Updated: January 28, 2025
Each JHSC is required to meet at least once every three months or as frequently as needed.
Minutes will be distributed as outlined below. As minutes will be distributed, JHSC meetings are not to be recorded. Recordings may result in privacy concerns for participants, private/medical information about individuals being accidentally shared or hinder free discussion.
2. JHSC Monthly Workplace Inspections
Each JHSC should establish an inspection schedule at the beginning of the year and inspect at least part of the physical condition of the workplace each month such that their whole workplace is completed by the end of the year. Worker member inspectors are reminded to sign the inspection report once completed. Area supervisors are reminded to sign and return a copy of the inspection report to ehs.jhsc@utoronto.ca once the corrective actions are completed.
It is important to conduct an inspection each month as scheduled. If an inspection is missed, reschedule immediately within the same month. Refer to the FAQs on workplace inspections document for additional information.
The JHSC Workplace Inspection Report template can be found here and the checklist can be found here. You can find a list of workplace inspection tips here. Please refer to the Process Table – JHSC Workplace Inspection for information on the roles and responsibilities before, during, and after an inspection.
JHSC worker membership is encouraged to have representation to reflect the diversity in work places within respective JHSC jurisdictional areas in order to facilitate effectiveness when conducting workplace inspections e.g., laboratory spaces, administrative offices, etc.
EHS offers a suggested template for Agenda, Minutes, Workplace Inspection Reportsandother resources. Completed minutes, and workplace inspection reports must be sent to ehs.jhsc@utoronto.ca for upload to the applicable JHSC’s SharePoint.
The union reserves its right to appoint or elect its JHSC worker members from the workplace in accordance with the Occupational Health and Safety Act. Requests for new JHSC worker members shall be forwarded to their respective union by the co-chair of the committee or the EHS JHSC/Faculty Health & Safety Team. Management members are selected by the University.
Please note, JHSCs are comprised of worker and manager members ONLY. Guests may attend meetings as per JHSC specific guest/visitor guidelines but would not be considered members of the JHSC unless selected as a management member by the employer or a worker member selected by the applicable union. The JHSC should not have volunteers on the committee such as non-employees, and/or anyone who is not a worker member or management member of the JHSC.
JHSC coverage varies depending on the building. Please see JHSC Building Coverage for more information.
5. JHSC Guest/Visitor Guideline
JHSCs are encouraged to follow their specific committee level guest/visitor procedures. The following language may be considered:
Non-members interested in addressing the JHSC should contact both JHSC co-chairs with their request at least one week before the next scheduled meeting. The non-member/guest or the JHSC member requesting the attendance of the non-member/guest will discuss the request with both co-chairs. It is anticipated that in most cases both co-chairs will agree to add a guest to the agenda of the next committee meeting. However, after discussing with both co-chairs, a guest may be added to the agenda with the agreement of one co-chair. Co-chairs are expected to discuss the request collaboratively and advise the guest of their decision including what portion(s) of the meeting the guest may attend and to send agenda items/questions in advance of the meeting. If you have any questions regarding guest requesting to attend a JHSC meeting, please contact the JHSC co-chairs.
6. Membership (Participation, Engagement, Vacancies)
JHSC members are encouraged to attend as many meetings as possible to ensure consistent participation and contribution to health and safety discussions and committee tasks. The JHSC is required to operate in a manner that facilitates compliance under the Occupational Health & Safety Act (OHSA), which requires members to participate in committee duties as prescribed by OHSA (meetings, inspections, investigations etc.).
There may arise rare circumstances whereby a JHSC may find themselves hindered in their ability to remain compliant under OHSA due to lack of JHSC member attendance. If a member (whether worker or management), does not to attend meetings over a specified period determined by the JHSC (e.g., xx # of meetings/per year), the co-chairs are encouraged to reach out to the member. This outreach aims to understand the reasons for member absence and explore how the JHSC co-chairs (and committee) can better support member participation and to foster positive engagement.
The goal of this communication is to foster dialogue about any challenges the member may be facing, while offering support and adjustments as needed (and if feasible) to retain member involvement. Should ongoing attendance issues persist and the JHSC identify a vacancy based on the circumstances, the applicable union will be contacted to appoint a new member to fill the vacancy as per OHSA. If the co-chairs have any questions regarding member attendance or participation, please contact the EHS JHSC (ehs.jhsc@utoronto.ca) for support.
If you are no longer interested or able to dedicate time to the JHSC and would like to step off, please notify your JHSC’s co-chairs and cc ehs.jhsc@utoronto.ca and EHS JHSC will make the applicable updates.
Please see JHSC Health & Safety Boards for more information on required postings and a list of health & safety boards on campus.
8. JHSC Certification Training
For more information regarding JHSC Part 1, Part 2 and/or Refresher Training, please click here.
For a list of areas/buildings that each JHSC covers, please click here.
All JHSC members are added to the JHSC listserv and will receive relevant JHSC communications including a monthly JHSC newsletter. JHSCs are encouraged to distribute the newsletter per their internal JHSC processes.
How long should JHSCs keep minutes, inspections, and other records (e.g., incident reports)?
JHSC members may receive reports, etc. that contain personal information such as home addresses or medical information related to an injury. JHSC members should maintain records (e.g., incident reports, notices of injury, minutes, inspections, etc.) for the period of time necessary to conduct the business of the JHSC (e.g., reviewing information, follow up on issues, recommendations where applicable, etc.).
Please note: EHS maintains JHSC records and incident-related information per the University of Toronto Records Retention policy. All JHSC members also have access to JHSC records (minutes, inspection reports, etc.) on the JHSC electronic module.
For any questions, please contact ehs.jhsc@utoronto.ca.
12. JHSC SharePoint & Distribution
All JHSC members can view/download minutes, inspections, etc. via SharePoint and will receive an email when minutes or inspections are uploaded. Notices for hygiene testing, reports, etc. are sent to the JHSC via the JHSC co-chairs. Co-chairs are encouraged to distribute information per internal committee processes, and where applicable, taking into account membership representing different areas, employee/union groups, etc. All JHSC members can also access the notices, reports, etc. via the JHSC Sharepoint site.
EHS offers EHS401 JHSC Orientation and EHS415 JHSC Workplace Inspections. It’s beneficial for the JHSC member to complete the training as it provides valuable information and resources. To register for training, please click here. Please note that you must be connected to the University of Toronto’s network (internet) in order to access the webpage. If you have questions regarding training, please check out our Training FAQs page.
For any questions, please contact ehs.jhsc@utoronto.ca.