November 25, 2024

All employers in Ontario must ensure that all employees (workers, supervisors, managers, directors, etc.) complete a basic occupational health and safety awareness training program. This applies to all employees regardless of their length of employment. This regulation (O. Reg. 279/13 Occupational Health and Safety Awareness and Training Regulation) applies to all employees including faculty, appointed staff members, part-time staff, casuals, and summer employed by the  University.  A “supervisor” is someone who has charge of a workplace or authority over a worker, which at the University includes lead hands, supervisors, managers, academic administrators, senior management, and faculty members who supervise any category of worker.

To meet this requirement, the University is offering: EHS002 Basic Health and Safety Awareness Training which is completed through Quercus. The duration of training is 30-60 minutes. Please note you will require your UTORid in order to access this training. Visit the My EHS Training website to register and for instructions on how to access all online courses. The content of training is provided below BUT YOU MUST STILL COMPLETE THE TRAINING VIA My EHS Training.

The training is updated periodically and employees are also encouraged to refresh their training annually. 

If you have questions about Basic Health and Safety Awareness Training or if you are interested in further training and/or would like to confirm whether you require further training given the work you do at the University, contact the EHS office or visit the Training Matrices (Lab Personnel or Admin & Facilities Staff) for training requirements.

 

EHS002 Basic Health and Safety Awareness Program  (YOU MUST STILL COMPLETE THE TRAINING VIA My EHS Training)

Introduction

Making sure that the University is a safe and healthy workplace is the right and responsibility of everyone working at the University. Health and safety involves workers, supervisors, health and safety committees, and others who use the workplace, all working together to maintain safe workspaces and safe work practices and to quickly report any workplace hazards so that they can be addressed by the University.

In this document, the terms worker and supervisor are used as in the Occupational Health and Safety Act. A worker is an employee at the University, including faculty, appointed staff members, and casual employees. A worker is also a person who performs work or supplies services for no monetary compensation under a program approved by the University. It also applies to independent contractors who provide services at the University. A supervisor is a person who has charge of a workplace or authority over a worker, which, at the University, includes lead hands, managers, senior management and faculty.

This training program is designed to help workers and supervisors understand their role and the roles of others in a healthy and safe workplace, including their rights and responsibilities and what to do in the event that they encounter a hazard in the workplace, including a virtual workplace. If you are a worker or a supervisor and you believe that you need more training on any aspect of health and safety in the workplace, please contact the person to whom you report.

The University is required by law to keep records of worker and supervisor health and safety training. In order to ensure your training is recorded YOU MUST STILL COMPLETE THE TRAINING VIA My EHS Training and complete the confirmation fields in the online training. 

Responsibilities of the Worker

A worker is a person who performs work or supplies services for monetary compensation or, in some circumstances, receives no monetary compensation under a program approved by the University. Some basic responsibilities of the worker are to:

1. Follow the law and the workplace health and safety policies and procedures
2. Always wear or use protective equipment required by the employer
3. Work and act in a way that does not endanger themselves or another worker (e.g., no horseplay or unsafe work, being fit for work including not being impaired by drugs or alcohol)
4. Report any hazard, workplace injuries or incidents to their supervisor (including threats, attempts and acts of workplace violence)

Rights of the Worker

Workers have the three key rights relating to health and safety at work:

1. The right to participate in creating a safe and healthy workplace
2. The right to know about hazards in the workplace
3. The right to refuse, in the prescribed manner, work that is unsafe

Right to Participate

Workers can participate in workplace health and safety by reporting hazards they see to their supervisor, asking questions about hazards and how to work safely, and being safety role models for others. Workers can also participate as Health and Safety Representatives and as members of a Joint Health and Safety Committee (JHSC).

Right to Know

Workers have the right to know about hazards in their workplace. This includes being informed about hazards by the University and their supervisors, and the right to ask questions without fear of reprisals about hazards in their job. Examples of questions include:

1. What are the hazards of this job?
2. Is there any special training required?
3. Do I have the right protective equipment
4. If I have questions about safety, who do I ask?

You should know where your nearest first aid station is located and how to contact trained first aiders: https://ehs.utoronto.ca/training/first-aid-training/. 

You can find further information about hazards and how to work safely from:

1. Your supervisor
2. Your Joint Health and Safety Committees
3. Training programs
4. University of Toronto’s Health and Safety Policy
5. University or departmental policies and procedures
6. Equipment operations manuals,  Safety Data Sheets (SDSs)
7. Environmental Health and Safety (EHS)
8. Your union or association

Right to Refuse Unsafe Work

A worker has the right to refuse unsafe work if he or she has reason to believe they may be endangered by workplace violence or the work is dangerous, meaning the work he/she is doing, the area in which he/she is working, or a machine/equipment/tool he/she is using may endanger him/her or another worker.

If you are in this situation, you must tell your supervisor why you think the work is dangerous. You or your supervisor may contact EHS. You may also contact a representative on your JHSC. Most of the time the worker’s concerns can be resolved at this stage. If not, the supervisor will investigate the matter in the presence of a JHSC worker representative. If you continue to feel the work is unsafe after this investigation, EHS will contact the Ministry of Labour. If an supervisor or Ministry of Labour investigation occurs during your normal working hours, you will be required to remain in a safe place that is as near as reasonably possible to your workstation.

Health & Safety Representative and JHSC

In workplaces with 20 or more workers, a JHSC must be formed. A JHSC is an advisory group of workers and management representatives. At least 50% of the members must be workers chosen by other workers at the workplace or by a union. JHSCs meet regularly (at least 4 times per year), perform workplace inspections, identify hazards, make recommendations to improve workplace health and safety, and investigate critical injuries and work refusals. A list of local JHSC members and minutes are posted on your Department and/or building health and safety bulletin boards and on the EHS website (www.ehs.utoronto.ca).

Supervisor’s Responsibilities

A supervisor is someone who has charge of a workplace or authority over a worker. Some basic duties of the supervisor are: 

1. Inform and educate workers about hazards in their workplace and how to work safely
2. Ensure workers follow the law and any workplace procedures and policies
3. Make sure workers wear and use the right personal protective equipment
4. Take every precaution reasonable to ensure the safety of workers

A supervisor is responsible for implementing the University’s health and safety programs and ensuring workers work safely. In order to do this a supervisor must: (i) have knowledge, training and experience to organize work, (ii) be familiar with the OHSA and applicable regulations, and (iii) have knowledge of any potential or existing workplace hazards. Every supervisor is also a worker with the same rights and responsibilities as any other worker. Supervisors are responsible for listening to and addressing health and safety issues as they arise. A supervisor can contact his/her manager or the Office of EHS to discuss any health and safety issues.

Employer’s Responsibilities

Here are some basic duties of the University as an EMPLOYER:

1. Inform and educate workers about hazards in their workplace and how to work safely
2. Provide information, instruction and supervision necessary to protect the health and safety of workers
3. Appoint supervisors who know how to keep the workplace safe, including knowing the work, knowing the hazards present and how to control them, and knowing the applicable laws and regulations
4. Create written health and safety policies and procedures, post the policies in the workplace and make sure everyone knows about and follows them
5. Take steps to ensure workers follow the law and the procedures and policies at their workplace
6. Take steps to eliminate hazards in the workplace and where elimination is not possible, to control them
7. Provide personal protective equipment (PPE) where necessary, and take steps to ensure its proper use and maintenance
8. Assess the risks of workplace violence that may arise from the nature of the workplace, work performed, or conditions of work, and perform a reassessment as often as is necessary
9. Take every precaution reasonable to ensure the safety of workers(known as the “general duty” clause)
10. Create and review on an annual basis a health and safety policy, develop a program to implement that policy, and post the policy in the workplace.

Unit heads are responsible for ensuring that all required work tasks are assessed and to develop and communicate any applicable safety related guidance, instructions, and/or training for applicable job tasks and to retain records and/or proof of information provision accordingly (e.g. training records, annual reminders, weekly newsletters, operation meeting minutes etc.). Relevant written materials (e.g. procedures, manuals, emergency phone numbers, etc.) must be accessible to workers during their work shift e.g. emergency procedures posted at entry,  manufacturer’s device manuals in vehicles, SOPs (Standard Operating Procedures) at work bench etc.

 

Recognizing, Assessing, Controlling and Evaluating Workplace Hazards

Supervisors and managers are responsible for knowing how to identify and eliminate or control workplace hazards, and to evaluate the controls.

Recognize the hazard: Observe the work, talk to workers, participate in workplace inspections, review reports and records and listen to concerns.

Assess the hazard: Understand the likelihood of a worker becoming injured or sick, the applicable legislation and standards and the seriousness of injury or illness.

Control the hazard: Apply the hierarchy of controls (next section)

Evaluate: Understand how well the controls are working by talking and listening to workers and observing the work.

Sources of information that supervisors and managers can use when identifying and controlling hazards include: OHSA and Regulations, training, JHSC minutes, inspections, past accident/incident reports, health and safety reports (e.g. indoor air quality, noise, asbestos inventory (https://asbestos.fs.utoronto.ca/), etc.), Ministry of Labour visit report, University policies, programs, procedures, SDSs, resources within the University (e.g. HR, EHS), other supervisors/managers, and resources outside the University.

Controlling Workplace, Teaching and Research Environment Hazards

A workplace hazard is any practice or condition that can result in injury or illness to people, or damage to property or the environment. Some hazards are visible (e.g. sharp edges, smoke or a spill) and other hazards may be invisible (e.g. laser beam, pathogen agents, chemical vapour, noise).

When controlling workplace hazards, the following hierarchy of controls should be followed:

1. Elimination of hazard
2. Engineering controls (e.g. ventilation, shielding)
3. Administrative controls (e.g. standard procedures, shift rotation and training)
4. Personal protective equipment (PPE): (e.g. lab coat, respirators, gloves, eye protection and face shields).

In many cases, a combination of controls is required.

Working from home:  Employees and faculty who have been approved to work from home (e.g. accommodation, approved alternate work arrangement) should review the Working at Home Checklist (https://ehs.utoronto.ca/wp-content/uploads/2021/08/WorkFromHomeChecklist_Final_2021Aug13.pdf) and Appendix B: Remote Workspace Safety Checklist in the Alternative Work Arrangement Guideline (https://people.utoronto.ca/wp-content/uploads/2021/07/1.-Alternative-Work-Arrangements-Guideline.pdf)

Common Workplace Hazards

Below is a list of common workplace hazards:

1. Slip, trips and falls
2. Improper ergonomics (workstation, repeated movements, lifting and carrying heavy objects)
3. Chemicals
4. Biological and radiation hazards
5. Working near motorized vehicles
6. Using or working near machinery

1.     Slips, Trips and Falls

Slips, trips and falls can occur in any workplace. Always be aware of your surroundings, paying particular attention to:

• –   Projections on furniture or equipment such as open file drawers
• –   Weather-related hazards (wet, icy, slushy surfaces)
• –   Uneven walking surfaces
• –   Raised rug or carpet edges
• –   Extension cords and cables
• –   Boxes and other clutter in walking areas
• –   Signage (e.g., wet floors)

Minimize likelihood of injury:

• –   Do not stand on a chair or table to reach something
• –   Keep cords and cables out of the way or covered
• –   Keep work place tidy and uncluttered
• –   When on stairs: use the handrail, make sure you can see the steps in front of you, take your time.
• –   In winter and rainy conditions: consider alternative routes, wear appropriate footwear, take your time, take shorter steps; keep arms free for bracing; dry wet footwear once inside.

Report hazards to your supervisor right away so that the hazards can be addressed. Online training on slip, trips and falls is also available in the Quercus: EHS528 Slip, Trips and Falls.

2. Ergonomics

If you suspect your job at the University may have created or exasperated an ergonomic-related problem, the first step is to talk to your supervisor.  Your supervisor should look at your job activities and the manner in which your workstation is set up.  Secondly, if you are experiencing this problem for more than a few days, you should consult with your health care provider.  This EHS website (https://ehs.utoronto.ca/our-services/) offers a lot of information for employees and supervisors to help assess and deal with many common office ergonomics problems.   

Environmental Health and Safety regularly offers Office Ergonomics seminars and strongly encourages individuals with interest and/or concerns regarding office ergonomics to attend one of these sessions.  When necessary, EHS can be requested to conduct a workstation assessment.

The use of the University’s HECHMET central chemical inventory system is a mandatory requirement for all labs with hazardous chemicals. For more information, please refer to: https://ehs.utoronto.ca/central-chemical-inventory-management-system/.

3. Chemicals

Workers who handle or work with chemicals must take Workplace Hazardous Materials Information System (WHMIS) training on how to use, store and dispose of hazardous materials before working with chemicals. Warning labels such as a workplace or supplier’s label must be affixed on containers and MSDSs must be accessible to these workers at all times, and must be reviewed prior to use.

The University is a diverse workplace, and some locations or types of work may involve particular hazards in addition to those listed above. Your supervisor, manager, or department will provide you with guidance regarding other hazards that may arise in your particular workplace. For more information, you can also visit the EHS website: https://ehs.utoronto.ca/our-services/

4. Biological and radiation hazards

EHS provides separate training courses in radiation safety and biosafety. Please visit the  EHS website for more information on these training programs if applicable to your employment: https://ehs.utoronto.ca/our-services/

5. Using or working near motorized vehicles/machinery

Workers using or working near motorized vehicles and/or machinery will be provided with appropriate training from their unit. EHS also provides specialized training for applicable facilities staff. Please visit the EHS website for information on training: https://ehs.utoronto.ca/our-services/

When planning off-campus activities, please review the EHS Off-Campus Safety webpage and the Off-Campus Safety Planning Record (Risk Assessment). 

 

 

Workplace Violence, Workplace Harassment, Sexual Violence and Sexual Harassment

 While not common workplace hazards, workplace violence and harassment can happen anywhere and workers should be aware of what programs the University has in place to prevent and respond to these incidents.

“Workplace violence” means the exercise (including threatened or attempted exercise) of physical force by a person against a worker, in a workplace, that causes or could cause physical injury to the worker.  Workplace violence includes domestic violence that may flow into the workplace and would likely expose a worker to physical injury.

The University of Toronto Policy with Respect to Workplace Violence states:

• –   The University is committed to maintaining a workplace free of violence
• –   Any act of violence is unacceptable
• –   Failure to follow policy will result in discipline

The University of Toronto Workplace Violence Program sets out:

• –   How the University addresses and responds to issues of workplace violence
• –   Roles of various University offices in dealing with workplace violence
• –   Who to contact about workplace violence

For immediate assistance for a workplace violence situation, contact one of following:

•    –   Police  911 (9-911 from a campus telephone)
•    –   Campus Safety:  416.978.2222  (St. George), 416.978.2222 (UTSC), 905.569.4333 (UTM)

Once the immediate response is underway the employee should call his/her immediate superior and advise them of the situation.

For non-immediate assistance, contact one or more of the following:

•    –   supervisor/manager/academic administrator
•    –   divisional HR office (http://about.hrandequity.utoronto.ca/central-offices/)
•    –   community safety office (https://www.communitysafety.utoronto.ca/)

Any supervisor/manager/academic administrator, equity officer (including Community Safety Case Worker), Campus Safety Officer or other University Officer who becomes aware of a workplace violence incident, threat or attempt, is required to immediately contact HR, who will immediately contact the Office of the Vice-President, Human Resources and Equity.

“Workplace harassment” means engaging in a course of vexatious comment or conduct against a worker in a workplace that is known or ought reasonably to be known to be unwelcome. Workplace harassment also includes “workplace sexual harassment”, which is defined as:

• –   engaging in a course of vexatious comment or conduct against a worker in a workplace because of sex, sexual orientation, gender identity or gender expression, where the course of comment or conduct is known or ought reasonably to be known to be unwelcome, or
• –   making a sexual solicitation or advance where the person making the solicitation or advance is in a position to confer, grant or deny a benefit or advancement to the worker and the person knows or ought reasonably to know that the solicitation or advance is unwelcome;

The University’s Workplace Harassment Program is composed of two Human Resources Guidelines:

• –   Guideline for Employees on Concerns and Complaints Regarding Prohibited Discrimination and Discriminatory Harassment(“Discrimination Guideline”), which deals with allegations of workplace harassment that are based upon the prohibited grounds set out in the Human Rights Code; and
• –   Human Resources Guideline on Workplace Harassment and Civil Conduct(“Civility Guideline”), which deals with allegations of uncivil conduct and workplace harassment that are not based upon the prohibited grounds set out in the Human Rights Code.

The University’s Workplace Harassment Program sets out:

• –   How the University addresses and responds to issues of workplace harassment
• –   Examples of discriminatory harassment and uncivil conduct (eg.,shouting; profanity, abusive, aggressive or violent language; telling inappropriate jokes; humiliating, degrading, or demeaning conduct etc.)
• –   Who to contact about workplace harassment

The University’s Policy on Sexual Violence and Sexual Harassment:

• –   Sexual harassment, including workplace sexual harassment, is also covered by the University’s Policy on Sexual Violence and Sexual Harassment.
• –   The Policy on Sexual Violence and Sexual Harassment sets out the processes for making disclosures of sexual violence and sexual harassment, filing a Report and the processes that follow the filing of a Report, and the availability of support.

 

Under this Policy, the following definitions apply:

“Sexual Harassment”: Includes but is not limited to engaging in a course of vexatious comments or conduct that is known or ought to be known to be unwelcome. For the purpose of this Policy, Sexual Harassment includes workplace sexual harassment. Sexual Harassment includes any sexual solicitation or advance made by a person in a position to confer, grant or deny a benefit or advancement to the person where the person making the solicitation or advance knows or ought reasonably to know that it is unwelcome. Sexual harassment also includes a reprisal or a threat of reprisal for the rejection of a sexual solicitation or advance, where the reprisal is made or threatened by a person in a position to confer, grant or deny a benefit or advancement to the person. For the purpose of this Policy, Sexual Harassment includes Cyber Sexual Harassment. Cyber Sexual Harassment includes but is not limited to Sexual Harassment conducted in whole or in part through electronic means, such as email, web postings, text messaging, and other forms of electronic behaviour.

“Sexual Violence”: Any sexual act or act targeting a person’s sexuality, gender identity or gender expression, whether the act is physical or psychological in nature, that is committed, threatened or attempted against a person without the person’s consent, and includes Sexual Assault, Sexual Harassment, stalking, indecent exposure, voyeurism, gender-based harassment or violence, cyber sexual violence, and sexual exploitation. Cyber Sexual Violence includes but is not limited to knowingly publishing, distributing, transmitting, selling, making available or advertising an intimate image of a person, knowing that the person depicted in the image did not give their consent to that conduct, or being reckless as to whether or not that person gave their consent to that conduct. An intimate image includes but is not limited to a visual recording of a person made by any means, including a photographic, digital or video recording, in which the person is nude and/or engaged in sexual activity.”

Employees may make disclosures and Reports, and seek support, from the Sexual Violence Prevention and Support Centre at https://www.svpscentre.utoronto.ca/.

For immediate assistance for a sexual violence situation, contact one of following:

• –   Police 911 (9-911 from a campus telephone)
• –   Campus Safety:  416.978.2222 (St. George), 416.978.2222 (UTSC), 905.569.4333 (UTM)

For assistance regarding a complaint of workplace harassment, contact one or more of the following:

• –   supervisor/manager/academic administrator
• –   divisional HR office (http://about.hrandequity.utoronto.ca/central-offices/)

A listing of UofT workplace policies and guidelines (https://people.utoronto.ca/policies/) are available online, including but not limited to the UofT Health and Safety Policies and policies/programs/guidelines with respect to workplace violence, workplace harassment, sexual violence and sexual harassment and the Alternate Work Arrangements Guideline.

 

Incident Reporting & Emergencies

If you have any concerns regarding health and safety in the workplace, you must report your concerns first to your supervisor who will take steps to address the matter. The Office of EHS may also be contacted for assistance. Below are specific instructions for responding in the listed circumstances.

• Any workplace accident or incidence of illness (including occupational illness or disease*) must be reported immediately to your supervisor. The supervisor is responsible for ensuring prompt medical attention. The injured worker’s supervisor must report any workplace accident or illness on an incident report form, which is available on the EHS website: https://ehs.utoronto.ca/report-an-incident/
• *An occupational illness or disease is a condition that results from exposure in a workplace to a physical, chemical or biological agent to the extent that the normal physiological mechanisms are affected and the health of the worker is impaired. Acute effects are those that occur right away (e.g. cuts) and chronic effects occur after a long time after exposure (e.g. lower back pain). Latency refers to the period of time that may pass between exposure to some hazard and the development or diagnosis of some illness or disease.
• If there has been a workplace accident (involving a worker, student, contractor, visitor, or member of the public), the supervisor is required to conduct an investigation and file a report within 24 hours.
• If a person is killed or a critical injury** occurs, the supervisor must contact the Office of EHS immediately and secure the scene of the incident. The Ministry of Labour, the JHSC, and the union must be notified immediately, and within 48 hours a further written report must be sent to the Ministry. Approval from the Ministry must be obtained before disturbing the scene of a fatal or critical injury except to the extent necessary to save a life, prevent human suffering, maintain an essential public service or transportation system, or prevent unnecessary damage to property.
• Work study-students
  • If an incident/injury occurs when performing paid activities as part of the work-study activities (i.e. during the course employment), the work-study student (i.e. employee) must report the incident to their supervisor as soon as possible and within 24 hours. Same with all employees, the supervisor is responsible for completing an EMPLOYEE online incident report.
  • If an incident/injury occurs outside of the course of work-study activities/employment, (e.g. as part of the work-study student’s academic or research activities and not during the course of paid employment), the student must report the incident to their UofT academic contact as soon as possible and within 24 hours. Same with all student incidents, the UofT academic contact is responsible for submitting a NON-EMPLOYEE online incident report.

**Critical injuries are injuries that place a life in jeopardy, produce unconsciousness, result in substantial blood loss, involve the fracture of a leg or arm, the amputation of a leg, arm, hand or foot, consist of burns to a major portion of the body or cause the loss of sight in an eye.

 

Contact Information

GENERAL INQUIRIES	ehs.office@utoronto.ca 416.978.4467 www.ehs.utoronto.ca
IN AN EMERGENCY	In case of a fire, injury or illness requiring emergency medical help: Call 911 (9-911 from campus phone)
AFTER HOURS EMERGENCY	—Campus Safety
St. George Campus	416.978.2222
Mississauga Campus	905.569.4333
Scarborough Campus	416.978.2222
If you have concerns about the safety of the parking lots or grounds in your workplace, you may contact Grounds Services or Parking Services:
St. George Campus	416.978.3000
Mississauga Campus	905.828.5301
Scarborough Campus	416.287.7579

 

Resources Outside of the University

• The Ministry of Labour develops, communicates and enforces health and safety requirements and employment standards in Ontario. They also develop, coordinate and implement prevention strategies and set standards for health & safety training. The Ministry website also contains a lot of free information for all parties. Contact information: 1.877.202.0008 or www.labour.gov.on.ca (Links to an external site.)
• The Workplace Safety and Insurance Board, WSIB, administers Ontario’s no-fault workplace insurance. Contact information: 1.800.387.0750 or www.wsib.on.ca (Links to an external site.)
• The Worker’s Health and Safety Centre or WHSC, is an occupational health and safety training centre for employees, supervisors and employers. Contact information: 1.800.869.7950 or www.whsc.on.ca (Links to an external site.)
• The Occupational Health Clinics for Ontario Employees operates 6 clinics across Ontario and provides occupational health services and information. Contact information: 1.877.817.0336 or www.ohcow.on.ca (Links to an external site.)
• The Canadian Centre for Occupational Health and Safety, CCOHS, has a lot of information including fact sheets that is freely available to all parties. Contact information: 1.800.869.7950 or www.whsc.on.ca (Links to an external site.)
• Health and Safety Ontario is part of Ontario’s Prevention Strategy. It consists of 4 sector-specific associations, which provides consulting, training, products and services.
  • Infrastructure Health and Safety Association (Electrical, construction and transportation services) 1.800.263.5024
  • Public Services Health and Safety Association (Serves health, education and municipal sectors) 1.877.250.7444
  • Workplace Safety North (Serves mining, paper, printing and forestry sectors) 1.888.730.7821
  • Workplace Safety and Prevention Services (Serves industrial, farming and service sectors) 1.877.494.9777