July 4, 2023
- Adoption of Agenda
The agenda was adopted. - Presentation: Joint Learning Program – OHS Committee Member Training Pilot Project – Final Report
Dominic Lavoie, Manager, Joint Learning Program (JLP) shared the report on the TBS-PSAC Pilot Training for Occupational Health and Safety (OHS) Committee Members and noted that the project completed the fifth and final phase of the pilot in the fall of 2022. He highlighted that the project held 27 two-day in-person workshops in 15 different cities, 21 in English and 6 (six) in French. During the month of January, the feedback received from participants and the facilitators was analyzed to produce the final report that was shared with the Committee. The design, objectives and learning activities were quickly reviewed, indicating that the training builds on people’s knowledge and experience. In their feedback, the attendees expressed their belief that the JLP workshop and how it is presented meet the requirement for OHS Committee training under the NJC OHS Directive. Additionally, D. Lavoie remarked that the feedback questionnaire consisted of 17 questions related to the objectives, requesting a rating on a scale from zero (0) to ten (10). He highlighted three (3) results: 94% of attendees indicated the training created a positive and welcoming atmosphere; 87% feel inspired to get involved in creating a healthy, safe and inclusive culture; and 95% would recommend this training to their colleagues on the OHS Committee. Common themes in the feedback included appreciation for the opportunity to expand the participants’ network of OHS committee members across departments, the workshop structure which presented individual incidents where real life experience was used to adapt the knowledge for the attendee’s use and the fact that they left the workshop feeling like they had the knowledge to be a better asset in their individual department.
D. Lavoie went on to share the breakdown of workshop attendance by department, with most participants coming from five (5) larger departments, and further clarified that 72% of participants were members of workplace committees, while policy and regional committee members combined represented 15% of the total participants. He included additional data on the participants’ role on their committee as well as the number of years’ experience on the committee, commenting that most participants had fewer than five (5) years, due likely to high turnover rates. It was also noted that the representation of union and employer representatives was balanced, with 46% being employer representatives and 54% representing the unions. Additionally, data on demographics was collected during the JLP workshop registration process, enabling analysis and comparison to the broader Federal Public Service (FPS).
M. Gosselin asked how full each workshop was. D. Lavoie replied that 801 people registered for the training where 590 seats were available. With a no-show rate of 24% due to illness, specifically with COVID, about 400 people ended up participating in the in-person training. M. Gosselin commented that the turnover is relatively normal in the community of practice, adding that the normal committee membership term is two (2) years. He also questioned how the JLP training compares to the other available OHS training. D. Lavoie responded that it is a standardized course that was co-developed by the Employer and the Public Service Alliance of Canada (PSAC) and each session is co-facilitated, which emphasizes the message, being perceived as neither pro-management nor pro-union. Differently from other training, the JLP training focused on the FPS and includes a module that identified actors in the FPS who have a role to play in OHS. Also, the needs assessment indicated there were challenges gathering statistics on a departmental and service-wide basis; however, the JLP registration platform this training uses allows for the generation of OHS knowledge, committee participation, inclusion and other useful data. D. Lavoie highlighted that the budget structure would change, should the training be funded by TBS through the bargaining table, which would allow departments to focus their OHS training budget on their specific needs instead of funding this OHS training through their departmental budget. He also noted that the JLP training would be offered on a geographic basis, which would provide smaller departments with increased access and resources with which to share regional best practices between departments.
It was questioned whether the training material is currently available to departments to use without waiting for the bargaining process. D. Lavoie responded that there is interest; however, the JLP wishes to ensure that this training is delivered jointly by bargaining agents and employers, as it was designed. Additionally, some departments would like the material but find it is too long and would therefore like to condense it. D. Lavoie noted that most departments are asking when the next set of offerings will be scheduled because they are interested in registering. The Committee requested that the training tools used in the workshops be shared with the Committee for their information. D. Lavoie noted that they are updating the course material following the feedback received from the pilot project. Other benefits to the JLP training were that it is an effective, interactive course and not a checkbox exercise and that the JLP can modernize the training more quickly than many departments. It was also emphasized that the training applies equally to policy committee members, regional committee members, workplace committee members and health and safety representatives, explaining their roles and authorities.
D. Lavoie concluded by saying the funding is currently waiting on bargaining; however, the steering committee is also exploring other funding options to try to offer a few workshops before summer and into the fall. It was noted that there are approximately 15,000 federal public service employees who qualify for this training.
The Committee appreciated the presentation, noting that this is the culmination of 15 years of work from the needs identification to product delivery. It discussed how to influence the improvement of OHS training, perhaps by scheduling conversations with departments which have robust training programs to highlight best practices. Also, a sub-committee task could include examining how to incorporate the Hazard Prevention Programs and hazard identification to make it easier for all departments to meet their obligations. Additionally, it was discussed that the FPS should look at faster methods of development and updating, perhaps leveraging the Canada School of the Public Service (CSPS) and/or the Management Accountability Framework (MAF) to fast track such items. - Update from the Sub-Committees:
- Sub-Committee Membership
The Committee Co-chairperson advised that the Co-chairs were made aware of the provision in the NJC By-laws which indicates that sub-committee membership should consist of members of the larger committee. As a result, the Co-chairs will be asking for Committee members to replace Sub-Committee members as they leave. It was noted that no one will be asked to leave the Sub-Committee; however, the Committee will need to bolster its involvement in the various Sub-Committees. - OHS Training/Learning Sub-Committee
The Committee Advisor indicated that the Sub-Committee requires additional members in order to meet. Acknowledging that everyone on the Committee is very busy, the Committee agreed to meet the intent of the By-laws to ensure that a SWOHS member is at the meeting to meet quorum and can provide guidance and report back to SWOHS. - Harassment and Violence Prevention Tools Working Group
Rhianna Clark, sub-committee co-chair, advised that the working group appreciates the feedback received from the Committee on the Designated Recipient (DR) Guide and Frequently Asked Questions (FAQ). She indicated that the Committee is completing one final review before submitting the documents for translation. The Working Group also discussed promotion strategies, including the potential for a presentation to the DR Community of Practice (DRCOP). She solicited input from the Committee on next tasks, indicating that the Working Group discussed reaching out to Public Services and Procurement Canada (PSPC) to plan a joint workshop on the National Master Standing Offer (NMSO) for external investigators whereby PSPC could provide information on the procurement aspect and the HVP Tools Working Group could provide insight into the involved policy and legislation.
She noted that the documents, specifically the DR Guide, are intended to be evergreened through annual reviews to ensure they are up-to-date with new lessons learned.
- Sub-Committee Membership
- 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 (CEMHW), at the Treasury Board of Canada Secretariat (TBS) provided updates on the work being done. C. Gagnon advised that the week of May 2 is Mental Health Week, and the theme is My Story. She indicated that there will be speakers within government who will discuss the themes of burnout and workload management.
J. Florence provided updates on the Mental Health Dashboard, which was launched in May 2022 as an online tool for the FPS scores on the psychosocial risk factors using the Public Service Employee Survey (PSES) results. He indicated that 2019-2020 results are available at the departmental level as well as by demographic category. Additionally, they will be revising the previous results to include scores for units below the departmental level, such as branch, unit, etc., as well as ensuring results going forward provide this level of data.
Additionally, J. Florence indicated that engaging psychological supports will be added as an eleventh factor and they have launched a working group to explore how workforce data can assist in providing the data. He indicated that a final report is expected in the fall from the working group.
M. Gosselin asked if there is a link between the PSES and the dashboard for easy reference. It was noted there was not; however, it might be beneficial to add the link. - Harassment
M. Gosselin reported that the HVP Tools Working Group is producing great material that his unit is actively supporting. He indicated that his unit is also compiling, cleaning up and putting together the enterprise-level annual employer reports for the Labour Program (LP), to gather a picture of the second year since the new legislation, and will compare it to the first year. They will also be putting questions to the departments, and will align the final report with the MAF, once it is finalized.
He remarked that there are a lot of conversations around the investigation portion of harassment and violence prevention but emphasized that the goal of occupational health and safety is prevention. Therefore, they are keeping an eye on the impacts of the hybrid working model to identify trends early in the process. M. Gosselin remarked that there was a significant drop in reported harassment on the PSES and will be watching to see if there are negative impacts as people return to the office and hope to respond early to any such impact.
M. Gosselin indicated that the DRCOP is active, meeting quarterly and they are receiving data that they never had before as harassment was not being tracked centrally previously. He also noted that he is in regular communication with a bargaining agent SWOHS member to discuss the mandatory reporting form for the LP, and how it may be able to be tweaked to get better data and how guidance may be better directed; however, he noted that these conversations are in the very early stages. - Legionella
C. Robinson advised that the communiqué was posted in late February and that associated advice is being provided as department facilities move from a heating to a cooling configuration.
He also suggested that Agenda items 4(a) and 4(d) could be combined to be called “Custodial Health and Safety (Asbestos, Legionella, etc.)” to make it easier for reporting and to include any other custodial issues that may need to be raised at the Committee level while ensuring asbestos and Legionella remain prioritized. M. Dyck stated that he will discuss with C. Vézina and seek input from the Committee on the suggestion.
- Asbestos
- Discussion:
First Aid Attendants, Fire Wardens and the Hybrid Work Model
Dominique Vidmar indicated that a question has arisen as to how departments are ensuring they have the required fire warden and first aid responder coverage under legislation given the hybrid work model. M. Gosselin indicated that the TBS Directive on Building Emergency and Evacuation Teams (BEET) requires that a senior official in each department be responsible to ensure such coverage. He noted that this has always been an organizational responsibility that has not changed, and that there is sufficient inherent flexibility to allow this to be determined at the corporate level. Some departments are scheduling qualified persons to be present at the workplace on specific days, others are relying on volunteers, and yet others are providing the required training to all employees so that everyone may act in those capacities.
M. Gosselin suggested that this conversation should be happening at the policy committee, as they are required to be consulted on any change in the workplace that may have an impact on OHS. Additionally, this will encourage those departments who have not yet taken these steps to reach out to the TBS and their BEET community to share and highlight best practices. He advised that any bargaining agents can reach out to him for additional information if required.
- Round table
M. Dyck indicated that the issue of how departments plan to deal with bed bugs arose at the recent NJC meeting, and if there is any direction that SWOHS can issue on the matter. C. Robinson indicated he was advised of the issue and that PSPC has developed guidelines on how to manage bed bugs and pests, in general. He stated that he has requested the guidelines be shared with the Committee, so that the Committee may discuss and determine if any intervention is required. It was noted that the relationship of OHS to bed bugs is limited as it is a pest issue.
Next Meeting
The next meeting is scheduled for May 18, 2023.