H&S Tips & Templates

COR™ is required for many government and large contractor bids in Ontario and Quebec

Certification involves an internal audit, an external COR™ audit, and ongoing maintenance

A well-prepared COR™ program can reduce incident rates by 15–30%

Most businesses need 3–6 months to prepare for their first COR™ audit

COR™ can reduce WSIB premiums and improve your company's safety culture

Your health and safety management system must cover hazard identification, training, emergency response, and incident investigation

Fall protection is required when working at heights of 3 metres or more

Working at Heights (WAH) training is mandatory for all workers who may be exposed to fall hazards

Guardrails, safety nets, and personal fall arrest systems (PFAS) are all acceptable forms of protection

Employers must have a written rescue plan before workers use personal fall arrest equipment

Ladders must extend at least 1 metre above the landing surface

Fall protection plans must be site-specific and reviewed before work begins

WHMIS 2015 training is required for any worker who works with or near hazardous products

Safety Data Sheets (SDS) must be available to workers at all times — paper or electronic

All hazardous products must have compliant GHS labels with standardized pictograms

Training must be workplace-specific — generic online training alone is not sufficient under OHSA

Employers must keep training records and make them available for Ministry of Labour inspections

Start with our FREE WHMIS 2015 online course — get your instant certificate in 30 minutes

Start with a clear scope — define what operations, locations, and hazards your manual covers

Write for your audience — use plain language your workers can understand, not legal jargon

Include site-specific procedures, not just generic policy statements copied from templates

Add visual aids, checklists, and quick-reference guides for high-risk tasks

Align your manual with COR™ elements if you're pursuing certification

Review and update your manual at least annually or after any serious incident or regulatory change

Keep training records for every worker — WHMIS 2015, Working at Heights, and OHSA awareness training

Post required notices in a visible location: OHSA poster, WHMIS poster, and Emergency Contact List

Ensure your Joint Health & Safety Committee (JHSC) or Health & Safety Representative minutes are current and signed

Have your H&S manual, SDS binder, and workplace injury/illness records accessible and up to date

Conduct regular internal inspections and document them with completed corrective actions

Know your rights — workers and employers both have rights during an inspection under the OHSA

A written lockout/tagout procedure is legally required for any machine or equipment where unexpected energization could injure a worker

All forms of hazardous energy must be isolated — electrical, hydraulic, pneumatic, mechanical, thermal, and chemical

Each worker performing maintenance must apply their own personal lock — one worker, one lock, no exceptions

Workers must be trained on LOTO procedures specific to each piece of equipment they service

Locks must not be removed by anyone other than the worker who applied them — supervisors cannot override this

Conduct a periodic LOTO audit to verify procedures are being followed and all equipment has up-to-date written procedures

Develop a written heat stress prevention program before hot weather arrives — don't wait for an incident

Provide workers with cool, clean drinking water nearby — at least 250ml every 20 minutes in extreme heat

Allow workers to acclimatize gradually — new or returning workers need 7–14 days to adjust to heat

Schedule heavy outdoor work during cooler parts of the day and build in rest breaks in shaded areas

Train supervisors to recognize early signs of heat exhaustion: dizziness, heavy sweating, weakness, nausea

Monitor the Humidex — when it reaches 35 or above, additional controls and rest periods are strongly recommended

Identify and inventory all confined spaces on your site — a space qualifies if it is large enough to enter, has restricted entry/exit, and is not designed for continuous occupancy

Develop a written confined space program that covers hazard identification, entry procedures, atmospheric testing, and rescue

Atmospheric testing for oxygen levels, flammable gases, and toxic substances must be done before and during any entry

An entry permit must be completed and signed before each confined space entry — verbal authorization is not sufficient

A trained attendant must remain outside the confined space at all times while a worker is inside

A rescue plan must be in place before entry begins — rescue teams must be trained and equipped, never attempt a rescue without proper gear

Orientation must happen before the worker begins work — not after their first day or first incident

Cover the basics: rights and responsibilities under OHSA, how to report a hazard, who the Joint Health & Safety Committee (JHSC) representative is

Review workplace-specific hazards, emergency procedures, and the location of first aid and fire extinguishers

Provide WHMIS training for any worker who may work with or near hazardous products

Assign a buddy or mentor for the first few weeks — informal supervision dramatically reduces new worker injuries

Document the orientation with a sign-off sheet and keep it on file — it is your proof of compliance in a Ministry of Labour inspection

All critical injuries must be reported to the Ministry of Labour immediately by phone, with a written report to follow within 48 hours

Near misses must also be investigated — they are free lessons that show where your next serious injury is coming from

Investigations must be completed by the constructor or employer and a JHSC worker representative as soon as possible after the incident

Focus on root causes, not blame — ask 'why did the system allow this to happen?' not 'who made a mistake?'

Corrective actions must be specific, assigned to a responsible person, and have a completion deadline — vague actions get ignored

Keep all investigation records on file — the Ministry of Labour can request them at any time and will review them following a serious incident

Most Ontario employers are required to register with WSIB within 10 days of hiring their first worker

WSIB premiums are based on your industry classification and total insurable payroll

Reporting a workplace injury to WSIB within 3 days is mandatory under the Workplace Safety and Insurance Act (WSIA)

Your WSIB experience rating adjusts your premiums based on your claims history — fewer claims means lower premiums

WSIB's Health & Safety Excellence program offers significant premium rebates for businesses that demonstrate strong safety practices

A strong health and safety management system is the most effective way to reduce WSIB costs long-term

In Ontario, O. Reg. 851 requires fall protection for industrial workers exposed to a fall of 1.2 metres or more — lower than the construction threshold

In Quebec, the LSST and associated regulations require employers to eliminate fall hazards at the source before relying on personal protective equipment

A written fall protection plan is required before work begins at elevation — it must be site-specific and include rescue procedures

Personal Fall Arrest Systems (PFAS) — harness, lanyard, and anchor — must be inspected before each use and meet CSA Z259 standards

Employers must identify and document all fall hazards through a formal hazard assessment as part of their safety management system

Anchor points must be engineered to withstand a minimum load of 8 kN (approximately 1,800 lbs) per attached worker

Workers must be trained on the specific fall protection equipment they are using — general awareness training is not sufficient

A rescue plan must be in place before any worker is elevated — post-fall suspension trauma (harness hang syndrome) can be fatal within minutes

A JHSC is required when your workplace regularly employs 20 or more workers — this includes part-time and seasonal employees counted toward your regular complement

The JHSC must have at least two members: at minimum one worker representative (selected by workers or their union) and one management representative (appointed by the employer)

Workplaces with 50 or more workers must have a minimum of four JHSC members — at least half must be worker representatives

JHSC members must complete the mandatory JHSC Certification training through a WSIB-approved provider — Part 1 and Part 2 certification is required for certified members

The JHSC must meet at least once every three months — meeting minutes must be kept and posted in the workplace

JHSC members have the right to inspect the physical condition of the workplace at least once per month — they must submit written recommendations to the employer

The employer must respond in writing to JHSC recommendations within 21 days — agreeing, disagreeing (with reasons), or providing a timeline for action

If a serious injury or fatality occurs, a JHSC member (or worker health and safety representative) must be notified and has the right to inspect the scene

An OHS consultant assesses your current safety program, identifies gaps, and builds or improves your documentation, procedures, and training

Consultants save you time — most business owners don't have the expertise or hours to build a compliant safety program from scratch

A good OHS consultant works with your existing team, not around them — your supervisors and workers should be involved throughout

Consulting is not just for large companies — businesses with as few as 5 employees benefit from a documented safety program

COR™ certification, WSIB audits, and Ministry of Labour inspections are all areas where a consultant's guidance pays for itself

The best consultants tailor their advice to your industry — a construction site has very different risks than a medical office or a manufacturing plant

On-site visits give consultants the context they need — remote-only services often miss critical site-specific hazards

WAH training is mandatory for all workers on Ontario construction projects where they could be exposed to a fall hazard at any height

The training must be delivered by a WSIB-approved provider — employer-developed courses do not satisfy the requirement

The approved program includes theoretical and practical components — workers must demonstrate competency, not just attend

WAH training does not expire, but refresher training is required when there are significant changes to a worker's role or equipment

Supervisors must also complete WAH training if they could be exposed to fall hazards

Completion of WAH training must be documented — workers receive a proof-of-training document they carry on site

WAH training is separate from — and in addition to — a site-specific fall protection plan, which the employer must still prepare

Every Ontario employer must have a written health and safety policy if they regularly employ 6 or more workers — this is a legal requirement, not optional

Your safety program should start with a hazard identification process — walk your workplace and list every task that could cause injury

Documented safe work procedures for your highest-risk tasks are the backbone of any effective safety program

Worker orientation and training records must be kept — in the event of an incident or Ministry inspection, documentation is your evidence of due diligence

A safety program doesn't need to be hundreds of pages — a focused, practical program followed consistently is far more valuable than a thick binder no one reads

Businesses with 20 or more workers must have a Joint Health & Safety Committee (JHSC); those with 6–19 workers need a worker health and safety representative

Annual reviews of your safety program keep it current and show regulators that safety is an ongoing priority, not a one-time effort

On any Ontario construction project where multiple employers are present, a 'prime contractor' must be designated — typically the general contractor or project owner

The prime contractor is responsible for ensuring all employers and workers on the project comply with the OHSA and its regulations

If a project owner does not designate a prime contractor in writing, the project owner themselves becomes the prime contractor by default

The prime contractor must establish a process for identifying and addressing hazards created by the work of multiple employers on the same site

Sub-contractors do not lose their own obligations under the OHSA — both the prime contractor and sub-contractors carry duties simultaneously

A written contract clearly stating the prime contractor designation is essential — verbal agreements do not provide legal protection

Ministry of Labour inspectors will look for evidence that the prime contractor is actively coordinating safety, not just holding the title on paper

As a project owner or constructor in Ontario, you remain responsible for ensuring all contractors and sub-contractors comply with the OHSA — even if you didn't directly hire them

Pre-qualify your contractors before they set foot on site: request proof of WSIB coverage, valid insurance certificates, and their written health and safety program

All contractors and their workers must receive a site-specific safety orientation before beginning work — this is not optional and must be documented with sign-off

Assign a designated supervisor or safety contact to oversee contractor activities on your site — contractors cannot self-supervise without accountability to the host employer

Include safety expectations in your contracts: scope of work, hazard reporting procedures, incident notification requirements, and consequences for non-compliance

Conduct regular site inspections that include contractor work areas — don't limit your internal audits to your own employees only

When multiple contractors work together on a project, clearly define who is responsible for coordinating safety where their work overlaps — undefined zones create hazard gaps

All contractor incidents on your site must be investigated and reported under the same standards as incidents involving your own workers

Every Ontario employer with five or more workers must have a written workplace violence policy AND a written workplace harassment policy — both must be reviewed at least annually

Your workplace violence program must include measures to control identified risks, a procedure for workers to report incidents, and a process to investigate and deal with violent incidents

Your workplace harassment program must include how incidents will be investigated, how findings will be reported to the complainant and respondent, and the confidentiality protections in place

Employers must provide workers with information and instruction on the contents of both policies and programs — this must be documented

Bill 132 (2016) strengthened the requirements: investigations must now be conducted by an appropriate person, and workers must receive a written summary of the investigation results

If a worker is at risk of domestic violence in the workplace, the employer has additional obligations to protect them — this is explicitly covered under OHSA Section 32.0.4

Supervisors who engage in workplace harassment can be personally fined up to $100,000 under the OHSA — individual accountability is now explicit

Policies must be posted in a visible location in the workplace, not just distributed digitally

Every Ontario workplace must have a first aid kit that meets the minimum contents specified in Schedule 2 of O. Reg. 1101 — the required contents vary based on the number of workers present at one time

Workplaces with 5 or fewer workers need a basic kit; those with 6–15 workers need a larger standard kit; workplaces with 16+ workers require a comprehensive kit plus a first aid room may be required depending on industry

At least one person with a valid Standard First Aid & CPR/AED certificate must be present whenever workers are on-site — this person must be designated and their certificate must be current

Construction projects have additional requirements under O. Reg. 213/91: a first aid station must be located within 10 minutes' travel of any worker, and at least one person trained in emergency first aid must be present on every shift

First aid kits must be inspected regularly, kept in good order, and restocked promptly after use — maintaining an inspection log demonstrates due diligence during Ministry of Labour audits

The name and location of the designated first aider must be posted in the workplace in a conspicuous location so all workers know who to contact in an emergency

If your workplace has a first aid room (required for certain large industrial workplaces), it must be equipped with specific supplies, including a cot with waterproof cover, blankets, and running water where reasonably practicable

All first aid incidents — even those that don't result in lost time — should be recorded in a first aid register; this record is required under O. Reg. 1101 and must be kept for at least three years

Every Ontario employer should have a written workplace impairment policy that covers all substances — cannabis, alcohol, prescription medications, and non-prescription drugs

Your policy must clearly define 'safety-sensitive positions' and the specific rules that apply to workers in those roles, including zero-tolerance provisions where appropriate

Under the Ontario Human Rights Code, addiction is a protected disability — employers cannot discipline workers solely for having a substance use disorder; they must first offer accommodation up to undue hardship

Reasonable cause and post-incident drug/alcohol testing may be permissible in safety-sensitive environments, but random testing remains legally restricted in Ontario — get legal advice before implementing a testing program

Supervisors must be trained to recognize signs of impairment and document observations objectively — subjective or poorly documented decisions expose you to human rights and wrongful dismissal claims

Your impairment policy must align with both your OHSA obligations and the Ontario Human Rights Code — these two frameworks pull in different directions, and a well-drafted policy navigates both

Workers must be informed of your impairment policy — distributing it during onboarding and requiring a signed acknowledgement is your evidence of due diligence

Review and update your impairment policy annually — this area of law is still evolving, and what was defensible in 2022 may not meet the standard in 2026

Ontario employers with 20 or more workers must have a written return to work program under the Workplace Safety and Insurance Act — this is a legal requirement, not a recommendation

Your RTW program must outline the steps your company will take to provide suitable and available modified or transitional work to injured workers during their recovery

You are required to make an offer of suitable work that takes into account the worker's functional limitations as identified by their treating healthcare provider — the offer must be in writing

Suitable work means work that is within the worker's functional abilities, restores pre-injury earnings where possible, and does not endanger the health and safety of the worker or others on the worksite

Workers also have obligations under the WSIA — they must cooperate with the RTW process and cannot refuse suitable modified work without valid reason; if they do, WSIB benefits may be suspended

If a worker remains off work for more than 12 months, WSIB may appoint a re-employment specialist to oversee the file — keeping early and proactive contact with WSIB reduces the risk of this outcome

Employers who fail to re-employ a worker who has been with the company for at least one year before the injury may be subject to a re-employment order, requiring you to offer the worker the first available suitable position for up to two years post-injury

Documenting every step of your RTW process — job offers, medical reviews, accommodation assessments, and worker communications — is critical; thorough records protect your business in the event of a WSIB dispute or appeal

Ontario employers are required under the OHSA to address workplace impairment as part of their duty to maintain a safe workplace — having a written policy is a critical first step

Your impairment policy should clearly define what constitutes impairment, cover all substances (cannabis, alcohol, prescription drugs, and illegal substances), and apply to all workers including contractors and visitors

Pre-employment drug testing is not automatically permitted in Ontario under the Human Rights Code unless the position is genuinely safety-sensitive — get legal advice before implementing any testing program

Reasonable cause testing is permissible when a supervisor has objective, documented grounds to believe a worker is impaired — vague suspicion is not enough; train your supervisors to recognize the signs and document them properly

Post-incident testing may be justified after a serious workplace accident in a safety-sensitive role, but only when you have evidence linking the incident to possible impairment — a positive test result alone does not prove impairment at the time of the incident

Random drug testing remains highly restricted in Ontario and is only permissible in limited circumstances involving a workplace with a demonstrated, recent history of drug and alcohol abuse — consult a labour lawyer before implementing random testing

Employees who self-disclose addiction or dependency are entitled to accommodation under the Ontario Human Rights Code — your policy must include a process for workers to come forward without fear of automatic termination

Your impairment policy must be communicated to all workers in writing, with acknowledgment signed off, and supervisors must be trained on how to apply it consistently — inconsistent application creates human rights exposure