Updated: May 6, 2024

1. Meetings 2. Monthly Workplace Inspections 3. Templates 4. Member Appointment
5. Guest/Visitor Guideline 6. Health & Safety Boards 7. Certification Training 8. Building Coverage
9. Listserv & Newsletter 10. Records Retention 11. SharePoint 12. JHSC Training

1. JHSC Meeting 

Each JHSC is required to meet at least once every three months or as frequently as needed.


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.

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.


3. JHSC Templates

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.


4. Member Appointment

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. Health & Safety Boards

Please see JHSC Health & Safety Boards for more information on required postings and a list of health & safety boards on campus.


7. JHSC Certification Training

For more information regarding JHSC Part 1, Part 2 and/or Refresher Training, please click here.


8. JHSC Building Coverage

For a list of areas/buildings that each JHSC covers, please click here.


9. Listserv & Newsletter

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.


10. Records Retention

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.


11. JHSC SharePoint

JHSC members can view/download minutes, inspections, etc. via SharePoint and will receive an email when minutes or inspections are uploaded. Notices, 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 members can also access the notices, reports, etc. via the JHSC Sharepoint site. 


12. JHSC Training

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.