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Environmental Health and Safety Advisory Committees

Local Area Safety Committees work with the Safety Office to identify problems and implement local solutions.

The Environmental Health and Safety Advisory Committees are advisory to the Vice-President (Administration).


Terms of Reference

1.0 GENERAL ORGANIZATION

Introduction

The Environmental Health and Safety Office is responsible for the administration of occupational health and safety matters at the University of Manitoba. To complement this function, there are two levels of operating committees concerned with occupational health and safety that have been established by the Vice-President (Administration):

 

a) ADVISORY SAFETY COMMITTEES

These committees are advisory to the Vice-President (Administration).

(i) Workplace Health and Safety Advisory Committee which University Management includes representatives of the Bargaining Units and University Management.

(ii) HazardousWaste Management Advisory Committee

(iii) Biological Safety Committee

(iv) Radiation Safety Committee

b) LOCAL AREA COMMITTEES

Local Area Health and Safety Committees perform a complementary function to the Workplace Health and Safety Advisory Committee addressing operational safety concerns on a local basis.

 

1.1 Workplace Health and Safety Advisory Committee

This committee is concerned with the promotion of occupational health and safety within the University generally. It includes members from the bargaining units, students, and excluded staff which performs a co-ordinating function, assists local area committees and assesses and reviews health and safety requirements within the University.

Because of the unique problems associated with radiation and biological hazards, the Vice-President (Admin.) has named two groups of professionals (section 1.3 and 1.4) to assist the University with matters in those areas.

1.2 Hazardous Waste Management Advisory Committee

The Environmental Health and Safety Office is responsible for the administration of occupational health and safety matters at the University of Manitoba. To complement this function in the area of hazardous waste management, a ‘task specific’ Hazardous Waste Management Advisory Committee (HWMAC) shall be structured under the Workplace Health and Safety Advisory Committee. The advice of this committee will be sought on matters pertaining to Hazardous Waste Management at the University of Manitoba. Reports and recommendations shall be submitted to the Workplace Health and Safety Advisory Committee. The Workplace Health & Safety Advisory Committee shall forward them expeditiously to the vice President (Administration) together with any comments or endorsements of the report as they see fit. Comments and feedback shall be reported to the HWMNAC.

1.3 Biological Safety Committee

The Biological Safety Committee shall be responsible for biological hazards to humans which originate with the use of recombinant DNA molecules, animal viruses, cells or tissue cultures or any other biochemical or potentially infectious material.

1.4 Radiation Safety Committee

Radioisotopes and devices emitting ionizing radiation are used extensively through the university community in research and teaching. Since the handling and use of materials emitting ionizing radiation constitutes a potential hazard to health, the possession and use of radioactive materials is governed by the Atomic Energy Control Act administered by the Atomic Energy Control Board (A.E.C.B.), which has the responsibility of radiation safety generally. The A.E.C.B. has issued the University of Manitoba a Consolidated Radioisotope Licence and the University is responsible to the A.E.C.B. for ensuring the safe handling and use of materials purchased under the Licence.

The University of Manitoba Radiation Safety Committee has been given the responsibility of administering the regulations on possession and use of radioactive materials covered by the Consolidated Radioisotope Licence. One of the responsibilities of the Committee is to issue Internal Radioisotope Permits for the use of radioisotopes within the University and to ensure compliance with the terms of the Federal statutes for procurement of radioactive materials. In addition, the committee has the responsibility to assist and inform users of radioactive materials of the procedures and practices for the safe handling and disposal of these materials.

 

1.5 Local Area Safety Committees

These committees are concerned with the promotion of health and safety within specific buildings of the University with membership drawn from the various categories of staff and students who normally work in the buildings.

The names and locations of members of these local committees will be found posted on the bulletin boards designated "Health and Safety Committee".

All local area safety committees encountering difficulties or having suggestions pertaining to radiation and/or biological hazards should forward the matters to one or other of these advisory committees so that the appropriate expertise can be brought to bear.

Individuals having concerns in these specific areas may contact the Chair of the relevant committee directly or through the Environmental Health and Safety Office.

 

2.0 Advisory Committee Terms of Reference

2.1 WORKPLACE HEALTH AND SAFETY ADVISORY COMMITTEE

2.1.1 MEMBERSHIP

2.1.1.1 The Workplace Health and Safety Advisory Committee shall be made up of worker and employer personnel.

2.1.1.2 The number of worker members must not exceed ten (10).

2.1.1.3 The number of employer members must not exceed the number of worker members.

2.1.1.4 One candidate for membership on the Workplace Health and Safety Advisory Committee shall be selected by each of the bargaining units and UMSU to represent the worker members of the Workplace Health and Safety Advisory Committee.

2.1.1.5 The Vice-President (Admin.) shall select the employer representatives.

2.1.1.6 Alternates are permitted.

2.1.1.7 The University Environmental Health and Safety Office will be represented in an advisory capacity.

2.1.2 CO-CHAIRS

2.1.2.1 There shall be two co-chairs chosen.

2.1.2.2 One shall be chosen from and by the worker members.

2.1.2.3 One shall be chosen from and by the employer members from the management members.

2.1.2.4 The co-chairs are free to participate to an equal extent as any other member in the discussions and decisions of the meeting.

2.1.2.5 The chairing of meetings shall alternate from meeting to meeting between the two co-chairs.

2.1.2.6 The chair of the meeting shall be responsible for ensuring an agenda is prepared and distributed at least 3 working days prior to scheduled meetings.

2.1.3 ENVIRONMENTAL HEALTH AND SAFETY OFFICE

2.1.3.1 The Environmental Health and Safety Office shall be responsible for maintaining a file of minutes of Workplace Health and Safety Advisory Committee meetings and also to insure that:

2.1.3.1.1 One copy is sent to each local area committee.

2.1.3.1.2 One copy is sent to each Workplace Health and Safety Advisory Committee member.

2.1.3.1.3 One copy is sent to the Vice-President (Admin.).

2.1.3.2 The Environmental Health and Safety Office shall be responsible for maintaining a file of minutes of meetings of all local area committees for the use of the Workplace Health and Safety Advisory Committee.

2.1.4 MEETINGS

2.1.4.1 The committee shall schedule meetings at least bi-monthly.

2.1.4.1.1 At its first meeting following formation in the fall, the committee shall agree on regular meeting dates for the ensuing year.

2.1.4.1.2 The schedule of meetings shall be distributed to all local area committees for posting on notice boards.

2.1.4.2 Special meetings may be called by either co-chair for the purposes of considering causes of accidents, dangerous occurrences, or concerns believed to involve conditions dangerous to health or safety.

2.1.4.3 Except for the calling of special meetings, 3 working days prior notice shall be given for the calling of committee meetings.

2.1.4.4 The quorum for committee meetings shall consist of one-half the non-management members and one-half the management members.

2.1.4.5 Meeting procedures shall be governed by Robert's Rules of Order.

2.1.5 DUTIES

2.1.5.1 The committee shall provide assistance to the local area committees in the identification, recording, examination, evaluation and resolution of health and safety concerns arising within the University.

2.1.5.2 The committee shall recommend to the Vice-President (Admin.) practical procedures and conditions which will help achieve the highest possible degree of health and safety in the University.

2.1.5.3 The committee shall promote education and training programs on a University-wide basis, which are designed to develop a detailed knowledge of health and safety concerns and responsibilities in each individual in the University and also monitor the effectiveness of these programs.

2.1.5.4 The committee shall co-operate with the health and safety officer of the Government of Manitoba who is exercising his/her duties under the Workplace Safety and Health Act.

2.1.5.5 The committee may receive information though the Vice-President (Admin.) from the Biological and Radiation Hazards Committees and as requested assist in communicating such information to the local committees.

2.1.5.6 The committee shall work in conjunction with the Environmental Health and Safety Office, which is responsible for the administration of occupational health and safety matters at the University of Manitoba and the maintenance of all relevant records.

2.1.5.7 The committee shall receive, consider and dispose of concerns and complaints respecting the safety and health of workers.

2.1.5.8 The committee shall participate in the identification of risks to the safety or health of workers or other persons, arising out of or in connection with activities in the workplace.

2.1.5.9 The committee shall co-operate with a safety and health officer who is exercising his duties under the Workplace Safety and Health Act.

2.1.5.10 The committee shall perform other duties as may be specified in the Workplace Safety and Health Act or regulations.

 

2.2 HAZARDOUS WASTE ADVISORY COMMITTEE

2.2.1 MEMBERSHIP

2.2.1.1 The HWMAC shall be composed of persons knowledgeable in hazardous waste management and associated activities.

2.2.1.2 The number of members shall be not less than five or more than ten.

2.2.1.3 The members shall be recommended by the Environmental Health & Safety Officer to the Vice-President (Administration) one of which has been selected by the Workplace Health & Safety Advisory Committee. The term of appointment shall be open-ended.

2.2.1.4 Alternates are permitted during extended leaves of committee members.

2.2.1.5 The University Environmental Health and Safety Office staff shall be ex-officio resource members of the committee.

2.2.2 CHAIR

2.2.2.1 The chair shall be recommended by the Environmental Health & Safety Office to the Vice President (Administration).

2.2.2.2 The chair shall designate an alternate from among the member to act in his/her absence.

2.2.2.3 The chair is free to participate to an equal extent as any other member in the discussions and decisions of the meeting.

2.2.3 MEETINGS

2.2.3.1 The HWMAC will normally meet annually.

2.2.3.2 Special Meetings may be called by the chair, or designate, for the purposes of considering specific items of importance to hazardous waste management.

2.2.3.3 The quorum for the committee meetings shall consist of one-half of the members.

2.2.4 DUTIES

2.2.4.1 The HWMAC shall put forth recommendations on policy and procedures for the safe and effective management of hazardous wastes at the University of Manitoba. Recommendations that cannot be or are not effectively addressed by the Environmental Health and Safety Office shall be submitted to the Workplace Health and Safety Advisory Committee.

2.2.4.2 The HWMAC shall consider all available information pertaining to hazardous waste management in order to prepare appropriate recommendations. Areas of consideration will include:

(i) Regulatory requirements.

(ii) Personal safety aspects.

(iii) Protection of the environment.

(iv) Economic efficiency.

(v) Educational and training programs.

(vi) Maintain liaison with Hazardous Waste Management Agencies.

(vii) Other aspects of importance to hazardous waste management.

 

2.3 BIOLOGICAL SAFETY ADVISORY COMMITTEE - TERMS OF REFERENCE

FOREWORD: For purposes of this committee, the term biological hazards shall refer to any hazard which originates with the use of viruses, bacteria, fungi, recombinant DNA molecules, cells or tissue cultures or any other potentially infectious material at the University of Manitoba.

2.3.1 MEMBERSHIP

2.3.1.1 The Biological Safety Advisory Committee shall be composed of persons knowledgeable in the use of biologically hazardous materials as defined in the foreword. The total number of committee members shall not be less than five (5) nor more than ten (10).

2.3.1.2 The members shall be appointed by the Vice-President (Administration) and shall serve a three year term. Re-appointments are permitted.

2.3.1.3 Alternates are permitted during extended leaves of committee members.

2.3.1.4 The Environmental Health and Safety Office shall be represented as an ex- officio non-voting member.

2.3.2 CHAIR

2.3.2.1 The chair shall be appointed by the Vice-President (Administration).

2.3.2.2 The chair is free to participate to an equal extent as any other member in the discussions and decisions of the meeting.

2.3.2.3 The members of the committee shall choose one of their members to act as Vice-Chair in the event of the Chair’s absence.

2.3.3 SECRETARY

2.3.3.1 The members of the committee shall choose one of their members to act as secretary.

2.3.3.2 The secretary shall be responsible for recording minutes of meetings, for correspondence arising from meetings and for issuing notices of meetings after consultation with the chair.

2.3.3.3 The secretary shall be responsible for maintaining a file of minutes of committee meetings and ensuring that:

(i) one copy is sent to each member.

(ii) one copy is sent to the Environmental Health and Safety Office.

(iii) one copy is sent to the Vice-President (Administration)

(iv) one copy is sent to the Vice-President (Research)

2.3.3.4 The secretary shall maintain a file of all correspondence to and from the committee.

2.3.4 MEETINGS

2.3.4.1 The committee shall schedule meetings at least 3 times per year.

2.3.4.2 The date of the next regular meeting shall be determined at each meeting.

2.3.4.3 Special meetings may be called by the Chair, or the Vice-Chair, for the purposes of considering causes of accidents or dangerous occurrences, contaminating incidents, or conditions dangerous to health or safety.

2.3.4.4 The quorum for committee meetings shall consist of one-half of the members.

2.3.5 DUTIES

2.3.5.1 The committee shall recommend to the Vice President (Administration) practical procedures and guidelines which will help achieve the highest possible degree of safety in the use of biologically hazardous materials.

2.3.5.2 The committee shall ensure a system is in place to provide this system and recommend any changes as appropriate in its assistance to users in the identification, recording, examination, evaluation and resolution of health and safety concerns, arising through use of biologically hazardous materials. The committee shall periodically review this system and reccommend any changes as appropriate in its view.

2.3.5.3 The committee shall promote education and training programs on a University-wide basis, designed to provide each person handling biologically hazardous material with a detailed knowledge of hazards and protection therefrom, consistent with the individuals requirements.

2.3.5.4 The committee shall ensure that a listing of biologically hazardous materials within the University and the locations and faculties where they are used and stored is maintained. A current list of all permits required for use or possession shall be maintained.

2.3.5.5 The committee shall be responsible for ensuring a system is in place for the issuing or cancellation of all permits required for the use of biologically hazardous materials. The committee shall periodically review this system and recommend any changes as appropriate in its view.

2.3.5.6 The committee shall maintain a liaison with other University of Manitoba safety committees to consider problems of joint interest.

2.3.5.7 The committee shall be responsible for ensuring a system is in place to investigate any loss, theft or incident within the University which, in their view, could present a significant biological hazard to University personnel or the general public or have resulted in an injury or indication of ill health.

2.3.5.8 At the end of each academic year, an annual report shall be prepared with a summary of the year’s activities and an indication of compliance with University of Manitoba/Health Canada Laboratory Biosafety Guidelines.

2.3.5.9 Report mentioned in 2.3.5.7 and 2.3.5.8 shall be submitted to the Vice- President (Administration) and the Vice-President (Research).

 

 

2.4. RADIATION SAFETY COMMITTEE

2.4.1. MEMBERSHIP

a) The Radiation Safety Committee shall be composed of persons knowledgeable in the use of radioactive materials and radiation-emitting devices.

b) The number of members shall not be more than ten.

c) One member shall be from the bargaining unit representing the maintenance staff.

d) One member shall be from the bargaining unit representing the technical support staff.

e) The members shall be appointed by the Vice-President (Administration) and shall serve until replaced.

f) Alternates are permitted during extended leaves of committee members

g) The Radiation Safety Coordinator shall be a non-voting member and shall assist the committee in the performance of their duties.

h) The University Environmental Health & Safety Officer shall be an ex-officio member.

2.4.2 OFFICERS

a) Chair

i) The chair shall be appointed by the Vice-President (Administration).

ii) The Chair is free to participate to an equal extent as any other member in the discussions and decisions of the meeting.

iii) The Chair shall select one member to act on his/her behalf in the event of his/her absence.

iv) The Chair shall be responsible for maintaining a file of minutes of committee meetings and all correspondence to and form the committee.

b) Recording Secretary

i) The members of the committee shall choose a recording secretary.

ii) The secretary shall be responsible for recording minutes of meetings and for issuing notices of meetings after consultation with the Chair. The secretary shall ensure that copies of the minutes are distributed to each member.

2.4.3 MEETINGS

a) The committee shall schedule meetings at least semi-annually

b) The date of the next regular meeting shall be determined at each meeting.

c) Special meetings may be called by the chair, (or designate in the event of his/her absence) for the purposes of considering causes of accidents or dangerous occurrences, contamination incidents, high exposures or conditions dangerous to safety or health.

d) The quorum for committee meetings shall consist of one-half the voting members.

2.4.4 DUTIES

a) The committee shall be responsible for the issuing or cancellation of all Internal Radioisotope Permits for the use of ionizing radiation sources.

b) The committee shall provide assistance to users in the identification recording, examination, evaluation and resolution of safety and health concerns arising through the use of radioactive material, X-ray generators or particle accelerators within the University.

c) The committee shall recommend to the Vice-President (Administration) practical procedures and conditions that will help achieve the highest possible degree of safety in the use of radioactive materials, X-ray generators or particle accelerators or particle accelerators within the University.

d) The committee shall promote education and training programs on a University-wide basis, designed to provide each person handling devices or materials emitting ionizing radiation with a detailed knowledge of hazards and protective measures, consistent with the individual's requirements.

e) The committee shall maintain current inventories of the emitters of ionizing radiation within the University and the locations and facilities where they are used and stored. A current list of all permits for use or possession shall be maintained.

 

f) The committee shall maintain a liaison with other safety committees at the University to consider problems of joint interest

g) The committee shall receive reports of all inspections, incidents of other relevant material from the Radiation Safety Coordinator and make recommendations where appropriate.

h) The committee shall be responsible for investigating loss or theft of any radioactive substance in excess of ten times the scheduled quantity, report such loss or theft to the Atomic Energy Control Board (A.E.C.B.) and, as soon as possible thereafter, send a complete report of such loss or theft to the A.E.C.B.

i) The committee shall be responsible for investigating any incident within the University which, in their view, could give rise to exposure, either externally or internally, leading to a dose in excess of one twentieth of the maximum h permissible dose for Atomic Radiation Workers as sent out in the Atomic Energy Control Regulations. When the investigation is complete, a written report shall be prepared. A.E.C.B. shall be notified of such incidents

j) The committee shall approve and submit an annual report, compiled by the Environmental Health & Safety Office, to the A.E.C.B at the end of each Calendar Year. The report shall include a summary of amounts of radioactive material purchased and used, and any significant events.

k) Reports mentioned in sections h), i) and j) above shall be submitted though the Vice-President (Administration) to the A.E.C.B.

 

 

2.4.5 DUTIES OF RADIATION SAFETY COORDINATOR

The Radiation Safety Coordinator is responsible for coordinating and implementing the Radiation Safety Program under the guidance of the Radiation Safety Committee and assumes the following basic responsibilities-.

a) Conduct routine compliance inspections of all laboratories and storage areas listed in the University permit system.

b) Report results of compliance inspections to Radiation Safety Committee with recommendations for corrective actions where infractions to the regulations have occurred.

c) Investigate all incidents involving radioactive material, supervise the cleanup and corrective action.

d) Coordinate and monitor the acquisition, transportation, storage, use and disposal of radioactive material.

e) Investigate all significant personnel exposures and provide direction for bio-assays and necessary safety precautions.

f) Coordinate and develop training programs on radiation safety and provide advice to University personnel on the use of radioactive materials.

g) Process applications for radioisotope permits and make recommendations on them to the Radiation Safety Committee.

h) Maintain records of permits, personnel exposure, unusual occurrences, and other activities involving radioactive material.

i) Advise the Radiation Safety Committee on current Atomic Energy Control regulations and policy matters as well as on operations and activities of the Radiation Safety Program.

j) Prepare draft copies of the Radiation Safety Committee annual report and A.E.C.B. license application for presentation to the Radiation Safety Committee.

 

 

2.4.6 PERMIT HOLDER'S RESPONSIBILITIES

a) Ensure that Designated Workers are trained in safe practices and procedures relating to the operations involving radioactive, material in the laboratory. Designated Workers are personnel listed on the Internal Radioisotope Permit as approved to work with radioisotopes.

 

b) Ensure the safe conduct of work performed in assigned laboratories.

c) Post and make available necessary rules and regulations, including the Radiation Safety Manual, to Designated Workers.

d) Allow ONLY Designated Workers to handle radioisotopes without direct supervision.

e) Report to the Radiation Safety Coordinator all changes to information found on the Internal Radioisotope Permit.

f) Assign duties to Designated Workers that include: regular contamination monitoring and record keeping, waste disposal, T. L. D. service, cleaning and securing of labs.

g) Maintain and update records on inventory, purchase and disposal of radioisotopes. The Permit Holder's signature (or the Laboratory Radiation Supervisor) is required for the Radioisotope Inventory Forms.

h) Evaluate the potential hazard of all new laboratory procedures

i) Must be aware of and comply with all safety rules and procedures as identified in the Radiation Safety Manual.

j) Promptly report to the Radiation Safety Coordinator any incident involving a known or suspected radiation exposure or contamination which may exceed established limits.

k) May appoint a LABORATORY RADIATION SUPERVISOR to act as an alternate in the event of his/her absence.

 

2.4.7 LABORATORY RADIATION SUPERVISOR'S RESPONSIBILITIES

a) Must be a Designated Worker. Designated Workers are personnel listed on the Internal Radioisotope Permit as approved to work with radioisotopes

b) Assist the Permit Holder to ensure that Designated Workers are trained in safe practices and procedures relating to the operations involving radioactive material in the laboratory

c) Assist the Permit Holder to ensure the safe conduct of work performed in assigned laboratories.

d) Assist the Permit Holder in posting and making available necessary rules and regulations including the Radiation Safety Manual to Designated Workers.

e) Allow ONLY Designated Workers to handle radioisotopes without direct supervision.

f) In the absence of the Permit Holder, report to the Radiation Safety Coordinator all changes to information found on the Internal Radioisotope Permit.

g) In conjunction with the Permit Holder, assign duties to Designated Workers which include- regular contamination monitoring and record keeping, waste disposal, T.L.D. service, cleaning and securing of labs.

h) Assist the Permit Holder with maintaining and updating records on inventory, purchase and disposal of radioisotopes. The Laboratory Radiation Supervisor's (or the Permit Holder's) signature is required for the Radioisotope Inventory Forms.

i) Must be aware of and comply with all safety rules and procedures as identified in the Radiation Safety Manual.

j) Promptly report to the Permit Holder (or the Radiation Safety Coordinator, in the absence of the Permit Holder) any incident involving a known of suspected radiation exposure or contamination which may exceed established limits.

 

 

2.4.8 DESIGNATED WORKER'S RESPONSIBILITIES

a) Must be aware of and comply with all conditions of the laboratory's Internal Radioisotope Permit, and all safety rules and procedures as identified in the Radiation Safety Manual.

b) Perform work in a manner which will minimize radiation exposure to all laboratory personnel

c) Comply with waste disposal guidelines outlined on the laboratory's Internal Radioisotope Permit and contained in the Radiation Safety Manual.

d) Report to the Permit Holder or Laboratory Radiation Supervisor any incident involving a known or suspected radiation exposure or contamination which may exceed established limits.

3.0 LOCAL AREA SAFETY COMMITTEES - TERMS OF REFERENCE

3.1 MEMBERSHIP

3.1.1 Each local area safety committee shall be made up of worker and employer personnel.

3.1.2 The number of worker representatives must not exceed six (6).

3.1.3 The number of employer representatives must not exceed the number of worker representatives.

3.1.4 The Environmental Health and Safety Office shall identify the university staff member who has administrative authority in each area. That individual shall be known as the designated administrative officer for the identified area.

3.1.5 Volunteers from the students and staff who regularly occupy the designated buildings will be sought each October to serve as non-management representatives.

3.1.5.1 Where there are more volunteers than there are spaces on the committee, the designated administrative officer in conjunction with the Environmental Health and Safety Office may select the number required or may subdivide the area under his/her responsibility creating 2 or more local committees depending on the view of what will better promote the interest of health and safety in his/her area.

3.1.5.2 Where there are no volunteers, that area will become the responsibility of the Environmental Health and Safety Office until an active committee can be formed.

3.1.6 The designated administrative officer shall select the management representatives from University personnel who are classified as Executive, Administrative or Confidential exclusions.

3.2 CO-CHAIRS

3.2.1 There shall be two co-chairs chosen for each committee.

3.2.1.1 One shall be chosen from and by the worker members.

3.2.1.2 One shall be selected by the designated administrative officer from the employer members.

3.2.2 The co-chairs are free to participate to an equal extent as any other member in the discussions and decisions of the meeting.

3.2.3 The chairing of meetings shall alternate from meeting to meeting between the two chairs.

3.2.4 The chair of the meeting shall be responsible for ensuring an agenda is prepared and distributed at least 3 working days prior to scheduled meetings.

3.2.5 The employer co-chair shall be responsible for maintaining a file of minutes of committee meetings and also insure that:

3.2.5.1 One copy is posted on the committee's bulletin board.

3.2.5.2 One copy is sent to the Environmental Health and Safety Office.

3.2.5.3 One copy is sent to each member.

3.2.6 The co-chairs or their delegates shall accompany the provincial health and safety officer during any inspection or investigation of the area that is performed. They are to discuss their report with him/her and sign the report indicating that they have read it.

3.3 MEETINGS

3.3.1 The committee shall schedule regular meetings at least bi-monthly.

3.3.2 Special meetings may be called by either co-chair for the purpose of considering causes of accidents or dangerous occurrences, or concerns believed to involve conditions dangerous to health or safety.

3.3.3 Except for the calling of special meetings, 3 working days prior notice shall be given for the calling of committee meetings.

3.3.4 The quorum for committee meetings shall consist of one-half the non-management members and one-half the management members.

3.3.5 Meeting procedures shall be governed by Robert's Rules of Order.

 

3.4 DUTIES

3.4.1 The committee shall provide assistance in the identification, recording, examination, evaluation and resolution of health and safety concerns arising within their area.

3.4.2 The committee shall recommend practical procedures and conditions which will help achieve the highest possible degree of health and safety in their area.

3.4.3 The committee shall promote education and training programs which are designed to develop a detailed knowledge of health and safety concerns and responsibilities in each individual in their area.

3.4.4 The committee shall co-operate with the health and safety officer of the Government of Manitoba who is exercising his\her duties under the Workplace Safety and Health Act.

3.4.5 The committee shall work in conjunction with the University Environmental Health and Safety Office in the implementation of occupational health and safety programs.

 

4.0 PROCEDURES FOR THE HANDLING OF CONCERNS

Concerns should be resolved at the lowest possible level, usually by the employee and supervisor, but may be carried forth to a higher level. The appropriate Advisory Committee has the responsibility to ensure that the system works and has the option to become involved at any stage. The time line for handling concerns will vary, dependent on the seriousness of the concern. For matters which are ‘immediately threatening to life or health, the concern may proceed from first to third stage in a matter of minutes.

4.1 FIRST STAGE

4.1.1 When a student or employee of the University has reason
to believe, and does believe, that a condition exists that is
dangerous to his/her health or safety in the performance of
his/her work, that person is required to report that condition
to the supervisor in charge. The person may request the
assistance of any member of the Workplace Health &
Safety Advisory Committee or the Environmental Health
and Safety Office in his/her reporting. The person may
also seek the advice or assistance of the Local Area
Safety Committee.

4.1.2 Upon notification of the concern, the supervisor shall examine the concern with the person reporting it and where he/she has the power, shall take appropriate action to remove the concern. Documentation of the concern should proceed as soon as is practical.

4.1.3 Should the person reporting the condition continue to believe that a danger exists, or the Environmental Health and Safety Office forthwith and forward the report together with the results of the examination to his/her Dean, Director, or Unit Head for further consideration and action as may be deemed necessary. The supervisor and the person initially concerned shall be advised of the results of this consideration.

4.2. SECOND STAGE

4.2.1 Where a health or safety concern has been identified under the First Stage, and the person raising the concern believes that a satisfactory resolution has not been achieved, the concerned person may forward the matter to any member of the Local Area Safety Committee in his/her area or to the Workplace Health and Safety Advisory Committee.

The committee member shall ensure that the concern is placed on the agenda of the next regular meeting or at a special meeting if the concern is of immediate importance.

4.2.3 The committee shall consider the matter and if necessary, consult the Environmental Health and Safety Office on the steps that may be required for disposition.

4.2.4 Any matters brought to the attention of a Local Area Safety Committee should be forwarded directly to the appropriate Safety Advisory Committee (Workplace Health and Safety, Radiation Safety, Biological Safety) if the matter has not been resolved to their satisfaction or may be of universal concern .

4.2.5. In the absence of a Local Area Safety Committee, the Environmental Health and Safety Office may choose to forward the matter to the Workplace Health and Safety, Radiation Safety, or Biological Safety Advisory Committees.

4.2.6 The Environmental Health and Safety Office will report back to the committee and the concerned person as to the disposition of matters directed to that office.

4.3 THIRD STAGE

4.3.1 Where a health or safety concern has been identified under the First Stage, and the person raising the concern believes that a satisfactory resolution has not been achieved under the Second Stage or is of immediate concern, the concerned person may report the condition to a provincial health and safety officer at Workplace Safety and Health.

4.3.2 Under the Workplace Safety and Health Act, the provincial health and safety officer shall make an examination and inquiry and issue such order as he/she deems necessary to achieve the remedying of the condition.

File: sk /cttee/Terms of Reference Dec 98F

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