Safety Committee · Interactive Tool

JOHSC Annual Evaluation

Every year an employer must complete a written evaluation of each joint committee. This is WorkSafeBC's own evaluation tool, on screen, so a committee can work through it together in a meeting instead of passing a form around.

Parts 1, 2 and 4 are what the Regulation asks for. Part 3 is there for a committee that has cleared the legal requirements and wants somewhere to improve next.

The evaluation may be done by a third party if you would rather not self-assess.

Private to you. Your answers stay on this computer. There is no form to submit here and nothing is sent to Haland Learning or anyone else, which matters because these answers describe where a workplace may be falling short. They are kept in this browser so an hour of work survives a stray refresh. Clear everything wipes them, and on a shared machine it is worth doing.

Read this first. A working aid, not a compliance determination. The Workers Compensation Act and the BC OHS Regulation set the requirements, and a WorkSafeBC officer decides whether they are met. If this page disagrees with them, they are right.

The questions are WorkSafeBC's, from their Joint Health and Safety Committee Evaluation Tool, reproduced here so a committee can work through them on screen. WorkSafeBC publishes the original as a fillable document: the tool on worksafebc.com

0 of 54 required answered

Before you start

Who this evaluation is for

These four go at the top of the finished evaluation and at the top of the summary you copy into your minutes.

Legal name and trade name.

Name and location of the workplace, or the part of the workplace, the committee represents.

If the evaluation ran over several days, use the date it was finalised.

The questions ask about the past 12 months.

Committee evaluators

The evaluators may be the committee co-chairs or their designates, the employer, or someone the employer retains. They should be knowledgeable about the duties, functions and effective administration of a committee.

NameJob titleCommittee position

Part 1

Assessment of legal obligations

Required

What the Act and the Regulation oblige a committee and an employer to do. Anything answered No here is a legal requirement that has not been met, and the guide says to address those immediately.

1.1Committee selection, membership and procedures

Refer to sections 127, 128, 129, 130 and 131 of the Workers Compensation Act.

  • 1.1.1 Does the committee have at least four members?
    1.1.1. Does the committee have at least four members?
  • 1.1.2 Does the committee have worker representatives and employer representatives as required by section 127 of the Act?
    1.1.2. Does the committee have worker representatives and employer representatives as required by section 127 of the Act?
  • 1.1.3 Does the committee have worker representatives as at least half the membership, as required by section 127 of the Act?
    1.1.3. Does the committee have worker representatives as at least half the membership, as required by section 127 of the Act?
  • 1.1.4 Does the committee have two co-chairs, one selected by worker representatives and one selected by employer representatives, as required by section 127 of the Act?
    1.1.4. Does the committee have two co-chairs, one selected by worker representatives and one selected by employer representatives, as required by section 127 of the Act?
  • 1.1.5 Does the committee have worker representatives selected according to the procedures specified in section 128 of the Act?A worker representative must be selected from workers at the workplace who do not exercise managerial functions.
    1.1.5. Does the committee have worker representatives selected according to the procedures specified in section 128 of the Act?
  • 1.1.6 Does the committee have employer representatives selected as required by section 129 of the Act?
    1.1.6. Does the committee have employer representatives selected as required by section 129 of the Act?
  • 1.1.7 Does the committee meet at least once a month, unless otherwise permitted?
    1.1.7. Does the committee meet at least once a month, unless otherwise permitted?
  • 1.1.8 Does the committee prepare a report of the meeting (meeting minutes) and provide a copy to the employer?
    1.1.8. Does the committee prepare a report of the meeting (meeting minutes) and provide a copy to the employer?
  • 1.1.9 Does the committee have rules of procedure (terms of reference)?
    1.1.9. Does the committee have rules of procedure (terms of reference)?

1.2Support for the committee

Refer to sections 134, 136, 138 and 154 of the Act.

  • 1.2.1 Did committee members attend meetings during paid working hours?
    1.2.1. Did committee members attend meetings during paid working hours?
  • 1.2.2 Did members receive paid time off work that is reasonably necessary to prepare for meetings and fulfill other duties and functions?
    1.2.2. Did members receive paid time off work that is reasonably necessary to prepare for meetings and fulfill other duties and functions?
  • 1.2.3 Did the employer provide equipment, premises and clerical personnel necessary for the carrying out of the committee's duties and functions?
    1.2.3. Did the employer provide equipment, premises and clerical personnel necessary for the carrying out of the committee's duties and functions?
  • 1.2.4 Did the employer provide information requested by the committee, including information on health and safety hazards?
    1.2.4. Did the employer provide information requested by the committee, including information on health and safety hazards?
  • 1.2.5 Has the employer posted and kept posted the names and work locations of committee members?Posted at or near the workplace, in one or more conspicuous places where it is most likely to come to the attention of workers.
    1.2.5. Has the employer posted and kept posted the names and work locations of committee members?
  • 1.2.6 Has the employer posted and kept posted the reports (minutes) of at least the three most recent committee meetings?
    1.2.6. Has the employer posted and kept posted the reports (minutes) of at least the three most recent committee meetings?

1.2aTraining and education of committee members

Refer to sections 134 and 135 of the Act and the requirements of section 3.27 of the Regulation.

  • 1.2a.1 Did new members as of April 3, 2017 receive the minimum of eight hours of instruction and training that is required within six months of becoming a committee member?
    1.2a.1. Did new members as of April 3, 2017 receive the minimum of eight hours of instruction and training that is required within six months of becoming a committee member?
  • 1.2a.2 Did all committee members receive the annual educational leave totalling eight hours to which they are entitled, in order to attend occupational health and safety training courses?
    1.2a.2. Did all committee members receive the annual educational leave totalling eight hours to which they are entitled, in order to attend occupational health and safety training courses?
  • 1.2a.3 Did committee members receive educational leave without loss of pay or other benefits?
    1.2a.3. Did committee members receive educational leave without loss of pay or other benefits?
  • 1.2a.4 Did the employer pay for, or reimburse committee members for, the costs of the training course and the reasonable costs of attending?
    1.2a.4. Did the employer pay for, or reimburse committee members for, the costs of the training course and the reasonable costs of attending?
  • 1.2a.5 Did a committee member designate another member as being entitled to take all or part of the member's educational leave?
    1.2a.5. Did a committee member designate another member as being entitled to take all or part of the member's educational leave?

1.3Committee recommendations

Refer to sections 130 and 133 of the Act.

The committee has a duty to make recommendations to the employer about the improvement of workplace health and safety, as well as recommendations on educational programs promoting the health and safety of workers and compliance with the Act and the Regulation. These recommendations may take a variety of forms, including formal and informal, oral, or written.

  • 1.3.1 Do the committee's rules of procedure (terms of reference) include provisions for how to make recommendations to the employer?
    1.3.1. Do the committee's rules of procedure (terms of reference) include provisions for how to make recommendations to the employer?
  • 1.3.2 Within the past 12 months, has the committee sent written recommendations to the employer with a request for a response from the employer?
    1.3.2. Within the past 12 months, has the committee sent written recommendations to the employer with a request for a response from the employer?

The eight questions below are about those written recommendations. If the committee did not send any in the past 12 months, mark them n/a.

  • 1.3.3 Were the committee's recommendations described clearly?
    1.3.3. Were the committee's recommendations described clearly?
  • 1.3.4 Were recommendations directly related to workplace health and safety?
    1.3.4. Were recommendations directly related to workplace health and safety?
  • 1.3.5 Were recommendations made in accordance with the committee's rules of procedure?
    1.3.5. Were recommendations made in accordance with the committee's rules of procedure?
  • 1.3.6 Did the employer respond in writing within 21 days?
    1.3.6. Did the employer respond in writing within 21 days?
  • 1.3.7 If the employer did not respond within 21 days, did they explain the delay and indicate when a response would be provided?
    1.3.7. If the employer did not respond within 21 days, did they explain the delay and indicate when a response would be provided?
  • 1.3.8 Where the employer did not accept the committee's recommendations, did the employer provide written reasons for not accepting the recommendations?
    1.3.8. Where the employer did not accept the committee's recommendations, did the employer provide written reasons for not accepting the recommendations?
  • 1.3.9 Where the employer did not accept the recommendations, did the employer provide alternatives?
    1.3.9. Where the employer did not accept the recommendations, did the employer provide alternatives?
  • 1.3.10 If the employer did not accept the committee's recommendations, did the committee ask WorkSafeBC to investigate and attempt to resolve the matter?
    1.3.10. If the employer did not accept the committee's recommendations, did the committee ask WorkSafeBC to investigate and attempt to resolve the matter?

1.4Duties and functions of the committee

Refer to section 130 of the Act and the requirements of section 3.12 of the Regulation. Over the past 12 months, the committee has:

It may help to have the relevant records in front of you. Copies of those documents may be included with this evaluation for reference.

  • 1.4.1 Identified situations that may be unhealthy or unsafe for workersThis may include reviewing incident and near miss reports to look for accident trends, or reviewing the effectiveness of a risk assessment.
    1.4.1. Identified situations that may be unhealthy or unsafe for workers
  • 1.4.2 Advised on effective systems for responding to situations that may be unhealthy or unsafe
    1.4.2. Advised on effective systems for responding to situations that may be unhealthy or unsafe
  • 1.4.3 Considered and expeditiously dealt with complaints related to the health and safety of workers
    1.4.3. Considered and expeditiously dealt with complaints related to the health and safety of workers
  • 1.4.4 Consulted with workers and the employer on issues related to workplace health and safety and the work environment
    1.4.4. Consulted with workers and the employer on issues related to workplace health and safety and the work environment
  • 1.4.5 Made recommendations to the employer and workers about the improvement of the workplace health and safety and work environment
    1.4.5. Made recommendations to the employer and workers about the improvement of the workplace health and safety and work environment
  • 1.4.6 Made recommendations to the employer on educational programs promoting the health and safety of workers and compliance with the Act and the Regulation, and monitored their effectiveness
    1.4.6. Made recommendations to the employer on educational programs promoting the health and safety of workers and compliance with the Act and the Regulation, and monitored their effectiveness
  • 1.4.7 Advised the employer on programs and policies required under the Regulation and monitored their effectiveness
    1.4.7. Advised the employer on programs and policies required under the Regulation and monitored their effectiveness
  • 1.4.8 Advised the employer on proposed changes to the workplace, including significant proposed changes to equipment and machinery, or the work processes that may affect the health or safety of workers
    1.4.8. Advised the employer on proposed changes to the workplace, including significant proposed changes to equipment and machinery, or the work processes that may affect the health or safety of workers
  • 1.4.9 Ensured that accident investigations are carried out as required by the Act and the Regulation
    1.4.9. Ensured that accident investigations are carried out as required by the Act and the Regulation
  • 1.4.10 Ensured that regular inspections are carried out as required by the Act and the Regulation
    1.4.10. Ensured that regular inspections are carried out as required by the Act and the Regulation
  • 1.4.11 Participated in inspections, investigations, risk assessments and inquiries as provided in the Act and the Regulation
    1.4.11. Participated in inspections, investigations, risk assessments and inquiries as provided in the Act and the Regulation
  • 1.4.12 Participated in the procedure for resolving refusals of unsafe work
    1.4.12. Participated in the procedure for resolving refusals of unsafe work

Part 2

Evaluation of effectiveness

Required

Meeting the legal minimum is necessary but is not a guarantee of an effective committee. These questions measure committee procedures, participation and record keeping.

Each one gives you the characteristics of an effective committee first. Read them, then rate your own against them.

2.1Rules of procedure (terms of reference)

The following are characteristics of an effective committee's rules of procedure:

  • Committee members know the role of the committee and the extent of its authority.
  • Committee members actively contribute to a set of regularly reviewed objectives.
  • Rules of procedure meet the minimum legal requirements of section 131 of the Act.
  • Rules of procedure include provision for:
    • Committee composition and selection of members
    • Duties and functions
    • Record keeping
    • Roles of guests
    • Decision-making procedures
    • Informal and formal committee recommendations
    • Resolution of action items
    • Education and training for committee members
    • Committee evaluation
    • Defining quorum
    • Conflict resolution
    • Other relevant matters
  • Rules are developed collaboratively, with the participation of committee members.
  • Rules are reviewed periodically and reflect the committee's current process and mandate.
  • 2.1.1 With these criteria in mind, how effective is your committee in relation to rules of procedure?
    2.1.1. With these criteria in mind, how effective is your committee in relation to rules of procedure?

2.2Meeting attendance and participation

The following are characteristics of an effective committee's meeting attendance and participation:

  • Agenda is distributed prior to meetings.
  • Agenda is used at meetings to guide discussion and keep the meeting on time.
  • Relevant documents (reports, etc.) are distributed and reviewed prior to meetings.
  • Committee members are given time that is reasonably necessary to prepare for committee meetings, as per section 134 of the Act.
  • Committee members regularly attend meetings.
  • Alternates are selected in case of member absence.
  • Employer and worker co-chairs take turns running the meeting.
  • Committee members are engaged and participate in discussions.
  • Employer and worker representatives participate equally, with no one group dominating discussions.
  • Regular attendance is supported by the employer. This includes removing barriers such as scheduling, and back up coverage.
  • 2.2.1 With these criteria in mind, how effective is your committee in relation to meeting attendance and participation?
    2.2.1. With these criteria in mind, how effective is your committee in relation to meeting attendance and participation?

2.3Report of the meeting (meeting minutes)

The following are characteristics of an effective committee's meeting minutes:

  • Meeting minutes provide a full and accurate record of the meeting, and include:
    • Who attended the meeting
    • The issues that were discussed
    • Reports, statistics and other documents reviewed
    • Any action required, the name of the person assigned to complete the action, its priority, and the expected completion date
  • Outstanding action items are tracked and monitored to completion.
  • Minutes are circulated to members promptly.
  • Minutes are adopted at the next meeting.
  • 2.3.1 With these criteria in mind, how effective is your committee in relation to meeting reports?
    2.3.1. With these criteria in mind, how effective is your committee in relation to meeting reports?

2.4Committee response to refusals of unsafe work

Refer to section 3.12(4) of the Regulation.

  • 2.4.1 Has the committee been aware of any refusals of unsafe work at your workplace in the past 12 months?
    2.4.1. Has the committee been aware of any refusals of unsafe work at your workplace in the past 12 months?
  • 2.4.2 Is the committee informed of work refusals even when the matter is resolved by the worker and the supervisor?
    2.4.2. Is the committee informed of work refusals even when the matter is resolved by the worker and the supervisor?
  • 2.4.3 Has there been a refusal of unsafe work at your workplace that could not be resolved between the worker and employer or supervisor?
    2.4.3. Has there been a refusal of unsafe work at your workplace that could not be resolved between the worker and employer or supervisor?
  • 2.4.4 Are committee members trained in their role in the procedure for refusal of unsafe work?
    2.4.4. Are committee members trained in their role in the procedure for refusal of unsafe work?
If there has not been a refusal of unsafe work, consider the nature of your industry and the hazards inherent in the work you do. Are there any:
  • 2.4.5 How effectively is the committee participating in the procedure for responding to refusals of unsafe work?
    2.4.5. How effectively is the committee participating in the procedure for responding to refusals of unsafe work?

2.5Overall effectiveness

  • 2.5.1 Considering your responses to all of the previous questions in Part 1 and Part 2, how effective is the committee overall?
    2.5.1. Considering your responses to all of the previous questions in Part 1 and Part 2, how effective is the committee overall?

Part 3

Focus areas: encouraging committee growth and development

Optional

Completing Parts 1, 2 and 4 meets the regulatory requirements. This part is for afterwards.

Once you are satisfied the committee is compliant, members should develop a plan for continual improvement. WorkSafeBC suggests picking one focus area to work on each year rather than all three at once.

A.1Focus Area A, Communication: committee meetings and communication

Effective communication ensures that everyone at the workplace is aware of the work of the committee in promoting workplace health and safety, and encourages people to contribute ideas and be more involved.

  • A.1.1 Does the committee seek out and explore different opinions to ensure issues and concerns are fully considered?
    A.1.1. Does the committee seek out and explore different opinions to ensure issues and concerns are fully considered?
  • A.1.2 Where there are differences of opinion within the committee, can the committee generally resolve the matter?
    A.1.2. Where there are differences of opinion within the committee, can the committee generally resolve the matter?
  • A.1.3 Is the committee regularly divided on occupational health and safety issues, often along management and labour lines?Worded the other way round from the rest: here a high answer is the one to look at.
    A.1.3. Is the committee regularly divided on occupational health and safety issues, often along management and labour lines?
  • A.1.4 Is the committee generally able to reach agreement on matters relating to health and safety relating to workers?
    A.1.4. Is the committee generally able to reach agreement on matters relating to health and safety relating to workers?
  • A.1.5 Do the co-chairs demonstrate effective communication, conflict resolution and facilitation skills?
    A.1.5. Do the co-chairs demonstrate effective communication, conflict resolution and facilitation skills?
  • A.1.6 Does the committee regularly follow up on the implementation of decisions and recommendations?
    A.1.6. Does the committee regularly follow up on the implementation of decisions and recommendations?
  • A.1.7 Does the committee composition reflect the composition of the workplace?
    A.1.7. Does the committee composition reflect the composition of the workplace?
  • A.1.8 Does the committee proactively identify possible barriers to the implementation of health and safety decisions and recommendations, and propose solutions?
    A.1.8. Does the committee proactively identify possible barriers to the implementation of health and safety decisions and recommendations, and propose solutions?

A.2Focus Area A, Communication: communication with workers

  • A.2.1 Do workers regularly approach committee members to make suggestions or to discuss health and safety matters?
    A.2.1. Do workers regularly approach committee members to make suggestions or to discuss health and safety matters?
  • A.2.2 Is there effective communication between the committee and workers?
    A.2.2. Is there effective communication between the committee and workers?
  • A.2.3 Does the committee regularly interact with a cross-section of workers, including part-time, dispatched and shift workers, and workers at other job sites, about relevant health and safety matters?
    A.2.3. Does the committee regularly interact with a cross-section of workers, including part-time, dispatched and shift workers, and workers at other job sites, about relevant health and safety matters?

A.3Focus Area A, Communication: communication with the employer

  • A.3.1 Is the employer representative on the committee someone with decision-making authority?
    A.3.1. Is the employer representative on the committee someone with decision-making authority?
  • A.3.2 Does the employer regularly seek out the opinions of the committee on existing and potential workplace health and safety issues, including proposed changes to the workplace?
    A.3.2. Does the employer regularly seek out the opinions of the committee on existing and potential workplace health and safety issues, including proposed changes to the workplace?
  • A.3.3 Does the employer share health and safety information with the committee?This may include industrial hygiene testing results, WorkSafeBC reports or statistics, and other occupational health and safety reports.
    A.3.3. Does the employer share health and safety information with the committee?

BFocus Area B: workplace inspections, hazard identification, risk assessment and control

Regular workplace inspections can help to improve communication around workplace health and safety, identify unsafe conditions and procedures, and better understand the work and the work environment. Refer to section 3.5 of the Regulation.

  • B.1 Does the committee confirm that workers who conduct workplace inspections are trained to do so?
    B.1. Does the committee confirm that workers who conduct workplace inspections are trained to do so?
  • B.2 Do committee members interact with a representative sample of workers when conducting workplace inspections?
    B.2. Do committee members interact with a representative sample of workers when conducting workplace inspections?
  • B.3 Does the committee ensure a cross-section of equipment, work methods and work practices are inspected when conducting workplace inspections?
    B.3. Does the committee ensure a cross-section of equipment, work methods and work practices are inspected when conducting workplace inspections?
  • B.4 Do inspections consider hazards of the occupational environment?This may include risk assessments related to specific tasks or work procedures.
    B.4. Do inspections consider hazards of the occupational environment?
  • B.5 Are inspections tailored to workplace-specific hazards?
    B.5. Are inspections tailored to workplace-specific hazards?
  • B.6 Are workplace inspections done at various times and without advance notice?
    B.6. Are workplace inspections done at various times and without advance notice?
  • B.7 When hazards are identified and corrected, are they reviewed at the next meeting?
    B.7. When hazards are identified and corrected, are they reviewed at the next meeting?
  • B.8 Is information from workplace inspection reports reviewed by committee members to identify any trends that may be developing?
    B.8. Is information from workplace inspection reports reviewed by committee members to identify any trends that may be developing?

CFocus Area C: incident investigation

Employers must conduct investigations of any workplace incidents resulting in an injury to a worker or near misses with the potential for worker injury, as well as major structural failures, release of hazardous substances, and other circumstances. Refer to Part 3 Division 10 of the Act and section 3.28 of the Regulation.

  • C.1 Have worker and employer representatives received appropriate training on incident investigation methodology?
    C.1. Have worker and employer representatives received appropriate training on incident investigation methodology?
  • C.2 Do committee members understand the purpose of preliminary and full investigation reports, including the statement of sequence of events?
    C.2. Do committee members understand the purpose of preliminary and full investigation reports, including the statement of sequence of events?
  • C.3 Does the committee ensure that incidents are investigated in accordance with sections 173 to 177 of the Act?
    C.3. Does the committee ensure that incidents are investigated in accordance with sections 173 to 177 of the Act?
  • C.4 Do committee members explain the purpose of preliminary and full investigation reports, including the statement of sequence of events?
    C.4. Do committee members explain the purpose of preliminary and full investigation reports, including the statement of sequence of events?
  • C.5 Are incident investigations focused on improving workplace health and safety?
    C.5. Are incident investigations focused on improving workplace health and safety?
  • C.6 Do worker representatives actively participate in incident investigations, and is that participation reflected in the investigation reports?
    C.6. Do worker representatives actively participate in incident investigations, and is that participation reflected in the investigation reports?
  • C.7 Does the committee receive reports of preliminary investigations in a timely manner?
    C.7. Does the committee receive reports of preliminary investigations in a timely manner?
  • C.8 Does the committee receive reports of preliminary corrective actions taken?
    C.8. Does the committee receive reports of preliminary corrective actions taken?
  • C.9 Does the committee receive reports of full investigations in a timely manner?
    C.9. Does the committee receive reports of full investigations in a timely manner?
  • C.10 Does the committee receive reports of corrective actions taken as a result of full investigations?
    C.10. Does the committee receive reports of corrective actions taken as a result of full investigations?
  • C.11 Is information from incident investigation reports reviewed by committee members to identify any trends that may be developing?
    C.11. Is information from incident investigation reports reviewed by committee members to identify any trends that may be developing?

Part 4

Committee response to the evaluation

Required

Refer to section 3.26 (4), (5) and (6) of the Regulation.

4.1Consultation and signatures

Signatures. These appear on the printed copy.

Co-chair

Co-chair

Employer

4.2After the report was completed

  • 4.2.1 Did the committee ensure the employer received and signed a copy of the evaluation?
    4.2.1. Did the committee ensure the employer received and signed a copy of the evaluation?
  • 4.2.2 Did the committee discuss the evaluation at its next meeting?
    4.2.2. Did the committee discuss the evaluation at its next meeting?
  • 4.2.3 Did the committee ensure the evaluation and a summary of the discussion were included in the report of that meeting (meeting minutes)?
    4.2.3. Did the committee ensure the evaluation and a summary of the discussion were included in the report of that meeting (meeting minutes)?

Where you are

Your summary

Work through the parts above and the summary builds here.

What happens with it

  1. Address immediately any area where the minimum legal requirements have not been met. Those are the items flagged out of Part 1.
  2. Get the employer to receive and sign a copy of the completed evaluation.
  3. Discuss the evaluation at the committee's next meeting.
  4. Put the evaluation, and a summary of that discussion, in the report of that meeting.
  5. Use the results for strategic planning, for the committee and for the workplace health and safety program as a whole.