explore using workforce data. They are examining using the data from the dashboard, working with the interdepartmental working group on mental health in the workplace to produce feedback, and monitoring data being received to target guidance development to provide the best possible support. The Committee endorsed the data-driven approach to align preventative measures and the efficiency of those measures. They also support bringing OHS expertise into the mental health team, to facilitate dialogue, collaboration, and sharing within and between teams so that OHS and mental health initiatives complement each other. - Harassment
M. Gosselin advised that the Designated Recipient Community of Practice (DRCOP) will be meeting next week to take stock of the past year as well as address the MAF question of how the management of risk factors has been progressing. He emphasized that the purpose of the legislation is prevention, which is hampered if risk factors are unknown. He also noted that feedback is being sought from the DRCOP on the efficacy of the available tools, specifically the risk assessment tools and the Hazard Prevention Program.
The Committee noted that prevention is key, as is early intervention, which may prevent an incident from becoming an investigation. M. Gosselin concurred that the key to improving overall workplace wellness is to address and properly manage behavioural issues and concerns before they progress to being reported as incidents of harassment or violence. He noted that this may involve human resources practices and separation of work in some situations. - Legionella
C. Truax noted that with the cooler temperatures, many sites will be shutting down the cooling towers, which will reduce the potential for legionella.
- Asbestos
- Other Items
Update on proposed joint Joint Employment Equity Committee (JEEC) - SWOHS meeting
M. Dyck noted that the Co-chairs have attended a JEEC meeting to try to identify synergies between the two (2) Committees. The Co-chairs then received a feedback document from JEEC to which the Committee Advisor prepared a response with suggestions of how we might collaborate on the regulatory framework. It was noted that there are very few investigators that are part of an equity-seeking community which has led to concerns by those equity-seeking groups that they are facing a biased process, and we would like to work to alleviate that concern. C. Vézina noted that once it is signed, the memo will be shared with the SWOHS members and then the Co-chairs will circle back with JEEC’s Co-chairs to discuss next steps.
- Round table
The question was raised whether there is a difference in terminology when examining the risks or hazards associated with specific jobs or tasks, such as job safety analysis vs job hazard analysis vs task hazard analysis and whether each meets the legislative requirements. M. Gosselin clarified that it boils down to the granularity a department or agency employs in their HPP. Some employers focus on hazards associated to tasks while others use a risk-profile approach. He remarked that the focus for his unit is whether the HPP is up-to-date, includes COVID, hybrid work, and / or mental health considerations, when was it last assessed, are there plans to assess it, has the employer implemented corrective measures since it was last reviewed, etc. M. Gosselin reminded the Committee that the HPP is a risk management tool which should be embedded in the decision-making process.
Next Meeting
The next meeting is scheduled for November 17, 2022.