CORPORATE HEALTH AND SAFETY POLICY
The XYZ Company is committed to a proactive health and safety program aimed at
protecting our staff, our property, our clients, the general public and the environment from
injury or loss.
Employees at every level are responsible and accountable for the company’s health and
safety performance. Active participation by everyone, every day, is necessary for the safety
excellence this company expects.
Management will set an example and provide leadership in the health and safety program.
Management will develop safe work procedures along with the help and input from the
employees. Management will provide training and equipment appropriate for the tasks.
Management is responsible to monitor and enforce the company policies as described in the
Health and Safety Program and Disciplinary Policy.
Workers at every level are to be familiar with the requirements of Alberta Human
Resources and Employment Occupational Health and Safety Legislation as it relates to their
work process. Workers are responsible for following all procedures, with an awareness of
health and safety, and cooperating in achieving improved health and safety conditions at the
work sites.
Our goal is to be a leader in loss control management in our field and provide a healthy,
injury free work place for all workers. By working together, in all elements of this program
we will achieve this goal.
___________________________
Senior Officer
__________________
Date
Corporate Policy on Health and Safety
Safety is an integral part of our company’s work. It is part of our operations and is
there to protect our employees, visitors, clients and company property, the environment
and the public.
There are many costs to accidents and unsafe work practices. The greatest costs are
human costs. By protecting our employees we are also protecting their friends,
families, fellow workers, management, the public and the environment from the farreaching effects of serious accidents. We are also protecting our ability to continue
doing business and employing people.
Everyone employed by this company (employees, contractors, sub-contractors) is
responsible for maintaining the safety program by understanding their assigned
responsibilities. It is the responsibility of all employees to ensure a visitor to their work
site is aware of the hazards and assisting them in following all safety rules and
regulations. All workers have the right and responsibility to refuse unsafe work.
Every employee of the company shall be aware of and understand the legislative
requirements, industry standards and company policies and procedures that apply to
their work sites.
Our goal is a healthy, injury free workplace. Through personal commitment and active
participation we can achieve this goal.
________________________________
Senior Officer
__________________
Date
CORPORATE HEALTH AND SAFETY POLICY
STATEMENT
XYZ COMPANY is committed to promoting safe and healthy working conditions
within the company, therefore:
It shall be the responsibility of MANAGEMENT to establish and maintain acceptable
standards for the work sites, premises, operations and equipment to ensure that physical
and health hazards are guarded against or eliminated, and to develop work procedures
that will achieve optimum productivity levels without accidents and industrial diseases.
Management is responsible to monitor the employee performance.
It shall be the responsibility of every SUPERVISOR to ensure that employees are
trained in proper work procedures to obtain optimum productivity levels without
accidents and industrial disease, and to ensure the observation by employees of proper
work procedures and all pertinent rules and regulations.
It shall be the responsibility of every EMPLOYEE to follow proper work procedures, to
perform duties in a safe manner, to observe all rules and regulations, and to cooperate
in creating a safe, healthy and productive working environment.
It is the responsibility of EVERYONE to know and understand all legislative
requirements as they apply to their work site and job tasks.
TOGETHER we will reach these goals.
___________________________________
Chief Executive Officer
____________________
Date
Corporate Health and Safety Policy
XYZ Company is committed to the protection from accidental loss of all resources,
including employee and physical assets.
In fulfilling this commitment to protect both people and property, management will
provide and maintain a safe and healthy work environment in accordance with industry
standards and in compliance with legislative requirements, and will strive to eliminate
any foreseeable hazards which may result in property damage, accidents or personal
injury/illness.
All employees will be equally responsible for minimizing accidents within our
facilities. Safe work practices and procedures will be clearly defined in the Health and
Safety Manual for all employees to follow. These practices and procedures will be
constantly monitored and enforced.
Accidental loss can be controlled through good management in combination with
active employee involvement. Safety is the direct responsibility of all managers,
supervisors and employees.
All management functions will comply with legislative safety requirements as they
relate to planning, operation and maintenance of facilities and equipment. All
employees will perform their jobs properly in accordance with established procedures
and safe work practices.
I trust that all of you will join in a personal commitment to make safety a way of life.
______________________________
President
____________________
Date
Assignment of Responsibility and Accountability
for Health and Safety
Management:

will set an example and provide leadership in the health and safety program;

will provide information, instructions and assistance to all supervisory staff in
order to protect the health and safety of all our employees;

will understand and enforce the accident prevention policy as well as the OH&S
Legislation as it applies to all areas of the company operations;

will provide all supervisory staff with proper, well maintained tools and
equipment as well as personal protective equipment as may be required;

will provide ongoing health and safety training as required by legislation and
industry; and

will monitor all departments and projects and will hold them accountable for
their individual safety performance.
Assignment of Responsibility and Accountability
for Health and Safety
Supervisors:

will know and apply the company’s safety policies and procedures and OH&S
legislation;

will ensure all employees are trained and educated to company standard and
requirements, which included use and care of personal protective equipment;

will advise employees of potential hazardous situations as they relate to their job
tasks;

will arrange for medical treatment as required, including appropriate
transportation for treatment;

will report all accidents/incidents/near misses/health concerns to senior
management immediately;

will take the lead role for accident investigations in their area of responsibility,
working with the Safety Coordinator and JWHSC Representative; and

will perform, or ensure a designate performs regular inspections as required in
their area of responsibility
Assignment of Responsibility and Accountability
for Health and Safety
Employees:

are responsible to read, understand and comply with XYZ Company’s Health and
Safety policies and safe work practices;

are responsible to wear the appropriate personal protective equipment and
clothing for their tasks;

are responsible to report any unsafe, unhealthy condition to their immediate
Supervisor immediately;

are responsible to report any near miss, injury, equipment damage accident to
their immediate Supervisor immediately and complete the required reports;

are responsible to take every reasonable precaution to protect the safety of
themselves, other workers in their area and the general public;

are responsible to attend safety meetings and actively participate in the Health
and Safety Program.
Assignment of Responsibility and Accountability
for Health and Safety
Contractors, Suppliers and Visitors:

are required to cooperate with XZY Company representative in all areas of the
Health and Safety Program;

are responsible to report to their contact immediately upon arrival at the work
site; and

contractors and visitors will be held accountable to comply with all prescribed
safety procedures while at XYZ Company work sites.
Sub-contractors:

any person or organization hired to perform work on behalf of XYZ Company is
required to complete a sub-contractor orientation;

all sub-contractors and their employees are required to understand and follow
XYZ Company Health and Safety Program.
Health and Safety Committee:

to conduct regular meetings, record minutes and attendance;

to conduct inspections as assigned;

to assist in workplace investigations;

to promote health and safety in the workplace;
Assignment of Responsibility and Accountability
for Health and Safety
Senior management/owners are responsible for:
 Providing a company safety policy and committing to it;
 Ensuring all established policies and procedures are enforced;
 Providing information, instruction, and assistance to all
supervisory staff;
 Providing ongoing training and education programs;
 Monitoring departments and projects and holding staff
accountable for their individual performance;
 Assisting all supervisors with an understanding of accident
prevention as well as relevant OHS legislation; and
 Setting a good example.
Assignment of Responsibility and Accountability
for Health and Safety
Supervisors within the organization are responsible for, but not
limited to:
 Knowing and applying the company policies and relevant OHS
legislation;
 Ensuring all workers are educated to work in a safe manner and
that all protective devices and procedures are utilized;
 Advising employees of any potential or actual dangers, how to
isolate, prevent and/or remove them;
 Arranging for medical treatment of injured employees as
required;
 Recording and investigating accidents, potential losses and
property damage;
 Advising management and safety committees on how to prevent
similar accidents/incidents in the future;
 Becoming involved in safety inspections and carry out on-going
inspections within area of responsibility;
 Setting a good example and performing work in a safe manner;
and
 Enforcing all established safety regulations and work methods.
Assignment of Responsibility and Accountability
for Health and Safety
Employees are responsible for:
 Carrying out work in a manner that will not create a hazard;
 Assisting the Health and Safety Committee by volunteering to
be a member;
 Working with the supervisor to help create a safe working
environment by making safety suggestions;
 Reporting any accidents, incidents, near misses, injuries and/or
occupational health concerns immediately to the area supervisor;
 Following the company medical and first aid procedures; and
 Using the safe work procedures and setting a good example.
OBLIGATIONS OF EMPLOYERS AND WORKERS
UNDER THE ALBERTA OCCUPATIONAL HEALTH AND SAFETY ACT
2(1) Every employer shall ensure, as far as it is reasonably practicable for him
to do so,
(a)
the health and safety of
(i) workers engaged in the work of that employer, and
(ii) those workers not engaged in the work of that employer
but present at the work site at which that work is being
carried out; and
(b)
that the workers engaged in the work of that employer are
aware of their responsibilities and duties under this Act and
the regulations.
(2) Every worker shall, while engaged in an occupation,
(a)
take reasonable care to protect the health and safety of
himself and of other workers present while he is working;
and
(b)
cooperate with his employer for the purpose of protecting the
health and safety of
(i) himself;
(i.1) other workers engaged in the work of the employer; and
(ii) other workers not engaged in the work of that employer
but present at the work site at which that work is being
carried out.
EMPLOYEE EVALUATION FORM
NAME: _______________________________________________________________
Review Date: ______________________ Last Review Date: __________________
Position/Location: ______________________________________________________
Supervisor: ____________________________ Review Rating: _________________
1.
Punctuality and time management – consistently arrives at work in time to be
dressed and ready to start work on time. Avoids personal business on Company
time (telephone, visitors, friends, day dreaming, salesmen etc.).
1 2 3 4 5
2.
Displays a positive, polite, cooperative attitude towards management and coworkers. Contributes to the overall positive morale of the workplace.
1 2 3 4 5
3.
Can be called upon in high pressure situations (overtime, evenings, weekends,
holidays).
1 2 3 4 5
4.
Low frequency of “come backs” on work performed.
1 2 3 4 5
5.
Places safety (property, equipment, vehicles, self, others) and proper use of safety
equipment as a top priority.
1 2 3 4 5
6.
Conversant with Company policies and/ or procedures.
1 2 3 4 5
7.
Demonstrates stress tolerance and anger control.
1 2 3 4 5
8.
Demonstrates interpersonal skills – disseminates clear, accurate information to
supervisor.
1 2 3 4 5
9.
Satisfactory attendance record.
1 2 3 4 5
10. Ability to effectively troubleshoot and address problems in the assigned area of
responsibility.
1 2 3 4 5
11. Displays satisfactory work ethics including maintaining a clean, orderly and
organized work area.
1 2 3 4 5
12. Willingly accepts instruction, suggestions, or direction.
1 2 3 4 5
13. Willingly assists co-workers.
1 2 3 4 5
14. Participates in staff meetings, offers ongoing constructive suggestions to
maximize shop efficiency, improve policies, procedures, etc.
1 2 3 4 5
15. Avoids taking excessive liberties such as extended coffee and/ or lunch breaks.
1 2 3 4 5
16. Demonstrates a genuine concern for, and promotes a positive Company image
and reputation (co-workers, inspectors, public).
1 2 3 4 5
17. Completes documents accurately and within appropriate time frames.
1 2 3 4 5
18. Demonstrates respect, care and concern for company property and equipment.
1 2 3 4 5
19. Produces the quality of work expected by the Company for this position. Pays
attention to detail – ability to recognize, evaluate, comprehend and prioritize and
make rationale decisions with limited supervisory guidance.
1 2 3 4 5
20. Produces the quantity of work expected by the Company for this position.
1 2 3 4 5
Supervisors comments and Goals for Next Review:
Employees comments and Goals for Next Review:
Supervisor Signature: __________________________________ Date: __________
Employee Signature: ___________________________________ Date: __________
GENERAL HEALTH AND SAFETY RULES AND
ENFORCEMENT POLICY
All staff are expected to comply with all health and safety rules as well as all of
Alberta’s Occupational Health and Safety Regulations. Supervisor’s are expected to set
an example and enforce the rules.
SPECIFIC RULES:
No smoking in fuel area or any designated areas.
Safety reflective vests must be worn by all road repair crews, water and sewer line
crews and park maintenance crews.
Respirators must be worn where any toxic vapors or particles are involved, as per
OH&S Regulations and company policies and procedures.
Eye protection is to be worn where potential eye hazards exist as per OH&S
Regulations and company policies and procedures.
Hearing Protection must be worn where required as per OH&S Regulations and
company policies and procedures.
Hard hats must be worn where there is a risk of head injury as per OH&S Regulations
and company policies and procedures.
ENFORCEMENT POLICY:
Violations of XYZ Company policy, procedures and rules will result in disciplinary
action as follows:
FIRST OFFENCE:
Verbal warning.
SECOND OFFENCE: Warning and recorded on employee file
THIRD OFFENCE:
Three days suspension without pay.
FOURTH OFFENCE: Termination
NOTE: Use of or reporting to work under the influence of illegal drugs and/or alcohol
at the work site will result in immediate dismissal.
Hazard Assessment and Control Policy
It is the intent of XYZ Company to provide a healthy and safe work environment for
all job tasks that are to be performed. Proper hazard identification and controls will
provide employees with proper direction in the safe performance of their duties.
All XYZ Company employees required to perform hazardous tasks will receive
appropriate instruction and training. Written copies of safe work procedures will be
accessible and available to all employees.
Whenever a new job task or piece of equipment is implemented or acquired, a hazard
assessment will be completed which will assist in the development of adequate
controls. A written procedures and proper training will precede the performing of the
new task or use of the new equipment. The Supervisors and JWHSC will assist in the
hazard assessment and development of the controls.
Written procedures will be prepared or revised when any of the following occur:
1.
When new Regulations are implemented that affect a specific
written procedure
2.
Inspection reports indicate changes
3.
Incident investigations indicate changes
4.
New specifications are implemented.
5.
First aid records indicate a trend and need
6.
Employee suggestions are received and valid
7.
Safety committee requests changes
8.
Hazard assessments indicate the need for change
Supervisors must ensure that all appropriate procedures are available to the workers in
their area of responsibility. Workers are expected to follow all applicable procedures
and inform supervisors if they have a concern about a procedure.
HAZARD IDENTIFICATION AND ASSESSMENT POLICY
This element requires all job tasks within the XYZ Company to be identified, all hazards
associated with those tasks identified, analyzed and level of risk applied for each of
the identified job tasks.
A hazard is defined as anything that places a person’s health and/or safety at risk. Each
job task will then be prioritized to determine which job task is the most critical. Once
all job tasks have been risk rated and prioritized the appropriate controls must be
identified to eliminate or minimize the risk. This formal assessment is to be reviewed
and updated annually.
The annual Hazard Assessment will be completed as follows:
1.
The lead role is taken by the Supervisor for each area , working with the
employees under his supervision.
2.
Using the assessment forms the team will identify each job task for their
area and the hazards associated with those tasks.
3.
Risk evaluation will be completed through quantitative measurement using
the risk rating guide provided.
4.
Each job task risk ratings will be totaled to provide prioritization of the tasks
from highest to lowest risk level.
5.
Finally the appropriate controls will be identified for each job task which
will eliminate or minimize the risks associated with the task.
6.
Upon completion of the assessments, the prioritization summary will be updated
to ensure appropriate legislative requirements are noted.
7.
Supervisors will submit the updated information to the Safety Coordinator to
enable the Health and Safety Program to be updated.
On-going hazard assessments will be completed as needed on the Hazard Report forms
provided and submitted to the area Supervisor when completed, when the hazard has
been effectively dealt with the Supervisor is responsible to submit to the Safety
Coordinator with supporting documentation showing how the hazard was controlled. All
hazard reports must be recorded on the Hazard Control Plan and will be kept on file by
the Safety Coordinator.
JOB TASK INDENTIFICATION AND
HAZARD ASSESSMENT POLICY
We believe that compiling a job task inventory and identifying the hazards associated
with the tasks is an important and necessary part of our Health and Safety program.
The tasks will be rated according to the hazards by using a risk rating system. The
rating system used will be 1 – 5 with 1 being remote and 5 being extreme. Any task
with a total rating of 25 or more will have a job procedure written and implemented.
The hazard analysis should be completed by the employees performing the tasks, with
assistance from their supervisor. If a job procedure needs to be written, it should also
be written with input from the employees. The company will provide leaderships in the
process and assist in the writing of the procedures.
A prioritization summary will be completed listing the job tasks from highest to lowest
and will identify the hazards associated with the task, the level of risk assigned, the
controls applied and reference to legislative requirements by referencing the Act and
General Safety Regulations.
The complete job task and hazard analysis will be reviewed annually to ensure changes
to the operation and new tasks are adequately assessed and updated. All employees are
encouraged to participate in this process.
___________________________________
Senior Officer
___________________
Date
HAZARD IDENTIFICATION
RISK RATING TABLE
LIKELIHOOD: is the probability of a loss when the hazardous event does occur.
Five
Four
Three
Two
(5)
(4)
(3)
(2)
One
(1)
Occurs under normal operating conditions
Occurs in unusual operating conditions
May occur if worker is inattentive or equipment poorly maintained
Only likely in abnormal conditions (ie. Loss of power; incapacitated
worker; malicious damage; emergency conditions)
Not likely to happen – remote possibility- only in extreme conditions
EXPOSURE: is how frequently the hazardous event presents itself.
Five
Four
Three
Two
One
(5)
(4)
(3)
(2)
(1)
Continuous – one/two times per day
Frequent – one/two times per week
Possible – once per month
Some chance of occurring
Not likely to happen – very remote possibility
CONSEQUENCE: is the outcome or result of the hazardous event.
Five
(5)
Four
(4)
Three
Two
One
(3)
(2)
(1)
Catastrophic/disaster – numerous fatalities, chronic health effects,
extreme property/equipment damage.
Very serious – severe injury, serious health effects, damage to
equipment/property.
Serious injury – time loss, medical aid
Injury – temporary disability, first aid injury, minimal damage.
Insignificant – noticeable, no lost time, recorded.
Risk Rating Values:
(5)
Extreme - very high risk consider changing or
eliminating operations.
(4)
High - immediate correction required.
(3)
Medium - substantial risk, controls/correction
needed.
(2)
Low - Risk is acceptable with controls.
(1)
Remote - not much chance of happening.
To calculate risk and determine a risk factor you need to add
Likelihood + Exposure + Consequence divide by 3. The resulting
figure is
the risk value which applies to the above scale.
L + E + C = RISK RATING
ON-GOING HAZARD IDENTIFICATION REPORT
Date of Report: ________________________________________________________
Time of Report: ________________________________________________________
Name of Identifier: _____________________________________________________
Reported to: ___________________________________________________________
Date and Time: ________________________________________________________
Hazard Description: _____________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Name of Witnesses: _____________________________________________________
Additional Comments: ___________________________________________________
_____________________________________________________________________
Corrective Measures and Date: ____________________________________________
_____________________________________________________________________
_____________________________________________________________________
Copies to:
Safety Committee
Area Supervisor
Originator
Is this a re-evaluation of a hazard?
YES (
YES (
YES (
YES (
)
)
)
)
NO ( )
NO ( )
NO ( )
NO ( )
Initials ________
Initials ________
Initials ________
If YES, why ___________________________________________________________
______________________________________________________________________
HAZARD IDENTIFICATION WORK SHEET
Location:
Job:
Team Conducting Evaluation
Level of Risk:
Special Equipment Required:
Description of Job/ Steps/ Process
Hazard(s)
Control
Measure(s)
PRIORITIZATION OF JOB TASKS AND HAZARDS
Highest to Lowest by Job Task
Work Area: ________________________________
No.
Job Task
Hazard (s)
Identified
Level
of Risk
Type of
Control (s)
Company Reference Material/
Information
Reference OHS Regulations
JOB DESCRIPTION
POSITION TITLE:
Accounting Clerk
RESPONSIBILITIES:

Process accounting files for new cars, body shop, leasing department, etc.

Responsible for cash balancing, banking reconciliations.

Process accounts receivables and collections.

Process accounts payable invoices.

Perform payroll calculations and initiate statutory remittances and reports.

Process receivables from manufacturer; co-op advertising; fleet rebates;
warranty claims.

Assist in preparation of monthly statements through reconciliations of
various accounts.

Assist in preparing fiscal year-end working papers for auditors.
JOB DESCRIPTION
POSITION TITLE:
Body Man
RESPONSIBILITIES:

Repair damaged body and parts of cars in accordance with manufacturer
and dealership specifications.

Examine damaged cars and assist in estimating repair costs.

Operate hand and power tools for repairs.

Take out necessary car parts to gain access to car body fenders (includes:
upholstery, accessories, electrical and hydraulic window and seat operating
equipment and trim). Operate power tools and hand tools to file, grind and
sand completed surfaces.

Remove damaged panels, fenders and grills with wrenches and cutting
torch.

Fill depressions with body filler; utilize putty knife.

Weld or bolt replacement parts in position using wrenches or welding
equipment.

Straighten distorted car frames using pneumatic frame straightening
machine.

Refinish with paint spray gun and sand repaired areas.

Align wheels, bleed hydraulic brake system and aim headlights.
JOB DESCRIPTION
POSITION TITLE:
Body Shop Manager
RESPONSIBILITIES:

Ensure the department has adequate sales to generate profit and control
expenditures.

Develop goals and objectives for the department and endeavor to meet
them.

Create and manage an annual operating budget for the body shop.

Keep current and comply with federal, provincial and local laws that affect
body shop operations.

Establish and maintain good working relationships with customers and
insurance adjusters. Maintain customer satisfaction standards.

Recommend purchases of new tools and equipment by keeping abreast of
changes.

Direct and schedule the activities of body shop staff in performing body
repairs, meeting time commitments, productivity standards and maintaining
quality levels.

Ensure parts availability by following up with parts department on orders.

Hire, educate, motivate, guide and monitor the performance of staff.

Break down estimates in parts and labour for Mechanics prior to the start of
the job to allow for the proper time.

Conduct meetings with employees to review activities and any concerns.

Provide fair estimates/costs and time requirements for work promptly to
customers.
JOB DESCRIPTION
POSITION TITLE:
Car Jockey
RESPONSIBILITIES:

Wash and clean-up new and used vehicles.

Match serial numbers of incoming cars against invoices.

Re-arrange cars to maximize space and maintain car lot following a sale.

Register and store keys.
JOB DESCRIPTION
POSITION TITLE:
Cashier
RESPONSIBILITIES:

Collect cash, credit card payments and cheques from customers and staff
for payment of goods and services; record the amounts received.

Prepare the customer’s bill (invoice) using the dealership’s computer
system.

Issue receipts to customers. Prepare change and cash cheques.

Provide cash refunds or issue credit memorandums to customers for
returned goods.

Record/balance totals shown on cash register tapes or computer records;
ensure invoice amounts and payment methods match and are correct;
verify cash on hand to float.

Look after customer complaints with integrity and confidence and refer
clients to the proper individuals.

Direct customers who have additional questions or concerns to the service
advisor or other appropriate individual.

Record work order numbers so that all invoices are accounted for.

Ensure that invoices are not more than 7 days old or held back.

Close out work orders at month end to reduce the work-in progress list.

Operate credit card machines, and verify balances at end of day.

Advise manager immediately of any cash shortages, whether reconciled or
not.
JOB DESCRIPTION
POSITION TITLE:
Cleaner / Lot Maintenance
RESPONSIBILITIES:

Maintain clean and safe working surroundings for all dealership employees
and customers, both inside and outside the dealership.

Sweep shop floors in the service department, body shop, halls, designated
offices and vending areas.

Empty all trash drums both inside and out.

Scrub floors when feasible.

Assist Mechanics with oil and water spills and emptying drain tubs.

Correctly dispose of used oil filters after draining.

Clean hand rails in shop.

Pick up rages.

Clean yard equipment.

Advise management of any conditions that may be hazardous to customers
and /or employees.

Advise purchaser of maintenance supplies that are required.

May assist with minor building maintenance repairs, such as replacing light
bulbs, etc.
JOB DESCRIPTION
POSITION TITLE:
Clean-up Person
RESPONSIBILITIES:

Clean and refurbish new and used automobiles including upholstery, rugs
and car surfaces using vacuum cleaner, cleaning agents, devices and
applications.

Clean engine and compartments with steam cleaning equipment and
various cleaning items to remove grease and grime. Apply special purpose
cleaners to remove foreign materials if other cleaning procedures fail to do
.

Wash car exterior, using cleaning solution, water, cloths and brushes.

Apply wax to auto body, wipe or buff using cloth or buffing machine to
protect and preserve shine.

Apply preservation agents and revitalizers to vinyl tops of cars by applying
dyes and reconditioning chemicals.

Pain engine components and parts with spray gun or aerosol can and
masking materials.

Touch up chipped body surfaces with paint.
JOB DESCRIPTION
POSITION TITLE:
Control Tower Operator
RESPONSIBILITIES:

Regulate the flow of service work through the department and ensure
quality repairs at a fair price.

Keep up a dealership-prescribed standard for “hours per customer repair
order written.”

Schedule shop work as efficiently as possible in accordance with dealership
policy.

Plan maintenance of service vehicles and equipment.

Assign work to Mechanics. Ensure warranty material disposition
procedures are followed by Mechanics.

Verify hard copies turned in by Mechanics to make sure assigned work has
been completed and repair orders have been properly filled out.

Spot-check repairs to assure quality and timely completion.

Open and close repair orders.

Look after routine complaints and accommodate jobs that require one hour
or less. Recommend adjustments greater than one hour to the Service
Manager.

Coordinate parts requirements with the parts department.

Ensure that repair orders are closed out on a timely basis.
JOB DESCRIPTION
POSITION TITLE:
Data Entry Clerk (Parts Department)
RESPONSIBILITIES:

Place daily parts orders.

Help Parts Manager process weekly stock orders.

Make sure unused foreign parts are sent back to vendors.

Make certain credits are received for returned merchandise.

Discharge returned parts from inventory after credits are received, subject
to manufacturer's restrictions.

Supply necessary information to the warranty department to allow prompt
filing of parts warranties.

Approve and forward matched purchase orders and invoices to Accounting
Department on a timely basis.

File company copies of parts counter invoices.

Tally weekly time cards and forward to Office Manager.

Assist counter people with verification of insurance and credit card
processing.

Bring parts master files up-to-date with tapes supplies by computer
company.

Assist in preparing for annual (or more frequent) parts inventory.
JOB DESCRIPTION
POSITION TITLE:
Fleet Manager
RESPONSIBILITIES

Order vehicles for Fleet accounts, and consult with General
Manager/General Sales manager if sold out or out of stock.

Comprehend, keep current and comply with federal, provincial and local
laws.

Hire, educate, motivate, guide and evaluate the performance of fleet sales
staff (if applicable).

Direct and schedule the activities of department staff.

Conduct training sessions as directed by the General Manager.

Generate sales by acquiring new fleet accounts.

Produce a file and all necessary documents for the Accounting Department
to process each deal.

Obtain payment when vehicles are delivered, or get necessary documents
signed if payment is to come within a specified time period.
JOB DESCRIPTION
POSITION TITLE:
General Manager
RESPONSIBILITIES:

Accountable FOR the successful operation of the dealership (eg. Asset
management, cash management, profitability, growth, etc. )

Plan the dealership operations for the coming year and report proposals to
the owner/stockholders for authorization.

Organize the activities of all departments through planning and motivating
to accomplish objectives. Implement changes when required.

Review and recommend enhancements for each department manager’s
monthly forecasts and plans.

Communicate management’s policies and procedures to all staff and ensure
that they are comprehended and followed.

Conduct management meetings.

Organize duties with the business office to make certain that all records and
analyses are properly maintained.

Resolve any client questions, concerns or complaints that line management
has not been successful at doing.

Establish high level of quality and teamwork among departments. Ensure
that every department works amicably and generates income through
effective delegation and control.

Take responsibility for the personnel functions including: interviewing and
hiring procedures, training, measuring and evaluating performance,
recognizing accomplishments, and termination of employment. Analyze
and approve the ]salary and bonus/incentive plans for all employees.

Ensure that all departments are adhering to municipal by-laws, as well as
federal and provincial statutes and regulations.
JOB DESCRIPTION
POSITION TITLE:
General Sales Manager
RESPONSIBILITIES:

Ensure dealership obtains its objectives (including meeting quotas, and
profits) through planning, organizing, coordinating and measuring the
activities of the new and used car sales departments.

Establish yearly and monthly forecasts in terms of gross profit objectives,
department profits and unit sales.

Recommend procedures for short/long range sales promotions, advertising,
staffing requirements, lease promotions, customer concerns, compensation
plans, personnel evaluations and car rentals.

Ensure that standards are maintained for merchandising, displaying and
maintaining new and used cars.

Critique the monthly commission sheets, productivity reports, salespeople’s
monthly forecasts and profit performance.

Predict with each salesperson monthly number and type of customers
coming into the dealership, closing percentages in each category,
prospecting efforts, time utilization, unit sales and projected income to
establish objectives.

Provide on-the-job training for sales people. Develop sales managers who
are capable of achieving sales and profit objectives of the dealership.

Keep up a balanced car inventory and establish a program for moving new
cars in inventory over a specified number of days.

Ensure that all salespeople are licensed according to government
regulations before they sell vehicles, and that they possess a valid driver’s
license.

Other duties as per New/Used Car Sales Managers.
JOB DESCRIPTION
POSITION TITLE:
Leasing Representative
RESPONSIBILITIES:

Sell car leasing services to businesses and individuals in accordance with
set profit and customer satisfaction guidelines.

Call on potential customers to stimulate interest in establishing or
expanding car leasing programs.

Illustrate to customers the concept of leasing and how they can benefit
from reduced capital expenditures, tax savings, etc.

Recommend the style (and number, if a fleet) of car needed to perform the
job satisfactorily with the least expense.

Calculate leasing charges, based on such factors as length of contract,
relevant taxes and anticipated mileage.

Prepare and issue leasing contracts to the appropriate party.

Promote a better understanding of the leasing concept among sales people
and other dealership staff.

Aid in the development of advertising campaigns.
JOB DESCRIPTION
POSITION TITLE:
Leasing Secretary
RESPONSIBILITIES:

Designate a lease unit and customer number to each lease, and record
information.

Prepare and complete all license documentation for leased vehicle.

Attach pertinent documents to lease agreements (eg. Insurance verification,
pre-authorization bank form, customer deliver receipt, etc.).

Type correspondence for leasing department, and handle telephone
inquiries as required.

Prepare and mail monthly leasing statements and invoices.

File leasing documents and records.

Prepare financial leasing documents.

Prepare invoices for security deposits, monthly leasing costs, and license
fees.
JOB DESCRIPTION
POSITION TITLE:
Lot Foreman (New Cars)
RESPONSIBIL.ITIES:

Verify receipt of new cars delivered to the dealership and park in the car
lot. Sign and date bill of lading (delivery receipt).

Examine cars to detect damage and confirm the presence of noted
accessories on the invoice (spare tires, radio and stereo equipment).

Record damage descriptions and note missing items on delivery report,
necessary to claim for damages from the mamufacturer.

Register and store keys.

Transfer sold cars to the new car preparation department.

Service cars in storage to protect battery, tires and finish against damage.

Guard against theft of vehicles, tires and other items. Install locking wheel
nuts, etc.

Assist in dealer trade deliveries.

May match serial numbers of incoming cars against invoices.
JOB DESCRIPTION
POSITION TITLE:
Lot Foreman (Used Cars)
RESPONSIBILITIES:

Keep used cars in good working order; move and clean them as needed.

Clean exterior and interior of new and used cars, including the trunk and
glove compartments.

Clean and change spark plugs.

Repair and change tires.

Replace windshield wiper blades and arms.

Pump up fluids for battery, crankcase, radiator, transmission and brakes.

Change batteries.

Obtain parts from parts department.

Pick up cars from and deliver cars to customers.

Maintain the used car lot in a neat and orderly manner, mover cars as
directed by the Used Car Sales Manager in accordance with dealership
display standards.
JOB DESCRIPTION
POSITION TITLE:
Lube Technician
RESPONSIBILITIES:

Lubricate all moving car parts with specified lubricants.

Operate hand or compressed air powered grease gun to inject grease into
units (springs, universal joints and steering knuckles).

Use spray gun to spray leaf springs with lubricant.

Inspect fluid levels of steering gear, power steering reservoir, transmission,
differential shackles and rear axle housings.

Drain oil from crankcase and replenish with required amount.

Replace air and oil filters.

Add water to radiator and battery.

Assess air pressure of tires.
JOB DESCRIPTION
POSITION TITLE:
Mechanic
RESPONSIBILITIES:

Perform car maintenance and repairs as assigned in accordance with
dealership and manufacturer’s standards.

Obtain repair orders from Control Tower Operator and take to stall area.

Perform work as noted on repair order with accuracy and efficiency in
accordance with dealership and factory standards.

Diagnose the source of any malfunction and perform repair.

Communicate with parts department to obtain needed parts.

Save and tag parts if requested by the customer or if the job is under
warranty.

Examine the car to determine if additional safety or service work is needed.

Notify Service Advisor immediately if further work is necessary, if work
outlined is not needed, or repairs cannot be completed within the time
allotted.

Document work performed.

Road-test cars to quality check work performed or refer to Shop Foreman.

Supervise work of any assigned Apprentice Mechanics.

Attend factory-sponsored training sessions.

Maintain shop area in a neat and orderly manner. Account for all dealership
owned tools.
JOB DESCRIPTION
POSITION TITLE:
New Car Sales Manager
RESPONSIBILITIES:

Assist the General Manager/General Sales Manager in the operation of the
new car department. Establish department objectives and pursue them
through planning, organizing, controlling and measuring performance.

Prepare and manage an annual operating budget for the new car sales
department.

Work with the General Manager/General Sales Manager in forecasting
controllable expense items for the new car department.

Comprehend, keep current and comply with federal, provincial and local laws
that affect new car sales.

Advise the General Manager/General Sales Manager of inventory to be
carried by color, model and options based on customer research and market
analyses.

Aid in the development of advertising campaigns and other promotions, and
monitor their effectiveness.

Hire, educate, motivate, guide and evaluate the performance of staff. Direct
salespeople in setting their objectives on a short/long range basis.

Communicate dealership policies and procedures to new car sales people to
ensure they are understood and followed. Conduct daily and weekly sales
training sessions.

Ensure that all salespeople are licensed according to government regulations
before they sell vehicles, and that they possess a valid driver’s license.

Monitor the efforts of new car sales people to improve the image and
customer satisfaction ratings of the dealership.

Assist sales people in closing deals when necessary.
JOB DESCRIPTION
POSITION TITLE:
New Car Salesperson
RESPONSIBILITIES:

Sell new cars to make dealership profit, increase volume and maintain
customer satisfaction.

Relate objectives and planned activities to the New Car Sales Manager and
analyze and review performance to date.

Examine and analyze actions continually (day, week, month, year) to confirm
how to better utilize time and plan more effectively.

Understand the automobile industry terminology and keep abreast of
technological changes in the product.

Stay on top of new products, features, accessories, etc., and their benefits to
customers.

Recognize that business is built on customer satisfaction and apply oneself to
ensuring customer satisfaction.

Identify each client’s car requirements by asking questions and listening.
Demonstrate new cars.

Deliver new cars to customers. Ensure the customer understands the
operating features, warranty conditions and all related documents to establish
customer loyalty.

Maintain an owner follow-up and prospect development system to encourage
repeat, referral and new business.

Acquaint customers with service department personnel to emphasize the
quality and efficiency of the dealership’s operations.

Deposit cash and cheques with cashier immediately, and provide receipts.
JOB DESCRIPTION
POSITION TITLE:
Office Manager
RESPONSIBILITIES:

Represent the financial status of the organization; implement systems and
controls.

Prepare daily bank deposits and cash reports.

Replenish cash boxes and petty cash and reconcile the accounts.

Publicize Mechanics’ time records daily.

Coordinate work with office staff to ensure timely completion of assigned
tasks.

Ensure that the payroll is prepared on a timely basis, handle all related duties
and maintain the records.

Prepare all related tax documents including: reports, deposits and returns in a
timely and accurate manner.

Oversee the payables function: post invoices, prepare cheques, and reconcile
statements.

Notify staff of additions and changes to inventory for both the computer and
manual stock records.

Manage charge-back program for late charges to inventory.

Prepare detailed reports on sales commissions and charge backs.

Handle end-of-month accounting reports.

Administer employee payments for the health and life group benefits
programs.
JOB DESCRIPTION
POSITION TITLE:
Painter
RESPONSIBILITIES:

Operate cone, disk or nozzle type electrostatic painting equipment; spray
negatively charged paint particles onto positively charged work pieces.

Mix paint according to specifications; use viscometer to regulate
consistency regarding changes in atmospheric conditions.

Set switches and dials to begin flow current and start conveyer and paint
spraying equipment.

Control paint flow to each spray station by turning valves and observing
gauges to set pressure.

Maintain specified temperature in paint tanks by adjusting thermostat.

Examine painted units for sags, runs and unpainted areas. Readjust
pressure valves to control direction and pattern of spray to correct mistakes.

Cover untreated areas with hand spray or by applying rust preventative.

Clean paint from booth walls, ceiling, conveyor hoods/grid, disks, cones,
spray heads and hoses with a brush and solvent.
JOB DESCRIPTION
POSITION TITLE:
Parts Clerk / Shipping & Receiving
RESPONSIBILITIES:

Aid mechanics in determining parts required for repairs in process.

Confirm with Shop Foreman on needed parts for a repair and customer
commitment to the repair prior to ordering out-of-stock items.

Notify Shop Foreman and customer that parts have been received.

Verify information on bills of lading, invoices, orders and other records by
counting, weighing, or measuring items both in and outgoing shipments.

Decide shipping method utilizing knowledge of shipping procedures, routes
and rates.

Affix shipping labels or stencils identifying information on packed cartons.
Post weights and shipping charges.

Insert items into containers using fillers, protective padding and spacers.

Bind containers with metal tape (using strapping machine) and nail covers on
wooden crates.

Unload and examine incoming shipments; record shortages and put aside
damaged items; communicate with shipper to correct damages and shortages.

Guide others in receiving incoming shipments and preparing outgoing orders.
Maintain inventory of shipping materials and supplies. Take in unsold
products returned by Parts Driver.

Assist with phones in the department when front counter is busy.
JOB DESCRIPTION
POSITION TITLE:
Parts Driver
RESPONSIBILITIES:

Pick up and deliver parts and equipment to the dealerships.

Coordinate orders to be picked up from customers, satellite stores or
vendors with the Parts manager, parts department staff and/or the Parts
Shipping/Receiving Clerk.

Obtain recipient’s signature upon delivery and maintain a log of delivery
times.

Unload truck each night; hand in all documents and undelivered parts.

Maintain basic upkeep of the truck; check oil with each fill-up, ensure
truck is lubricated monthly and have annual safety inspections done prior
to their due time.
JOB DESCRIPTION
POSITION TITLE:
Parts Manager
RESPONSIBILITIES:

Responsible for inventory control, purchasing, pricing, merchandising,
displaying, advertising and staff resources for parts department.

Set goals and objectives for department.

Prepare and govern an annual operating budget for the parts department.

Coordinate with Service Manager and Body Shop Manager to ensure parts are
available as needed.

Understand, keep on top of ,m and comply with federal, provincial and local
laws that affect parts sales.

Ensure all parts received are properly costed; and returned parts are correctly
credited.

Hire, educate, motivate, guide and evaluate the performance of parts
department. Direct and schedule the activities of department staff.

Conduct daily and weekly training sessions as directed by the General
Manager. Oversee the work of personnel to enhance the image and customer
satisfaction of the dealership.

Maintain inventory of all parts. Coordinate with the manufacturer on needed
parts. Create procedures and forms to keep track of parts inventory; monitor
data keyed in to computer system.

Ensure that maximum use is made of factory stock orders and factory return
privileges.

Negotiate pricing with vendors to obtain parts.

Return and reduce parts inventory over 9 – 12 months old.
JOB DESCRIPTION
POSITION TITLE:
Receptionist
RESPONSIBILITIES:

Greet customers upon their arrival at the dealership.

Handle all incoming calls quickly and efficiently.

Communicate with callers in a friendly, efficient and professional manner,
trying to minimize the time they are put on hold.

Prepare accurate and detailed messages, indicating the caller’s complete
name, organization name if applicable, the time and any message to be left.

Refer messages to the correct party in a prompt manner.

Provide basic information to general inquiries received by callers. Ensure
that no information is divulged over the phone that is contrary to company
policy.

Place long distance calls.

Distribute and send facsimiles.

Inform telephone company maintenance department of switchboard
operational problems.

Revise and distribute company telephone lists when necessary.

Execute clerical duties, such as typing, sorting mail, arranging couriers and
proof reading.
JOB DESCRIPTION
POSITION TITLE:
Secretary
RESPONSIBILITIES:

Provide top quality secretarial services to represent the dealership.

Handle all incoming telephone calls and take messages for personnel as
assigned.

Maintain itineraries of specific staff and look after tasks that require
immediate attention in their absence.

Make travel arrangements for staff.

Prepare outgoing mail for delivery to the post office.

Organize, open and distribute incoming mail.

Type all documents as assigned (correspondence, forms, etc.).

Operate and see to the maintenance of office machines including:
facsimile, typewriter, computer/work processor and copy machine.

Look after all car orders files. Re-file to permanent sales files when car
invoices are prepared.

Arrange required reports for vendors.
JOB DESCRIPTION
POSITION TITLE:
Secretary Treasurer / Controller
RESPONSIBILITIES:

Organize the financial resources of the dealership; implement necessary
controls; maintain accurate records; prepare files for audit. Ensure the data
processing capabilities and integrity of information.

Analyze and decipher financial statements on a regular basis. Complete and
prepare financial statements for submission to the manufacturer by a specified
day each month.

Organize meetings with department managers monthly to review the financial
statements and advise on any required improvements to be made.

Plan the short and long term profit projections for the dealership. Decide the
number of new cars needed to cover overhead and generate profit.

Communicate on an on-going basis with the General Manager and Dealer to
keep abreast of the cash situation of the business.

Create and maintain an effective cash management system. Preserve the loss
reserves for possible liabilities and trade receivables.

Liaise with corporate auditors regarding their needs for year end audit. Liaise
with corporate bankers and ensure they receive monthly financial statements
on a timely basis.

Administer the payroll function, govern employee benefit programs and
maintain personnel records.

Ensure that all licenses, property and liability insurance are acquired /
renewed; government filling/reporting deadlines are met; all departments are
complying with applicable statutes/by-laws.

Assist the Dealer in establishing policy and preparing the policy statements
and/or employee handbook.
JOB DESCRIPTION
POSITION TITLE:
Service Advisor
RESPONSIBILITIES:

Schedule service appointments in the department and recommend additional
work to customers.

Obtain customer and vehicle data. Confirm each customer’s method of
payment. Obtain approval of credit if necessary.

Communicate with service customers to confirm the nature of the mechanical
problem (s).

Provide estimates for labour and parts. Contact customer by phone for
approval if service work cannot be established at time of reception.

Test-drive the car or refer to the Shop Foreman as necessary.

Indicate on repair order the exact repair instructions, note the main reason (s)
the car was brought in.

Follow-up on work in progress of each repair order during the day. Advise
customers on the status of their cars to ensure they understand the dealership
cares about their business.

Answer work and price related questions. Explain to the customer the details
of the work order so they feel confident the work was done properly and
fairly.

Resolve customer complaints courteously and promptly, or refer customer to
Service Manager.

Complete the closing of a work order. Sign off finished work and phone
customer to advise their car is now ready for pick-up.

Understand car engines and keep up to date on changes; be knowledgeable of
warranties..
JOB DESCRIPTION
POSITION TITLE:
Service Coordinator
RESPONSIBILITIES:

Represent the dealership in a polite and pleasant manner by greeting
customers upon their arrival.

Prepare the customer work order; listen to the customer and ask any
relevant questions that would assist the Service Advisor in diagnosing the
problem (s).

Make telephone calls to customers to advise them of the problems
encountered and any other repairs that may be necessary.

Follow-up with customers who had work previously done to ensure they
are satisfied with the service and treatment.

Answer telephones; take appointments; update customer on car status.
JOB DESCRIPTION
POSITION TITLE:
Service Manager
RESPONSIBILITIES:

Manage the department to achieve sales, profits and efficiency by reaching
maximum production, controlling costs, building a clientele and establishing
solid employee relationships.

Forecast objectives and goals for the department and endeavor to meet them.
Prepare and govern an annual operating budget for the service department.

Understand, keep on top of, and comply with federal, provincial and local
laws that affect service operations.

Become aware of new equipment and tools and recommend purchases.

Maintain service records and reporting procedures required by general
management and the manufacturer.

Observe repair order trends, such as number of repair orders completed,
number of items per repair order, dollar sales per repair order, dollar sales per
Service Advisor, etc.

Make certain that customers’ service files are current and readily available.

Review completed jobs for quality service. Handle all customer complaints.

Act as liaison with factory representatives.

Hire, educate, motivate, guide and monitor the performance of all service
department personnel. Direct and schedule the activities of all staff.

Ensure that mechanics are properly licensed to do safety checks, etc.

Conduct meetings with department employees to discuss business concerns.
Provide technical knowledge to employees as needed.
JOB DESCRIPTION
POSITION TITLE:
Shop Foreman
RESPONSIBILITIES:

Assure continuous quality control on all service repairs performed.

Supervise actual repair procedures and assist with problem repairs.

Assist Service Advisors with difficult diagnoses.

Notify Service Advisors of work delays and additional repair operations
required.

Review all come-backs and initiate measures to avoid repetition.

Maintain inventory records of tools and equipment, and submit
recommendations for the purchase of new tools and equipment to the
Service Manager.

Co-ordinate the storage and disposal of warranty parts in conjunction with
the Parts Department.
JOB DESCRIPTION
POSITION TITLE:
Used Car Sales Manager
RESPONSIBILITIES:

Establish department objectives and pursue them through planning,
organizing, controlling and measuring performance. Prepare and manage an
annual operating budget for the department.

Comprehend, keep current and comply with federal, provincial and local
laws.

Discuss trade-ins daily with the new Car Sales Manager. Maintain delivery
standards of used cars to customers.

Aid in the development of advertising campaigns and promotions, and
monitor their effectiveness. Evaluate customers and marketplace to identify
what customers want.

Hire, educate, motivate, guide and evaluate the performance of used car sales
staff. Direct and schedule the activities of department staff. Conduct training
sessions as directed by the General Manager.

Oversee the work of sales people to enhance the company image. Assist sales
people to close deals when necessary. Develop a program to ensure sales
people are informed of all new inventory.

Maintain a well balanced used car inventory and sell each car at maximum
gross with minimum expense. Purchase used vehicles at reasonable prices.

Responsible for displaying, merchandising, reconditioning and appraising
used cars. Set standards for appraisal and appraise all incoming cars.

Ensure that a physical inventory is conducted on a periodic basis and verified
with book inventory.

Make certain mechanical reconditioning and cosmetic repairs are performed
within cost and time limitations.
JOB DESCRIPTION
POSITION TITLE:
Used Car Salesperson
RESPONSIBILITIES:

Sell used cars to obtain dealership profit, increase volume and maintain
customer satisfaction.

Relate objectives and planned activities to the Used Car Sales Manager and
analyze and review performance to date.

Examine and analyze actions continually (day, week, month, year) to confirm
how to better utilize time and plan more effectively.

Understand the automobile industry terminology and keep abreast of
technological changes in the product.

Stay on top of new products, features, accessories, etc., and their benefits to
customers.

Recognize that business is built on customer satisfaction and apply oneself to
ensuring customer satisfaction.

Identify each client’s car requirements by asking questions and listening.
Demonstrate used cars.

Deliver used cars to customers. Ensure the customer understands the
operating features, warranty conditions and all related documents to establish
customer loyalty.

Coordinate with the body shop and service department to ensure cars are
reconditioned as expected and on time.

Acquaint customers with service department personnel to emphasize the
quality and efficiency of the dealership’s operations.
JOB DESCRIPTION
POSITION TITLE:
Vehicle Clerk
RESPONSIBILITIES:

Review contracts for new and used cars to ensure they are complete prior to
the forwarding to finance and insurance sources.

Collect contract money from finance organizations.

Assist in preparing financial statements; input data; prepare journal entries.

Maintain journals and dealership records.

Prepare tax and title documents.

Submit all legal transfer documents to the dealer manufacturer.

Verify costs for accounting department including reconditioning and
equipment add-ons.

Oversee the accuracy of the inventory account for new and used cars.

Post and key in work orders, invoices and inventory control information.

Make up all stock cards for new and used cars.

Ensure that vehicle sales are entered into the daily operations control.

Ensure that vehicles on consignment get paid on time.

Relate new-car sales to the manufacturer. Requisition new cars on computer.

Register extended service policy contracts.
JOB DESCRIPTION
POSITION TITLE:
Warranty Clerk
RESPONSIBILITIES:

Prepare, process, record and reconcile warranty claims on a daily basis.

Forward warranty claims to the factory and distributors for defective parts.

Confirm criteria required by manufacturer and distributor.

Enter credits on computer.

Make arrangements for parts to be discarded or shipped to factory or
distributor.

Follow up with factory and distributors concerning all unpaid claims
immediately.

File sales documents after they are entered and commissions paid.

Reconcile selected vendor accounts.
Preventative Maintenance Policy
The organization has made a commitment to ensure that all tools and equipment will be
properly maintained so as to reduce the risk of injury and/or property damage. The
policy is written to provide instruction and guidance to all workers, supervisors and
managers ensuring that our established maintenance programs are followed. Scheduled
maintenance requirements for equipment are to be adhered to and any additional
concerns brought to the attention of the appropriate supervisor immediately.
All employees are responsible for checking their tools and equipment regularly. Any
tool or piece of equipment found to be defective will be taken out of service. This
means the equipment/tool will either be discarded or tagged as defective and sent for
repair.
It is the policy of the organization to purchase tools and equipment in accordance with
CSA, provincial and industrial standards.
__________________________________
MAINTENANCE POLICY
All tools and equipment shall be properly maintained to reduce a risk of injury to
employees or damage to property. Preventative maintenance is an important part of the
maintenance program. To ensure this program is enforced and documented the
following apply:
1.
All mobile heavy equipment will be serviced every 150 hours of operation and
documented in the maintenance logs.
2.
All vehicles will have a pre-trip inspection report completed daily and
documented.
3.
Light vehicles will be completely serviced every 5000 km. And documented in
the maintenance log.
4.
Tools (hand and mounted) will be inspected monthly to determine deficiencies.
Any tool needing repair will be promptly taken out of service and replaced or
repaired.
It is the responsibility of the employee assigned the tools and equipment to ensure these
procedures are followed.
_______________________________
Signature
__________________
Date
C2
Process for Developing Safe Work Procedures
Safe work procedures are step by step instructions for doing work the right way. A safe
work procedure identifies the materials and equipment needed, and how and when to
use them. Safe work procedures usually include:
• Regulatory requirements.
• Personal protective equipment requirements
• Training requirements
• Responsibilities of each person involved in the job.
• A specific sequence of steps to follow to complete the work safely.
• Permits required.
• Emergency procedures.
Safe work procedures are generally prepared for jobs that:
• Are critical (high risk jobs where accidents have or could result in
severe injuries).
• Are hazardous and where accidents occur frequently.
• Are new or have been changed.
• Have had new equipment added.
• Require many detailed tasks.
• Involve two or more workers who must perform specific tasks
simultaneously.
• Are done infrequently.
An easy way to develop a procedure is to break the task into small steps. For each step,
determine the hazards and ways to correct them. Some hazards to think about include:
• Being struck by moving equipment.
• Coming in contact with hazardous substances.
• Hitting obstructions or other workers.
• Becoming caught in machinery.
• Falling.
• Being struck by objects falling from above.
• Suffering from exposure to toxic gases, insufficient oxygen or
extreme temperatures.
Process for Developing Safe Work Procedures
You can then use the breakdown of hazards and corrective measures to prepare a
written safe work procedure.
Consider using the following process to develop your safe work procedures.

List all jobs on your work sites. Concentrate on those which have potential for:
– serious injuries
– frequent injuries
– severe property damage
– significant interruptions to production
– public liability
– government intervention

Put the list of jobs in order of the degree of hazard they present and the
frequency they are performed.

Analyze each job by observing and interviewing workers. Record the following
information:
– job name and location
– each step of the job and its hazards
– roles of each worker involved
– special equipment required
– applicable regulatory requirements

Determine the measures needed to control job hazards, such as:
– engineering controls to eliminate or isolate the hazards
– worker training
– personal protective and safety equipment
– hazard markings
– safety meetings
Process for Developing Safe Work Procedures
If engineering controls or worker training can be used to permanently eliminate or
reduce the impact of hazards, implement them.
Prepare your safe work procedure by listing, in order of occurrence, each:
– step of the job
– control measure required (excluding one-time measures such as
engineering controls and development of training).
Also describe:
– regulatory requirements
– special equipment required
– specific training requirements for workers (e.g. journeymen ticket, H2S)

Test the procedure in the field to ensure it:
– is accurate
– meets regulatory requirements
– is understandable to workers

Finalize the written procedure and place it at appropriate work site.

Train workers to follow the procedure.

Include in the orientation of new hires.
GENERAL SAFE WORK PROCEDURES
1.
Eye protection is to be worn in accordance when performing specific tasks as
described in the Safe Work Procedures.
2.
Safety boots are required for all service technicians with slip resistant soles.
3.
Wear your bump cap when needed, especially under a vehicle.
4.
Wear appropriate hearing protections as required (ie. Power tools, air chisels,
impact wrenches).
5.
The shop and storage areas are to be kept clean and clear of obstruction at all
times, dispose of waste in the appropriate containers.
6.
All injuries are to be recorded in the injury record log book regardless of how
minor the injury may appear.
7.
The shop overhead door is to be either all the way up or all the way down.
8.
All exits and doorways are to be kept clear at all times.
9.
Clean up spills promptly and properly.
10.
In keeping with our Maintenance Program Policy, all vehicles, tooling and
equipment shall be inspected for defects before using. All defects will be
reported and the device taken out of service.
11.
Use tools and equipment according to directions provided by the equipment
manufacturer.
12.
Proper lifting equipment must be used when loads are to be lifted, are awkward
or heavy enough to warrant it.
13.
Protect yourself from back injuries by knowing and practicing proper lifting
techniques.
13.
Report to your supervisor all unsafe acts, unsafe conditions and near miss
incidents.
Page 1 of 2
GENERAL SAFE WORK PROCEDURES
14.
Report all injury or damage accidents, illness immediately.
15.
Use the proper hoses to vent exhaust from tailpipes – Carbon Monoxide kills!!
16.
Operate all vehicles and mobile equipment in accordance with site rules and highway regulations.
17.
Flammable liquids such as gasoline, paint thinners, benzene and naphtha etc. should never be used
for cleaning purposes.
18.
Know and use the policies and procedures associated with WHMIS and TDG.
19.
Ensure docking plates are in serviceable condition and secured against slippage.
20.
Paint spray booths exhaust ducts must be cleaned regularly.
21.
Ensure proper signage is placed to warn people they may be walking through a door into a traffic
lane.
22.
Mechanics are required to wear appropriate gloves when performing daily tasks to protect from
exposure to mineral oils, which can produce harmful effects if exposure is constant and over an
extended period of time.
Prohibitions:
The following are prohibited at all times on all company property and work sites:
1. Possession or consumption of alcohol or illegal drugs.
2. Possession of firearms.
3. Fighting, horseplay, practical jokes which interfere with other workers.
4. Theft, vandalism.
5. Damaging, disabling or interfering with safety, fire fighting or first aid
equipment.
6. Arriving for work or remaining at work when ability to perform the job
safely is impaired.
Page 2 of 2
Code of Practice
Respiratory Equipment
From time to time situations will arise where the use of respiratory equipment will be
required. The following Code of Practice gives general guidelines for the selection, use
and care of this equipment.
1) All workers must wear equipment designated for a specific job.
2) Non-disposable respiratory equipment must be maintained in clean, operable
condition. In order to facilitate this goal, respiratory equipment will be maintained
by the parts department head with a sign-out system.
3) Persons Responsible for the Maintenance of the Respiratory Protective Equipment:
a) ____________________________________
b) ____________________________________
c) ____________________________________
4) Selection of Respiratory Protection Equipment:
Ensure the equipment used is suitable for the hazard being encountered.
Disposable welding fume masks are available in ___________________.
5) When equipment is returned to the department head, it will be cleaned and inspected
according to the manufacturer’s recommendations.
Safe Work Procedure
Respiratory Equipment
Respirators are needed in a body shop and service when there is a chance airborne
materials will be inhaled. The respirators must be worn even when adequate ventilation is
provided if airborne chemicals are present.
HAZARD:
Vapours are common in painting, parts cleaning, vehicle refinishing and some rust
inhibitor type applications. The vapours and gases can cause irritation in your breathing
and progress to a far more serious problem.
Fumes occur in high heat jobs such as welding. Sanding operations can also cause dust
particles to become trapped in air passages and cause irritation and lung damage. Mists
are found in spraying, mixing and cleaning job sites.
RESPIRATORS:
There are a variety of respirators available to handle different operations.
 Workers must, with assistance from their Supervisor, decide which type of
respirator provides adequate protection.
 Workers are responsible to use the respirators. If a workers cannot wear a respirator
due to a medical condition such as high blood pressure, asthma or allergies, the
immediate Supervisor must be made aware of the situation.
 All workers required to use respirators will be trained in the use, care and
maintenance of the equipment.
TYPES OF RESPIRATORS:
Disposable Masks – provide filtering protection. These are discarded after each use.
Half Masks - a cartridge filter respirator to be used only in well ventilated areas.
Full Face Masks – protects eyes and face from splashes, flying particles and has a
cartridge.
Safe Work Practices
Eye Protection
Most eye injuries are preventable. Protective eye wear makes a difference, know when
to use it.
A variety of hazards can cause eye damage, they are as follows but not limited to:
• Dust
• Prolonged viewing of computer monitors
• Radiant light
• Chemical splashes
• Flying particles/ debris
Safety glasses that meet the Occupational Health and Safety standards need to be worn
during certain jobs or operations. There are different types of eye protection which
may be required depending on the job task.
 Standard safety glasses – provide the basic protection from hazards that may strike
from the front.
 Safety glasses with Semi-side Shields – also protect from hazards entering from
the side.
 Safety glasses with Eye-Cup Side Shields- provide a more complete protection
from front, side, top and bottom.
 Goggles: Direct Airflow (Regular Ventilation) – fit more securely around the
eyes.
 Goggles: Indirect Airflow (Hooded Ventilation) - used to block chemical
splashes and protect from dust.
 Face Shields – are to be used with other eye protection (ie. Goggles)
 Welding Helmets – protect from intense light, sparks and splashes, etc.
Safe Work Procedures
Eye Injury / Head and Limb Injury
In the event you have an eye injury follow the following appropriate procedures:
 Chemical Splashes: Go to an eye wash station or closest water source immediately.
Look directly into the water stream, hold your eye lids open with your thumb and
forefinger. Flush for at least 15 minutes. Get medical attention immediately.
 Object/Debris in the Eye: Go to an eye wash station or nearest water source. Try
to flush the object by directly looking into the water stream. Do not rub the eye,
this may scratch the eye and embed the particle further. If the particle will not flush
out, loosely badge both eyes and get medical attention immediately.
 Ensure all incidents are reported and recorded in the first aid records.
Bumps, Bangs and Hits – injuries of many descriptions may occur at this type of
facility and can involve pinches to fingers, bumps to the head and bangs to the knees.
The following procedures is to be followed whenever an incident occurs that produces
swelling.
 Apply ice or a cold compress for 20 minutes which will usually reduce the swelling.
Medical attention may be required depending on the severity of the injury.
 Ensure all incidents are reported and recorded in the first aid records.
Consult the Material Safety Data Sheets (MSDS) for information in advance to
know what to do in the event there is an accident.
Safe Work Practice
Storage of Compressed Gas
Improper storage and transport of compressed gas cylinders lead to serious accidents and injury. The
following practices must be maintained to minimize the risk associated with these products.
1.
All cylinders will be stored in a clearly identified storage area away from doorways, aisles, elevators
and stairs.
2.
There will be no smoking within the gas storage area.
3.
Cylinders will be protected from ground contact, ice or snow, salt or corrosion or high temperatures.
4.
Never use a flame or boiling water for thawing a frozen valve. Valves or cylinder heads contain fusible
plugs which can melt as low as 74 degrees Celsius. Use warm water.
5.
Cylinders are to be stored in an upright position and secured with a chain.
6.
Oxygen and fuel gas should be separated by a least 6 meters or by a five foot high wall with a ½ hour
fire resistance rating.
7.
Do not place cylinders where they may become part of an electric circuit. Do not fasten them to work
tables, or strike an arc on a cylinder.
8.
Full and empty cylinders will be stored separately. Empty cylinders should be marked as such.
9.
Cylinders will be stored with regulators removed and with protective caps in place.
10. Cylinders shall be labeled as to their contents. Never assume a cylinder’s content by its color.
11. Cylinders shall be stored where they cannot become contaminated with grease lubricants.
12. Use proper cradles for moving cylinders. Never slide a cylinder. Cylinders may be moved short
distances by rolling them on the edges of their base.
13. Never use cylinders as rollers for moving equipment.
14. Never move cylinder with a regulator attached.
15. Be sure valve cap is in place before moving.
16. Never use oxygen as a substitute for compressed air.
For additional information, consult the applicable OH & S Regulations.
Safe Work Procedure
Connecting and Adjusting Gas Cylinders
1. Fasten the cylinders to be used in an upright position - if cylinders are not on a
suitable cylinder cart, they should be securely chained or strapped to a wall or post
so they cannot be accidentally knocked or pulled over. Be sure the cylinder cannot
become part of an electrical circuit.
2. Crack the cylinder valve – stand to one side or the rear of the cylinder. Open the
cylinder valve slightly for an instant and then close it. This will clean the valve of
dust or dirt which may have accumulated during storage.
3. Always attach a regulator to the gas supply – make sure that the regulator is
proper for the particular gas, service pressure and flow requirements.
4. Do not use adapters unless you follow
5. Never force connections that do not fit properly – to prevent leakage, be sure
the regulator nut is pulled up wrench-tight, not merely hand-tight. Do not
tighten the connections excessively.
6. Do not use lubricants or pipe fitting compound for making connections – oil
and grease in lubricants and compounds can gum up regulating equipment and
torches, can contaminate the gas, and in the case of oxygen service, they can
contribute to fire.
7. Make sure the regulator pressure-adjusting screw is released by rotating it
counterclockwise until it turns freely – this closes the regulator valve and
prevents a sudden surge of pressure from possibly damaging components.
8. Stand to one side of the regulator and regulator/flow-meter away from gauge
face - slowly open the cylinder valve never suddenly. Sudden surges of high
pressure gas can weaken or damage critical components in the regulator.
9. Check all connections and joints for leaks- after making all connections close
torch or downstream valve and then turn in the regulator pressure – adjusting screw
to the desired operating pressure (or just open the flow-meter valve completely).
Using a suitable leak test solution, check every connection and joint from cylinder
to torch for leaks. Correct any leakage before starting operations.
Page 1 of 2
Safe Work Procedure
Connecting and Adjusting Gas Cylinders
10. Never tighten a leaky connection between a regulator and cylinder when
under pressure – close the cylinder valve; allow the trapped gas to leak out, and
then tighten the connection.
11. Use correct pressure and gas flow – once set at the desired level, a flow-meter
will give an accurate measurement.
12. As soon as you have finished working, or if you are going to disconnect the
regulator or regulator flow-meter combination, do the following:
a)
Close the cylinder valve
b)
Open the flow-meter and torch valves to release all pressure from the hose
and regulator,
c)
When the gauge pressure drops to zero, close the flow-meter valve.
Page 2 of 2
SAFE WORK PRACTICES
Defective Tools

Defective tools can cause serious and painful injuries.

If a tool is defective in some way, DON’T USE IT.

Be aware of problems like:
- chisels and wedges with mushroomed heads
- split or cracked handles
- chipped or broken drill bits
- wrenches with worn out jaws
- tools which are not complete, such as files without handles
To ensure safe use of hand tools, remember:
1. never use a defective tool;
2. double check all tools prior to use; and
3. ensure defective tools are repaired.
Air, gasoline or electric power tools, require skill and complete attention on the part of
the user even when they are in good condition. Don’t use power tools when they are
defective in any way.
Watch for problems like:
- broken or inoperative guards;
- insufficient or improper grounding due to damage on double insulated
tools;
- no ground wire (on plug) or cords of standard tools;
- the on/off switch not in good working order;
- tool blade is cracked;
- the wrong grinder wheel is being used; or
- the guard has been wedged back on a power saw.
*Always check the OH&S Regulations to ensure proper use.
Safe Work Practices
Fire Protection and Prevention
The best way to fight a fire, is not to let it happen. Three elements are required to start
and maintain a fire.
1) Fuel (liquid or vapour)
2) Oxygen (ie. From air)
3) Heat (at a temperature high enough to ignite the air /fuel mixture)
The absence of one of these three elements will prevent a fire or put it out.
Prevention plans would include:
 Always follow safe work practices when handling flammable or combustible
materials.
 Properly store or dispose of oily rages, combustible materials, waste and paper
etc.
 Do not overload electrical outlets.
 Ensure access to fire extinguishers – disorder, overcrowding and sloppiness may
block access to fire extinguishers and escape routes.
 Know how to operate the fire extinguishers – inspect fire extinguishers on a
monthly and annual basis; refill fire extinguisher after use.
 Check smoke detectors and carbon monoxide detectors – on the schedule
recommended by the supplier.
 Know where the fire alarms are and make sure they are not blocked.
 Practice fire drills.
 Invite the fire department into the dealership to give advice on fire prevention.
SAFE WORK PROCEDURES
Fire and Use of Fire Extinguishers
General
Good housekeeping is essential in the prevention of fires. Fires can start anywhere and at
any time. This is why it is important to know which fire extinguisher to use and how to
use it.
Always keep fire extinguishers visible and easy to get at. Fire extinguishers have to be
properly maintained to do the job. Where temperature is a factor, ensure that care is taken
in selecting the right extinguisher.
Types of Fires:
Class A: These fires consist of wood, paper, rags, rubbish and other ordinary
combustible materials.
Recommended Extinguishers:
Water from a hose, pump type water can, or pressurized extinguisher, and
soda acid extinguishers.
Class B: Flammable liquids, oil and grease.
Recommended Extinguishers:
ABC units, dry chemical, foam and carbon dioxide extinguishers.
Class C: Electrical Equipment
Recommended Extinguishers: Carbon dioxide and dry chemical (ABC Units)
extinguishers.
Fighting a Fire: Use short bursts on the fire. When the electrical current is shut off
on a Class C fire, it can become a Class A fire if the materials around the
electrical fire are ignited.
•For further information check the appropriate OH&S Regulations.
SAFE WORK PRACTICES
Use of Portable Grinders
General:
Abrasive wheels can cause severe injury. Proper storage of new wheels, proper use
of wheels and proper maintenance of wheels must be observed.
1. Familiarize yourself with the grinder operation before commencing work.
2. Ensure proper guards are in place and that safety glasses, face shields,
gloves and safety boots are worn when using portable grinders.
3. Never exceed the maximum wheel speed (every wheel is marked). Check
the speed marked on the wheel and compare it to the speed on the grinder.
4. When mounting the wheels, check them for cracks and defects, ensure that
the mounting flanges are clean and the mounting blotters are used. Do not
over tighten the mounting nut.
5. Before grinding, run newly mounted wheels at operating speed to check for
vibrations.
6. Do not use grinders near flammable materials.
7. Never use the grinder for jobs for which it is not designed, such as cutting.
* Reference OH & S Regulations for further details.
SAFE WORK PRACTICES
Grinding
General:
Severe injury may occur if proper protective equipment is not used and properly
maintained.
1. Check the tool for the correct distance from the abrasive wheel, maximum 1/ 8” or
3 mm.
2. Replace the grindstone when adjustment of the rest cannot provide 1/ 8” or 3 mm
clearance.
3. If the wheel has been abused and ground to an angle or grooved, reface the wheel
with the appropriate surfacing tool.
4. Protect your eyes with goggles or a face shield at all times when grinding.
5. Each time a grinding wheel is mounted, the maximum approved speed stamped on
the wheel bladder should be checked against the shaft rotation speed of the machine
to ensure the safe peripheral speed is not exceeded. A grinding wheel must not be
operated at peripheral speed exceeding the manufacturer’s recommendation.
6. The flanges supporting the grinding wheel should be a maximum of 1/3 the
diameter of the wheel, and must fit the shaft rotating speed according to the
manufacturer’s recommendation.
7. Bench grinders are designed for peripheral grinding. Do not grind on the side of the
wheel.
8. Do not stand directly in front of grinding wheel when it is first started.
* For further information see the appropriate current OH& S Regulations.
SAFE WORK PRACTICE
Use of Portable Arc Welders
General:
Portable arc welders are a piece of equipment that has to be treated like a vehicle - do not
operate indoors.
1. Be sure the machine is firmly attached to the transporting unit.
2. Check all fluid levels, water, oil, and gas to be sure they are at acceptable levels for
operation.
3. When fueling, DO NOT “top off” the gas tank. Gasoline expands as the temperature
rises, this may result in seepage and an ensuing fire.
4. Do not fuel the machine while it is running.
5. Be sure the radiator and gas caps are in proper working order and securely attached.
6. Do a “walk around” to check for damage and obvious leaks.
7. Any repairs should be done by qualified mechanics or technicians.
8. Make sure all cable are wound securely when transporting.
9. Ensure the side covers are kept closed to protect the machine from any damage from
external objects and outside weather, as well as to protect the operator and others from
moving parts of the machine.
* For further information see the appropriate current OH &S Regulations.
SAFE WORK PROCEDURES
Use of Portable Ladders
Ladders can be used safely if they are given the respect they deserve.
Before using any ladder, make sure that it is in good condition and is the right ladder for the
job task to be done.
1.
When setting up a ladder, secure the base and “walk” the ladder up into place.
2.
The ladder should be set at the proper angle of (1) horizontal to every four (4)
vertical.
3.
Before using a ladder, make sure it is secured against movement.
4.
When in position, the ladder should protrude one (1) metre above the intended
landing point.
5.
Workers shall not work from the top two rungs of a ladder.
6.
Don’t overreach while on a ladder. It is easier and safer to climb down and move
the ladder over a few feet to a new position.
7.
Always face the ladder when using it. Grip it firmly and use the three-point
contact method when moving up or down.
8.
The minimum overlap on an extension ladder should be one (1) metre unless the
manufacturer specifies the overlap.
9.
Keep both metal and wood ladders away from electrical sources.
*Refer to the OH&S Regulations for further information.
SAFE WORK PROCEDURES
Use of Step Ladders
As with all ladders, make sure that the step ladder is in good condition, and is the right
ladder for the job to be done.
Step ladders are to be used only on clean and even surfaces.
1.
No work is to be done from the top two steps of a step ladder, counting the
top platform as a rung.
2.
When in the open position ready for use, the incline of the front step section
shall be one (1) horizontal to six (6) vertical.
3.
The step ladder is only to be used in the fully opened position with the
spreader bars locked.
4.
Tops of step ladders are not to be used as a support for scaffolds.
5.
Don’t overreach while on the ladder. Climb down and move the ladder over
to a new position.
6.
Only CSA Standard ladders will be used.
* Refer to the OH&S Regulations for more information.
Safe Work Practice
Operation of Hand, Electrical or Pneumatic Tools
1.
All employees are to follow manufacturer’s recommendations regarding the safe
use and storage of all hand, electrical or pneumatic tools.
2.
Manuals for all equipment are available in the Foreman’s office.
3.
Always be aware of hazards both to yourself and to other workers that may be
around your work area.
Safe Work Practices
Use of Hand-Held Power Circular Saws
General:
This type of power hand tool is most commonly used in construction, however is often
used for other tasks. Because of this common use there are numerous accidents due
to thoughtless acts.
The following are the minimum accepted practices to be used with this saw:
1. Approved safety equipment such as safety glasses or a face shield are to be worn.
2. Where harmful vapors or dusts are created, approved breathing protections is to be
used.
3. The proper sharp blade designed for the work to be done must be selected and used.
4. The power supply must be disconnected before making any adjustments to the saw
or changing the blade.
5. Before the saw is set down be sure the retracting guard has fully returned to its
down position.
6. Both hands must be used to hold the saw while ripping.
7. Maintenance is to be done according to the manufacturer’s specifications.
8. Ensure all cords are clear of the cutting area before starting to cut.
9. Before cutting, check the stock for foreign objects or any other obstruction which
could cause the saw to “kick back”.
10. When ripping, make sure the stock is held securely in place. Use a wedge to keep
the stock from closing and causing the saw to bind.
* For further information see the appropriate current OH&S Regulations.
Safe Work Procedure
Lockout of Energized Equipment
This procedures applies when workers are working on or maintaining equipment that is
powered by electricity, compressed air or gas, or has moving parts.
1. Electrical equipment shall be turned off and disconnected from its power source if
possible, or at a minimum, breakers shall be shut off. Under no circumstances will
work be performed on electrical equipment while power is being supplied to
the equipment. The point at which the power is disconnected will be locked if
possible an tagged in accordance with (4) below.
2. Pressurized equipment (e..g. Compressed air lines) shall be bled to atmospheric
pressure, isolated by valves, and the valves will be locked and tagged in accordance
with (4) below.
3. Moving parts shall be blocked or secured and a tag will be affixed in accordance
with (4) below.
4. Tags shall contain the following information.
a) A “Do Not Remove” warning
b) Space for a description of work being performed
c) Space to state who is authorized to remove the tag
5. Locks specific to this procedure will be stored in the warehouse. Keys will only be
available to the person who tagged the equipment locked out, his supervisor, or a
member of the Safety Committee.
6. Removing a tag or lock without authorization will be considered a major violation
under the disciplinary program.
Safe Work Procedure
Driving Company and Customer Vehicles
When driving loaner, company, shuttle or customer vehicles the following apply:

Before operating a vehicle – adjust the seats, steering wheel, mirrors, etc.

Obey all traffic laws. Drive defensively.

Allow proper distance between vehicles when driving.

Be alert, anticipate road conditions and the actions of other drivers.

Don’t drive if you are sleepy or drowsy.

Always use seat belts and make sure all passengers do the same.

Use all legal and required passenger restraint systems.

When backing up get help if your vision is obscured.

Make sure the vehicle has a displayed dealer plate or the necessary transit
permits.

Service Test drives: Remember when you are going for a service drive you
should never turn around on the road, you should wait for an intersection and
make proper legal turns. Don’t back onto a highway.

Dealer Transfers: Make sure your drivers clearly understand where they are
going. Does the driver know the distance to the other dealership; will there be an
overnight stay? Make sure your driver picks up and drops off the right vehicle and
that he/she is capable of safely driving that vehicle.

Safe driving is your responsibility. It’s the law. Check your local sources for
complete lists of safe driving techniques.

Always follow the appropriate “ Working Alone” legislation. Reference the
policy in this manual.
Safe Work Practices
Repetitive Tasks
REPETITIVE STRAIN INJURES (RSI) are disabling condition of the soft tissues
and joints of the body. Most often affecting the upper limbs and the neck. Repetitive
movements can affect muscles, tendons, ligaments, bones, joints and bursae. RSI’s
cause pain, tenderness, redness, swelling, weakness and possibly limited movement in
the affected area.
RSI type of injuries are most often associated with jobs that:
A) require long periods of repetitive movement;
B) require long periods of holding the body in a fixed position .
Combine the above with jobs that require the use of vibrating tools or equipment, jobs
that put excessive pressure on isolated areas of the hand or fingers (ie. Pulling
triggers) and the chances of developing an RSI are increased.
There are a variety of RSI injuries. Examples are as follows:
• Tendinitis
• Epicondylitis
• DeQuervaines’ disease
• Trigger finger
• White finger
Carpal Tunnel Syndrome (CTS) is one of the more common repetitive strain injuries.
Follow is a brief description of this type of injury:
– A nerve problem caused by too much pressure being put on the median
nerve that runs through the wrist. When the nerve is compressed at the
point it passes through the narrow tunnel of the ligament and bone at your
wrist, it causes pain and numbness. A pins and needles sensation may
occur as well as burning and pain in your fingers. Advanced stages of this
condition could result in difficulty in grasping and holding objects.
Page 1 of 3
Safe Work Practices
Repetitive Tasks
There are many conditions that can put pressure of the nerve in the wrist. Operating
hand drills, paint guns, key board work, assembly and many other tasks can all
contribute to a CTS type of discomfort. Performing these jobs in cold weather and
working in awkward positions can also contribute to the problem. The following are
tips on how to reduce the chances of developing carpal tunnel syndrome (CTS).
Try to keep your wrist in a more neutral or comfortable position. Do conditioning
exercises to strengthen your hands and writs.
 Avoid overloading small muscle groups. Rotate tasks when possible, this will give
you breaks in your routine.
 Use the right tool for the job. Using the wrong tool and bending writs awkwardly
may cause problems.
 Work at properly designed work stations.
 When working a lot with computers consider the following….
•
The best combination of equipment, furniture and posture to suit
your comfort and efficiency:
1) Your chair should be selected on the advise of an expert that
understands your needs and habits, etc. This may sound
excessive but the right chair will make all the difference in
your comfort.
2) Your monitor shouldn’t bee too high or low. Your monitor
shouldn’t bee too high or low. You should be looking slightly
down towards the middle of the screen.
Page 2 of 3
Safe Work Practices
Repetitive Task
Posture:
Consider what posture will be comfortable for you as you perform this repetitive task.

Sit so your thighs, forearms and hands are parallel with the floor.

Your fingers, wrists, arms and back are in comfortable and relaxed positions.

Your feet are flat on the floor or on a foot rest.

Try a wrist rest. The extra lift is designed to keep your wrist and fingers more
comfortable.

Try wrist supports. Again these may help keep your wrists in their natural
position.

Try an ergonomic keyboard. Another way of getting your hands and writs in a
more natural position.

Keep your mouse at the same height as your keyboard. Keep it close so you
don’t have to reach.

Take periodic breaks. Move around, stretch and exercise to increase circulation
and ease the tension.

Consult a doctor, ergonomic specialist or computer expert for advice on
posture and workplace ergonomics.
Page 3 of 3
Safe Work Practices
Lifting and Bending
Most back problems are a result of poor lifting habits. Bending at the waist and
extending over a load is an improper lifting technique and will result in injury. Your
lower back literally becomes the fulcrum (hinge or support) for not only your body
weight but also the load. Should the task require twisting it would add extra strain on
the back making the possibility of injury that much greater.
When lifting and carrying objects consider the following:
A) Plan the job. Don’t lift material you can’t handle, know your limits. Don’t risk
hurting yourself. Get help to lift heavier and awkward objects and use the proper
equipment. Prepare your body for the lift by warming up and stretching.
B) A clear line of vision is necessary when carrying objects to prevent a sudden
movement or fall.
C) Number of lifts. You may be able to lift 2 – 3 loads with no problem, but 20 – 30
repetitions would be excessive. Assistance and timing are important, space the
number of lifts over an extended period of time and take adequate breaks.
D) Size and shape of the load. A load that is awkward but light may still present a
risk due to the shape and size.
E) Appropriate protection. Wearing the appropriate gloves will prevent cuts and
slivers.
F) If you are lifting overhead do not stand on your tip toes.
G) Do not jump down to another level while carrying loads, this seriously jars the
spine.
Page 1 of 2
Safe Work Practices
Lifting and Bending
Acceptable lifting techniques:
1) Your feet should be about 12 to 15 inches apart. This will provide good balance.
2) Legs are normally more powerful than backs or arms. Bend your legs as if to sit,
this allows your legs to do the lifting.
3) Try to keep your back straight but incline forward far enough so that your arms can
lift vertically.
Do not bend only at the waist.
4) Hold the object in a firm, comfortable grip.
5) Take a deep breath as you lift. Inflating your lungs helps support your spine.
6) Hold the load close to your body. Holding the load away from your body makes it
harder on your arms and your spine. Holding it close really helps your back.
7) Check with a professional for further advise on proper lifting techniques and if you
have any back related problems.
Page 2 of 2
Safe Work Practice
Lift Operation (Hoists)
A lift is a powerful piece of equipment – what goes up will come down, it is the
responsibility of the operator to ensure the hoist goes up and down properly.
 All employees operating a lift must receive adequate training in the operation of
the lift.
 Always refer to and follow the manufacturer’s instructions.
 If the lift is not working properly, do not use it. Lock out and tag until a person
trained in the repair and maintenance of the equipment is accessed.
 Do not operate the lift if you are unsure of the weight capacities.
 Remain at the controls during raising and lowering.
 Make sure lift arms, supports and adapters are clear before you drive the vehicle
into the bay.
 Position the vehicle properly on the lift, get help if needed.
 Find the centre of gravity for the vehicle, this is different for front and rear wheel
drive vehicles.
 Use the manufacturers designed and approved lift points. Place the contact pads
accordingly.
 Flip up pads need to be secured and in position then spot them under the vehicle.
 Only use the proper manufacturer approved extenders.
 Make use of roll-off chocks recommended and/or provided by the manufacturer.
Page 1 of 2
Safe Work Practice
Lift Operation (Hoists)

Never override self-closing features of the lift controls.

Make sure the hoist is as low as possible prior to bringing the vehicle into the
area.

Keep the lift area free of trash, parts and other obstructions.

Do not ride the lifts - vehicles only.

Do not allow rocking of the vehicles while up on the lift.

Use safety stands when working with heavy parts or assemblies.

Prior to lowering a lift check out the area underneath to ensure all is clear.

When removing the vehicle, reposition the lift arms etc. to provide a clear view
and easy exit.

Always consult the manufacturer’s instructions for additional information or
assistance.
Page 2 of 2
Safe Work Practice
Refinishing – Body Shops
The Refinishing department deals with many specific hazards. Employees need to
look at the different operations to ensure a complete understanding of the risks and
hazards.
Hazards:
•
•
•
•
•
solvents for cleaning
Sanding and grinding sending dust, lead and chromate into the
air
Acids for metal prep
Body filling involving cream hardeners, lead and zinc
Paint mixing would include solvents and isocyanates, lead and
chromate.
To minimize the risk workers must follow shop procedures and applicable regulations.
 Reference MSDS to ensure an understanding of handling and emergency
guidelines.
 All workers must be trained in WHMIS
 Read and understand the product distributors written material on safe handling of
the products
 Ensure emergency phone numbers are posted in a highly visible area.
Workplace Hazardous Material Information System
(WHMIS)
WHMIS defines hazardous materials as controlled products unde3r the Federal
Products Act. The system is Canada wide which provides information on worker
protection from the hazardous materials in the workplace.
Three main issues covered in WHMIS are:
•
Labeling of controlled products
•
Material Safety Data Sheets (MSDS)
•
Training Programs.
Labeling: There are two types of labeling – supplier and workplace
Supplier: The label applied to the hazardous product by the supplier
Workplace: The label which the employer supplies if the original
becomes illegible or the product is transferred to another container.
Material Safety Data Sheet (MSDS):
These information sheets provide detailed information about the content, hazards and
emergency response measures for the controlled product. MSDS must be available to
the workers for any controlled product the worker is exposed to at work. The MSDS
are provided by the supplier and/or the employer.
Page 1 of 2
Workplace Hazardous Material Information System
(WHMIS)
Training:
Any staff member working with these hazardous materials needs to be trained with
respect to:
A) Employer and employee responsibilities.
B) Hazards of the product
C) WHMIS labeling requirements.
D) MSDS contents
E) Procedures for the safe handling, use, storage and disposal of
hazardous materials.
F) Emergency response and first aid procedures.
Before an employee handles any hazardous products he or she should:
•
•
•
•
Be aware of the hazards and take appropriate precautions, read
MSDS.
Make sure they have approved protective clothing and safety
equipment.
Make sure there is adequate ventilation and approved fire protection.
Make sure first aid is available.
Page 2 of 2
Transportation of Dangerous Goods
(TDG)
Transportation of dangerous goods is government legislation that details the safety
requirements for the handling, transporting, shipping and receiving of
dangerous goods, transporting by air, rail, road or water.
The regulations highlight a number of key areas:
1) Classification: There are nine classes of goods. Some of the classes are
subdivided further depending on the type of hazard they present.
2) Documentation: When shipping goods considered dangerous, a shipping
document must accompany the goods at all times.
3) Safety Marks: Safety marks, on placards, labels and a variety of package
markings must identify dangerous goods.
4) Training: Any employee handling, shipping or receiving dangerous goods must be
trained or be working under the direct supervision of a trained person. The
trained person must have a valid TDG certificate.
Reporting:
Spills, bulk container damage, fire, explosion and transportation accidents involving
dangerous goods must be reported immediately.
For details on reporting discuss with your Supervisor and/or Occupational Health and
Safety.
INSPECTION POLICY
Inspections of all places of employment, including buildings, work sites, equipment,
tools, machinery and work practices. These inspections will be conducted on a regular
basis with a maximum interval between inspections of one month.
A Health and Safety Committee representative, Safety Coordinator and one employee
from the area being inspected will form the Inspection Team.
Inspections will be recorded on the standard inspection form provided and copies will
be distributed by the Safety Coordinator to:
- Area Supervisors
- Management
Where unsafe or un-healthy conditions, procedures or practices are found in the course
of an inspection, the supervisor shall take action to have the matter remedied without
undue delay.
The General Manager shall review the inspection reports on a quarterly basis with the
Safety Coordinator.
Supervisors are responsible to conduct on-going informal inspections in their areas of
responsibility to ensure day to day operations maintain the standard.
Pre-trip or pre-equipment use inspections must be conducted and documented as stated
in the General Safety Procedures.
Contractors/Sub-contractors are responsible to conduct inspections in their work
areas on a regular basis and forward copies to the Prime Contractor Supervisor.
______________________________
Signature
___________________
Date
INSPECTION POLICY
It is the policy of this company to maintain a program of safety inspections. The
objective of this program is to control hazards in the workplace.
All company facilities and job sites shall be included in the inspection program.
Inspections of equipment and tools will be conducted according to the maintenance
policy.
Informal inspections shall be conducted by management on an ongoing basis and may
be done in conjunction with other business. Formal inspections involving Management
shall be conducted at least quarterly and documented.
Supervisors shall conduct regular formal, documented inspections in their area of
responsibility, or ensure the inspection is conducted by a qualified designate.
________________________________
Signature
_____________________
Date
INSPECTION POLICY
It is the policy of this company to maintain a comprehensive program of safety
inspections at all facilities and car lots. The purpose of this policy is to control losses
of human and material resources by identifying and correcting unsafe acts and
conditions.
RESPONSIBILITIES:
•
The manager is responsible for the overall operation of the program.
•
Supervisors are responsible for directing formal inspections in their
area of responsibility and for involving workers in the inspections.
•
Employees are responsible for participating in and contributing to
the inspection program.
_______________________________
Signed
____________________
Dated
WHMIS Inspection Checklist
Product Name
WHMIS Label
Yes / No
MSDS
Yes / No
Worker Training
Completed
(Date)
Corrective
Action
Required by
(Date)
Completed by: ______________________ Position: _________________________
Date: ________________________
Reviewed by: __________________________
When conducting inspections observe the following:
GENERAL PHYSICAL CONDITIONS:
1.
Electrical fixtures: wiring, cords, grounds, connections.
2.
Mechanical power transmission: condition and guarding
3.
Machine guarding: nip points, cutting and shear edges, presses, rotating parts and gear devices.
4.
Walking and working surfaces: guarding and conditions
5.
Compressed gas cylinders: segregation in storage, weather protection and restraints.
6.
Flammables: storage and ventilation.
7.
Exits: marked, visibility, lighting, and unobstructed access.
8.
Deluge showers and eye baths: water flow, temperature and drainage.
9.
Ladders and climbing devices: condition, storage and proper use.
10.
Hand tools: condition, storage and proper use.
11.
Materials handing equipment and lifting devices: condition, proper use and storage.
12.
Scrap and refuse: accumulation, removal, storage and disposal.
13.
Aisle ways and storage stacks: accessibility, marking, adequate dimensions.
14.
Tag out and lockout: adequate, used and condition of tags and lockout devices.
FIRE PREVENTION AND CONTROL:
1.
Fire detection and alarm systems: installation, adequate coverage and service testing.
2.
Sprinkler systems: clearance for type of storage, adequate pressure and flow volume of water or
chemical supply and maintenance.
3.
Fire evacuation: exit route maps, personnel training and emergency drills.
4.
Portable extinguishers: correct type, mounted correctly, locating of signs and guides, unrestricted
access, maintenance.
5.
Fire prevention: adequate housekeeping, waste disposal and flammable material controls.
6.
Fire containment: fire control doors and seals, ventilation controls.
7.
Fire notification: telephone and alternate systems for notification of fire team and outside services.
8.
Fire services: hose outlets, valves, and water supply adequate, compatible with local fire unit
equipment and tested for serviceability.
9.
Fire equipment: color coding, signs and access, compliance with government standard.
ENVIRONMENTAL HEALTH
1.
Caustic, corrosive, and toxic materials: container, labels, storage, disposal, and
spill clean-up.
2.
Ventilation: of toxic fumes, vapors, mists, smoke and gases.
3.
Noise exposure: measurement and controls.
4.
Radiation exposure: measurement and controls.
5.
Temperature extremes: measurement and controls.
6.
Hazardous substances: information to affected employees.
7.
Illumination: surveys and controls.
8.
Human factors engineering: surveys and controls.
9.
Personal protective equipment selection, location and compliance.
10. External environmental protection: evaluations and actions.
SAFETY TRAINING POLICY
PURPOSE:
The purpose of this policy is to ensure that all employees receive adequate safety
training.
POLICY:
The company will provide and ensure that all employees participate in the following
safety training:

Orientations for all new hires.

Job specific training as required (on-the-job)

Standard First Aid/CPR for appropriate number of workers

WHMIS - all workers

TDG
XYZ Company holds safety meetings monthly and requires all workers to participate.
______________________________
Signature
________________
Date
SAFETY TRAINING POLICY
XYZ COMPANY strives to provide the highest of quality services and product while
maintaining a safe and healthy workplace. To accomplish this goal we must ensure our
workers are adequately trained and qualified.
The company will provide and ensure that all employees receive the following training:
• Safety orientation the first day of employment
• Job specific training as required
• WHMIS training
• First aid training
Employees are required to attend general safety meetings which are scheduled on a
regular basis.
It is the responsibility of the Supervisor to ensure the training requirements are met,
documented and the necessary information given to the Human Resources department.
_______________________________
Signature
E2
__________________
Date
PERSONAL PROTECTIVE EQUIPMENT POLICY
It is the policy of XYZ Company to enforce the use of personal protective equipment
by all employees.
The requirements are as follows:
• All mechanics will wear CSA approved boots specific to certain
areas.
•
Mechanics will wear gloves as provided by the company appropriate
for their tasks.
•
All PPE used by the company will meet the requirements of OH&S
regulations.
•
All PPE that is damaged, modified or in need of repair will be
removed from service.
•
All PPE that has been removed from service will be tagged “OUT
OF SERVICE” and will not be returned to service until repaired and
inspected by a qualified person.
•
All PPE will be worn, used and cared for as per manufacturers
instructions.
______________________________________
Signature
_________________
Date
ORIENTATION FOR NEW WORKERS
Instruction to Safety Coordinator:
1.
Use this checklist to orient all new employees on the first day of employment.
2.
Only check off each subject when you are sure that the employee fully
understands it.
3.
This orientation should take approximately 2 hours.
4.
Once finished have the employee sign the bottom. This is to indicate they have
received the orientation.
5.
The Safety Coordinator will also sign the bottom to indicate the orientation has
been given.
6.
Once the orientation is completed a copy will go to the appropriate Supervisor
and a the original to Personnel for the employee file.
Employee Name: ___________________________________ Employee #: _________
Supervisor: _______________________________ Department:__________________
Date of Hire:_______________________ Orientation Date: _____________________














Orientation Topics:
Health and Safety Policies
Hazard Assessments / Work site specific hazards
Controls and Safe Work Procedures
General Safety Rules
Worker Responsibilities
Employer Responsibilities
Personal Protective Equipment
Emergency Response Procedures
Training Requirements
Enforcement Policy
Right to Know and Refuse
Reporting Obligations for Accidents/Unsafe Acts/ Health Concerns
__________________________________
Safety Coordinator:__________________________
Employee:_________________________________
Date:______________
TRAINING OF WORKERS AND SUPERVISORS
Workers will receive adequate specific instructions for new or different work they are
assigned.
Whenever a worker receives training, such training will be recorded.
Supervisors must ensure that employees are trained sufficiently to perform their tasks
safely.
Supervisor Training:
Supervisors will receive specific training and direction, where necessary, to carry out
their duties in a responsible manner.
Additional training for Supervisor’s will include:
 Legal requirements
 How to conduct inspections
 How to conduct investigations
 Proper use and care of personal protective equipment
 Emergency response training
 How to conduct safety meetings
 Supervisory skills and communication
_______________________________
Signature
_____________
Date
TRAINING RECORDS
EMPLOYEE
COURSE
DATE
COMPLETED
TRAINER
EXPIRY
DATE
ON-THE-JOB TRAINING RECORD FORM
Employee: ______________________________ Job Title: ______________________
Tasks to be performed:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Hazards:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Training Provided:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Date(s) of Training: _____________________________________________________
Trainer: _________________________________
Trainee: _________________________________
Comments:
______________________________________________________________________
______________________________________________________________________
E7
Emergency Procedures
Definition of an Emergency:
An emergency is defined as any unexpected, unplanned event which could result in
serious injury, loss of life, property damage, environmental damage and that demands
immediate action.
Examples of emergencies are:
• Serious injury or death
• Fire or explosion causing property damage or down-time
• Oil or chemical spill, gas leak
• Motor vehicle accident
• Serious health problem
• Allergic reaction
• Major weather activity
• Hoist failure
• Violent customer/worker
• Bomb threat
Emergencies are defined in three levels:
Level 1:
In a level 1 emergency there is no potential danger to the public outside company
property. The situation can be handled entirely by company personnel.
Level 2:
A level 2 emergency occurs where there is no immediate danger but sufficient potential
for danger exists to justify alerting outside services such as police, fire, OHS. There are
requirements in the legislation for reporting.
Level 3:
In a level 3 emergency , safe operating control has been lost causing or potentially
causing severe injuries or fatalities of employees, or the public, or serious damage to
the environment and property. Appropriate action in handling the media and public are
important.
Emergency Procedures
Emergency Reporting:
 It is the responsibility of every employee of the company to report all situations that
occur to their immediate supervisor.
 Emergency phone numbers are posted by all telephones throughout the facility to
ensure immediate response.
 An emergency warning system is installed to ensure everyone is notified for
evacuation of the facility.
 Emergency plans are posted throughout the facility indicating location of fire
extinguishers, exits, eye wash stations, first aid supplies.
 The first aid responders are first responders if the event is an injury or health
related. Know who is the responder in your area, check the bulletin board for
current listings.
 Evacuations of the facility will be directed and controlled by the managers on site.
 The Managers and First Aid Responders are responsible to ensure the scene is
controlled and appropriate emergency services are contacted if an outside source is
required.
 Workers are not to re-enter an evacuated building until directed by a Manager. If a
rescue is required leave it to the professionals, do not become another victim.
 Sales personnel are responsible to direct the customers to a safe area in the event of
a facility evacuation.
FIRST AID SERVICES AND EQUIPMENT
The XYZ Company will maintain first aid stations that meet with the OH &S
legislation.
An appropriate number of employees will be trained according to the requirement
stated in the first aid regulations.
Supervisors are responsible:
 to ensure all first aid supplies are inspected and replenished as needed.
 to ensure first aid records are maintained
 to ensure all workers have been trained
Records of first aid treatment will be reviewed by the Safety Committee at a
monthly meeting to track trends and needs. Suggestions for improvement and
prevention of injury will be brought to the attention of the General Manager for
final approval and direction for implementation of the necessary changes.
All records will be maintained in a confidential manner in keeping with the OH&S
Regulations.
LIST OF EMERGENCY CONTACTS
Emergency Response
Phone Number:








___________________________
___________________________
___________________________
___________________________
___________________________
___________________________
___________________________
___________________________
Fire
Ambulance
Police / RCMP
Disaster services
Hospital
Doctor
Poison control centre
EUB
Company:


Senior manager
Safety coordinator
__________________________
__________________________
Alberta Government Agencies:







Workplace Health and Safety
__________________________
Environment
__________________________
Forestry
__________________________
Public Safety Services
__________________________
Transportation of Dangerous Goods __________________________
Electrical Safety
__________________________
Boilers Branch
__________________________
Other:




Power company
Telephone company
Gas company
Local Authorities for evacuation
__________________________
__________________________
__________________________
__________________________
INVESTIGATION POLICY
The Investigation Team will consist of the Safety Coordinator, representative from the
Safety Committee and Supervisor of the area.
All accidents/incidents/near misses/ occupational illness must be reported and
investigated. The type of investigation will depend on the severity or the potential
severity of the incident.
All lost time claims must be promptly reported and investigated. The investigation
determines the cause or causes of the accident/incident, determining unsafe or unhealthy
conditions, acts or procedures. Recommendations for corrective actions must be
determined and followed to completion.
The following information shall be on the report:
1.Place, date, time of accident/incident
2.Names and job titles of persons injured
3.Names of witnesses
4.Description of the occurrence
5.Statement of sequence of events which preceded the accident. incident
6.Identification of unsafe or unhealthy conditions which contributed to the accident
7.Root (Basic) cause of the accident/incident
8.Recommended corrective actions to prevent recurrence
9.Names of the investigation team
10.Drawing (Sketch) of the accident scene
Copies of the investigation report shall be forwarded by the Safety Coordinator and
Safety Committee to the General Manager for review. Senior manager along with the
Investigation Team will discuss the recommendations for corrective action and method
of implementation of that action.
Supervisors are responsible to implement immediate temporary correction action until
the investigation is completed.
_________________________________
Signature
____________________
Date
INVESTIGATION POLICY
It is the policy of this company that all accidents, incidents (near misses) and
occupational illness be reported and investigated.
An investigation report is not complete until all parties involved in the
accident/incident have signed off.
Supervisors are responsible to share the outcome of the investigation with their
workers at an area team meeting to ensure everyone understands what really occurred
and what corrective action has been or will be implemented.
A general review of incident reports and investigations will be included on the agenda
at the monthly safety meetings.
Contractors / Sub-contractors:
All contractors/sub-contractors must follow these reporting and investigation
procedures when working on the company property.
_________________________________
Signature
___________________
Date
INVESTIGATION POLICY
It is the policy of this company to have all incidents that result in injury, illness,
property damage, or that could have resulted in serious injury, illness or property
damage reported and investigated.
The purpose of such investigations shall be to determine the root cause of the incident
so appropriate action can be taken to prevent recurrence. It is important to remember
the main focus of the investigation is not to lay or assess blame.
It is the responsibility of all workers to report all incidents to their immediate
supervisor promptly. Supervisors shall be responsible for conducting investigations
and submitting reports and recommendations to the management team. Management
will determine the appropriate corrective actions and together with the supervisors and
workers implement the action in a timely manner.
___________________________________
Signature
_____________________
Date
PROGRAM ADMINISTRATION
SAFETY MEETINGS
It is important that health and safety issues and concerns effecting employees are
communicated in an efficient manner. For this reason monthly health and safety
meeting will be conducted. Area team meetings will also be conducted on an as need
basis.
HEALTH AND SAFETY COMMITTEE MEETINGS
These meetings will be conducted once a month a week prior to the general health and
safety meeting. The members of the safety committee will be given addition training to
gain a full understanding of their responsibilities and appropriate procedures for the
committee.
AREA TEAM MEETINGS
These meetings are the responsibility of the area Supervisors. It is recommended that
each Monday morning prior to starting work a fifteen minute meeting be held. The
purpose of this meeting is to get feedback from the workers, each worker should be
encouraged to get involved in these meetings. This is also a time when questions can
be answered, new hazards discussed, additional training requirements addressed or
general safety motivation information shared. These meetings are to be recorded on
the appropriate form and submitted at the monthly meetings to the Safety Coordinator.
SAFETY COORDINATOR
A monthly statistic report will be completed by the Safety Coordinator then at the end
of the year an annual summary will be completed. The purpose of these reports is to
track trends and needs and to ensure controls and procedures are adequate. This will
also ensure the health and safety requirements of the program are in fact being
followed. The reports will be completed as stated in the Monthly Safety Summary and
Year End Safety Summary forms.
AREA TEAM MEETINGS MINUTES
SUPERVISOR: _______________________ AREA:___________________________
DATE: ___________________ NUMBER IN ATTENDANCE: __________________
TOPIC: ________________________________________________________________
ALL ATTENDEES MUST SIGN THE BACK OF THIS RECORD.
EMPLOYEE CONCERNS FOR THE AREA:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
CORRECTIVE ACTION REQUIRED:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
HEALTH AND SAFETY CONCERNS IN GENERAL:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
CORRECTIVE ACTION REQUIRED:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
SUPERVISOR SIGNATURE: _____________________________________________
MONTHLY SAFETY SUMMARY
Date: ________________________________
1.
Number Workers Hired:
Number Completed Orientations:
______________
______________
2.
Number Area Team Meetings Scheduled:
Number Conducted:
Percentage Attendance:
______________
______________
______________
3.
Number Formal Inspections Scheduled:
Number Completed:
Total Unsafe Acts/Conditions Identified:
Number Corrected:
Number Outstanding:
______________
______________
______________
______________
______________
4.
Number of Accidents/Incidents/Illness:
Damage Only:
Injury Only:
Injury and Damage:
Near Miss:
______________
______________
______________
______________
______________
Number of Investigations Completed:
Outstanding:
Number of Recommendations Made:
Complete:
Outstanding:
____________________________________
Safety Coordinator
______________
______________
______________
______________
______________
YEAR END SAFETY SUMMARY
Date: __________________________________
1.
Total Number Workers Hired:
Total Number of Completed Orientations:
________________
________________
2.
Total Number Area Team Meetings:
Total Number of Safety Meetings
Total Number of Safety Committee Meetings:
________________
________________
________________
3.
Total Number Monthly Inspections Completed: ________________
Total Unsafe Acts/Conditions Identified:
________________
Total Number Corrected:
________________
4.
Total Number of Accidents/Incidents/Illness:
Damage Only
_________
Injury Only
_________
Injury and Damage
_________
Lost Time Injury
_________
Days Lost
_________
Medical Referrals
_________
Near Miss
_________
________________
5.
Total Number of Investigations Completed:
Outstanding:
Total Number of Recommendations Made:
Outstanding:
________________
________________
________________
________________
________________________________
Safety Coordinator
WHAT IS A JOINT HEALTH AND SAFETY COMMITTEE?
A joint health and safety committee is a group of workers and employer representatives
working together to identify and solve health and safety problems at the work site.
The committee is an important communication link between the workers and
management. Getting employees actively involved can create and maintain interest in
health and safety, as well as establish positive attitudes throughout the work force. An
effective joint health and safety committee can assist in the reduction of losses resulting
from injuries and occupational illness.
To be successful, the committee has to operate in an atmosphere of co-operation,
avoiding the adversarial system. Members should bear in mind that their committee is
not a policy making body and the normal divisions of authority at the work site are not
to be violated. Recommendations and suggestions are expected from the committee
and management must give each concern careful consideration.
Many health and safety concerns can be resolved immediately in the course of daily
work. Those not resolved should be dealt with by the joint health and safety
committee. Through the minutes of each meeting, posted at the work site, the
committee can ensure every problem is brought into view and kept in view until a
satisfactory solution has been found.
In the daily exercise of their duties, committee members are frequently exposed to the
problem of determining how things are best done. For example, how should a
committee member who sees a worker taking a risk react, or how should the committee
proceed if a recommendation receives no action?
Training programs are available for health and safety committee members and should
be reviewed each time a new member joins the committee.
Setting Up a Safety Committee
A dealership health and safety committee would be the communications link between
workers and the management team. The purpose would be to work together to
identify and jointly solve health and safety concerns.
Some of the responsibilities of the committee would be to:
 Inspect all work areas on a monthly basis – one committee member from the
management team, one worker committee member and one worker (at random
monthly) not involved in the safety committee is a good choice for the monthly
inspection team.
 The committee responds to concerns brought forward from all staff, making
recommendations.
 A committee member is usually involved in the investigation process.
 The health and safety committee review all incident/ accident/ illness reports and
make recommendations.
 Promote health and safety awareness throughout the dealership.
 The committee chairperson would report directly to the dealership principal
bringing forward the recommendations from the meetings.
 Safety committee meetings are generally held monthly, these need to be scheduled
pre-planned meetings.
 The health and safety committee is responsible to follow up on corrective actions
from inspection reports, on-going reporting and investigations to ensure timely
completion of the action.
Reference the Occupational Health and Safety Act, Regulations pursuant to the
Occupational Health and Safety Act for acceptable committee structure.