CALEDON COMMUNITY SERVICES HEALTH AND SAFETY …€¦ · Before preparing, handling, serving or eating food or before and after feeding a client After wiping your nose or personal

CCS Health and Safety Handbook- August 2018

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CALEDON COMMUNITY SERVICES

HEALTH AND SAFETY HANDBOOK

2018


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FIRST THINGS FIRST- PRIORITY READING LISTS

All CCS employees are required to review this entire handbook. Some of these policies and

procedures, however, are more applicable to specific positions. To help you start off your work

experience with the most important health and safety information for your specific position, it is

recommended that you review the policies outlined in the appropriate checklists below before

your first day delivering service, particularly if your job requires you to work independently:

All Positions/ Locations

Rights and Responsibilities Page 3

Workplace Harassment, Sexual Harassment & Violence Prevention Page 19

Responding to Workplace Accidents/ Incidents/ Near-Misses Page 28

Workplace Accident/ Incident/ Near-Miss Investigation Page 29

Emergency Preparedness - Medical Emergency Response Procedures Page 35

Emergency Preparedness – Fire Response Procedures Page 39

Emergency Preparedness – Evacuation Wardens Page 38

No Smoking Policy Page 18

Transportation Driver/ Transportation Office

Safe Driving Tips –Page 22 Dressing for Safety –Page 14 Safe Lifting - Page 15

Working Alone or in Isolation – Page 21 Preventing Abuse and Neglect – Page 53

PSW/ Specialist Clinic Coordinator/ Health Services Managers

Infection Prevention & Control (IPAC) –Page 8 Dressing for Safety – Page 14

Safe Lifting – Page 15 Working Alone or in Isolation- Page 21

Safe Driving Tips – Page 22 Preventing Abuse and Neglect – Page 53

Exchange/ Retail Operations

Dressing for Safety – Page 14 Safe Lifting – Page 15

Working Alone or in Isolation – Page 21


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RIGHTS AND RESPONSIBILITIES

Caledon Community Services (CCS) is committed to promoting a healthy and safe work experience for

all of our staff, volunteers, student and program placements as well as clients and visitors. This

handbook will provide you with information about the parts we all play in promoting workplace health

and safety.

CCS Management’s Part

Caledon Community Services shall implement, sustain and monitor all measures necessary to ensure that its responsibilities in the following areas are met:

All required safety equipment, materials and protective devices are provided and maintained in good condition and used as prescribed;

All workers are given the necessary information, instruction and competent supervision to perform their work in a safe manner;

Full support is given to the members of the Health and Safety Committee in the carrying out of their functions;

Ensure that all workers are familiar with Agency health and safety policies, procedures and protocols;

Review said policies, procedures and protocols annually and ensure that they are being fully implemented;

Your Part

Be aware of and exercise your rights under the Ontario Occupational Health and Safety Act.

Right to refuse unsafe work.

Right to participate in the workplace health and safety activities through the Health and Safety Committee (HSC) or as a worker health and safety representative.

Right to know, or the right to be informed about, actual and potential dangers in the workplace.

Be aware of and meet your responsibilities when it comes to workplace health and safety:

Work in compliance with Occupational Health & Safety acts and regulations.

Use personal protective equipment and clothing as directed by the employer.

Report workplace hazards and dangers to the supervisor or employer.

Work in a safe manner as required by the employer and use the prescribed safety equipment.

Report any missing or defective equipment or protective device that may be dangerous to the supervisor or employer

What is considered a Workplace? The OHSA defines ‘workplace’ as: “any land, premises, location or thing at, upon, in or near which a worker works”. In a community service agency such as CCS this would include (but not necessarily be limited to):

Premises or vehicles leased or owned by CCS,

Staff offices, hallways and client apartments (when staff is delivering service) in Assisted Living buildings,

Private client homes throughout the community when CCS staff is delivering service,

Authorized routes of travel between community locations while in the course of employment,

Other sites used for special staff events such as Annual Staff Retreat (for the duration of the event only), etc.


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PREVENTION


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PREVENTING WORKPLACE ACCIDENTS, INJURIES OR

ILLNESSES

Safety Training and Orientation

For Non-Managerial Employees:

Worker Health and Safety Awareness

WHMIS (Workplace Hazardous Materials Information System)

Workplace Violence and Harassment Policy and Program

AODA (Accessibility for Ontarians with Disabilities Act)

Emergency Preparedness, Response and Evacuation Procedures

Identification and reporting of Incidents and Injuries

For Managerial employees:

Supervisor Health and Safety Awareness

The same training listed above for Non-Managerial employees

Your Manager will also train and orient you in safety procedures related to your specific job at CCS.

Workplace Safety Inspections

A workplace inspection is:

A planned walk-through of a workplace;

Critically examines all factors (Processes, Equipment, Materials, Environment, and People) that could potentially cause an accident, injury or illness;

To identify where action is necessary to control any identified hazards;

Conducted monthly by Members of the Joint Health and Safety Committee (or designated staff);

Recorded on a Workplace Inspection Form to: Note Observed Hazards Classify the hazards in terms of risk level Recommend actions to control the observed hazards Establish responsibility and timelines for follow up

Record outcomes

Completed Workplace Inspection Forms are posted on the Health and Safety Bulletin Board at your work location and are forwarded to the appropriate Manager for follow-up.

However, CCS, the employer, has the ultimate responsibility to ensure a healthy and safe workplace.


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WHMIS

Understanding the Workplace Hazardous Materials Information System will help you to safely store, handle, dispose of and apply any needed first aid measures when using materials at work that may be hazardous. The WHMIS System has been updated to align with the Globally Harmonized System as of 2018.

Your employer is required to have Safety Data Sheets (SDS) (formerly Material Safety Data Sheets or MSDS) on site. These provide the information needed to work safely with hazardous materials. SDS’s have the following sections of information:

1)Identification 5) Fire-fighting Measures

9) Physical and Chemical Properties

13) Disposal Considerations

2)Hazard Identification

6) Accidental Release Measures

10) Stability and Reactivity

14) Transport Information

3)Composition of Ingredients

7) Handling and Storage

11) Toxicology Information

15) Regulatory Information

4)First Aid Measures

8) Exposure Controls/ Personal Protection

12) Ecological Information

16) Other information

Containers of hazardous materials are also required to have labels on them with pictograms indicating what type of hazard the materials present. The pictograms are as follows:

The Gas Cylinder pictogram is used for the following classes and categories:

Liquefied gas, Refrigerated liquefied gas, and Dissolved gas

The Flame pictogram is used for the following classes and categories:

ategory 1) -heating substances and mixtures (Category 1 and 2)

flammable gases (Category 1, 2 and 3) -reactive substances and mixtures (Types B*, C, D, E

and F) s (Types B*, C, D, E and F)

The Flame Over Circle pictogram is used for the following classes and categories:

g solids (Category 1, 2 and 3)

The Skull and Crossbones pictogram is used for the following classes and categories:

- o Oral (Category 1, 2 and 3) o Dermal (Category 1, 2 and 3) o Inhalation (Category 1, 2 and 3)


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The Health Hazard pictogram is used for the following classes and categories:

- Respiratory sensitizer (Category 1, 1A and 1B)

and 2)

and 2) ic Target Organ Toxicity - Single

exposure (Category 1 and 2) - Repeated

exposure (Category 1 and 2) Aspiration hazard (Category 1)

The Biohazardous Infectious Materials pictogram is used for the following classes and categories:

This symbol is yet to be confirmed. It is expected that a biohazard symbol will be introduced through provincial legislation.

The Corrosion pictogram is used for the following classes and categories:

- Skin corrosion

(Category 1, 1A, 1B and 1C) - Serious

eye damage ( Category 1)

The Exploding Bomb pictogram is used for the following classes and categories:

-reactive substances and mixtures (Types A and B*)

nic peroxides (Types A and B*)

The Exclamation Mark pictogram is used for the following classes and categories:

– Oral, Dermal, Inhalation (Category 4)

– Skin irritation (Category 2)

– Eye irritation (Category 2 and 2A)

– Skin sensitizer (Category 1, 1A and 1B)

– Single exposure (Category 3)

Environment


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Infection Prevention and Control (IPAC)

Since many CCS staff/volunteers/program & student placements work with people, there can be a risk of exposure to biological hazards, depending on the type of service or care being delivered. The IPAC program aims to decrease the risk of exposure to infectious diseases by providing:

1. Hand Hygiene Program.

2. Education and policies regarding infectious diseases.

3. Identifying potential or obvious findings of infection, documenting the findings and taking appropriate action, where necessary

4. Proof of TB test from an accredited Health Care Professional for newly hired PSW staff.

5. A procedure for reporting needle stick and other injuries.

6. Periodic review and evaluation of policies.

7. Staff compliance to Infection Prevention and Control Policy and Procedures.

8. Review of Practices for Reprocessing of Equipment.

9. Review of practices for Environmental Cleaning.

10. IPAC input into facility design and management.

11. Outbreak detection and management.

Infections can be transmitted when all 3 of the following conditions are present:

1)Susceptible Host 2) Means of Transmission 3) Infectious Agent

The main ways to prevent infection are to remove or eliminate one of the above conditions. Here’s how:

Susceptible Host: Keep yourself as healthy as you can.

►Good Health Practices ►Proper Nutrition ►Immunization

Means of Transmission: Take measures to block/prevent transmission from happening.

• Practice Good Hand Hygiene

• Wearing PPE (Personal Protective Equipment) – gloves, masks and gowns

• Following Proper Techniques for:

►Waste Disposal

►Handling of Engineered Sharps (i.e. needles, lancets, scalpels, broken glass or razor blades)

►Diapering

►Cleaning, Disinfection and Sterilization.

►Handling of Food

►Safe Medication Handling

Infectious Agent: Take measures to eliminate the infectious agent.

►Up-to-date Immunization ►Proper Disinfection and Sterilization

►Antibiotic Therapy ►Staying Home if infected with a contagious disease


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When to Perform Hand Hygiene:

After direct contact with client or their environment

After potential or actual contact with blood, body fluid, secretions, excretions and exudates from wounds

When hands are visibly soiled After tending to a client’s bodily functions After contact with items that have been or may have been contaminated with blood, body fluids,

secretions, excretions from bedpans, urinals or wound dressings Immediately before and after using gloves

Before preparing, handling, serving or eating food or before and after feeding a client After wiping your nose or personal use of toilet

Whenever in doubt

How to Perform Hand Hygiene:

Alcohol based hand rub (“ABHR”) should be used as the preferred agent for cleaning when hands are not visibly soiled

Apply sufficient ABHR to rub for 15 seconds on all surfaces of your hand If hands are visibly soiled – wash with soap and water

Wet hands thoroughly with warm, fresh running water Apply soap,

Do not use a stoppered sink or container Wash hands in warm, running water using lots of friction.

Lather and scrub for at least 10 to 15 seconds, covering all surfaces including the back of both hands, between fingers and the wrists

Rinse well under fresh running water

Dry hands with paper towel – Use the towel to turn off the tap to avoid recontamination

It is strongly recommended that while doing client care, no jewelry, watches or rings be worn. There should be no fake nails and if nail polish is worn, there should be no chipping or flaking of the nail polish. One flat plain wedding band can be worn.

Face Protection Masks and/or eye protection (safety glasses where appropriate) must be worn for client care activities when there is a risk of splashing or spraying with body substances. The type of protection worn must be appropriate for the task.

Regular masks must be used for droplet transmitted infections

Properly fitted respirators with high filtration capacity (N95) must be used in the event of an airborne infection such as Tuberculosis.

Gowns A gown must be worn for client care activities when there is a risk of contamination of skin or clothing with blood, body fluids, secretions or excretions.

Put the gown on immediately before the activity for which it is indicated.

Wear the gown properly – they must be tied appropriately at the neck and waist.

Remove the gown immediately after the activity for which it is used.

Do not reuse the gowns

Perform hand hygiene after removing the gown due to possible contamination of the hands during gown removal.


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Gloves Disposable gloves must be worn wherever there is risk of exposure to blood or other body fluids (e.g. emesis and diarrhea) and discharge from rashes, open sores or wounds. When using gloves, be sure to:

Inspect the glove to ensure it is not defective;

Select glove appropriate to the task;

Wear the correct size of glove;

Immediately remove and discard the gloves after completing the task for which they were used;

Change/ remove gloves if moving from a contaminated body site to a clean body site on a client;

Change/ remove gloves after touching a contaminated site and before touching a clean site or the environment;

Do not wash or re-use gloves;

Remove gloves when you leave the work area;

Perform hand hygiene immediately before and after using gloves;

Remember that gloves are not a substitute for hand washing or alcohol-based hand rub;

Safe Handling of Sharps Sharps are devices that can puncture skin, causing occupational injury to staff. Sharps include but are not limited to: ►Needles ►Lancets ►Broken Glass ►Razor Blades ►Scalpels

To prevent injury:

Use sharps carefully

Adhere to sharps disposal procedures

Be aware that when sharps come into contact with body fluids/ microorganisms, they are contaminated, bio-hazardous materials/ waste.

Safe Sharps Disposal The person who used the sharp must immediately place it into a certified sharps disposal container.

When using or handling sharps: • Plan ahead for careful handling and safe disposal

• When dealing with needles, lancets, etc. sharps container should be available at point of care

• Only safety engineered devices will be used.

• Do not recap needles or separate used needles from syringes but dispose of both directly into the sharps container

• For insulin pens, use the appropriate device to remove the needle

• Be aware that some clients may recap their own insulin needles, and always check whether the needle is already in the pen

The sharps disposal container must:

Be a certified puncture-resistant sharps container

Be disposed of with care, ensuring that the tabs/flaps are securely locked before disposal

Not to be filled above “fill” line

Not to be stored near food supplies


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If you are injured by a sharps instrument, you must:

Apply First Aid: allow any wound to bleed freely, then wash it with soap and water; then seek medical attention immediately

Report incident immediately to your Director or Manager

Follow the Caledon Specialist Clinic Policy #3.2 for Needle stick injuries if injured by a needle

Work with your Manager to Complete Accident/Injury Report as per CCS Health and Safety Policy

Manager is to:

Complete Incident Form

Forward form to Human Resources within 24 hours

Human Resources will complete and submit the WSIB Form 7 to the WSIB Environmental Cleaning Whenever you have been exposed to blood or body fluids wash your hands immediately. It is just as important to clean surfaces that have been contaminated with blood or body fluids.

To clean up after a blood or body fluid spill, follow these steps: • Protect your hands by wearing gloves

• Clean up spill using paper towels, then wash the area with detergent and water

• Wipe the surface with a Clorox bleach wipe

• Leave the solution in contact with the surface for 3 minutes – this will kill any germs left on the surface

• Dispose of used paper towels in the garbage, remove gloves and wash hands

Other Considerations for Infection Prevention and Control There are different methods of transmission for different types of infectious organisms: ►Airborne ►Droplet ►Contact ►Droplet/Contact ►Airborne/Contact

Different types of precautions need to be taken to prevent the different types of transmission.

Airborne Precautions Precautions are designed to prevent the transmission of droplet nuclei through air currents. Airborne precautions should be implemented for clients with suspected: ►Pulmonary or laryngeal tuberculosis ►Varicella (chickenpox)

►Measles ►Disseminated herpes zoster (shingles)

Precautions to take: • Measles: only staff immune to measles may provide care

• Chickenpox or disseminated herpes zoster: only staff immune to chickenpox may provide care

• Proper hand hygiene, both before and after direct contact with the client

• Ensure awareness of the nature of the disease, precaution and measures to prevent transmission

PSWs must wear an N95 mask when performing personal care, etc.

Droplet Precautions: Precautions are designed to protect the healthcare provider and other individuals from droplets which are produced when the ill client coughs, talks, sneezes or laughs. Droplet precautions should be implemented for clients with infections such as: ►Viral respiratory illnesses ►Influenza ►Group “A” Streptococcus


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Precautions to take:

• A one to two meter spatial separation should be provided between the client and the visitor

• Coughing clients/visitors to wear mask while in waiting spaces

• Proper hand hygiene, both before and after direct contact with the client

• Staff must wear a mask, and protective eye wear or goggles to provide direct care

• Ensure awareness of the nature of the disease, precautions and measures to prevent

• Provide client education on “respiratory etiquette”

Contact Precautions These precautions are based on direct and indirect contact transmission. The barriers are designed to protect the healthcare provider and other individuals from organisms that can be transmitted through direct or indirect contact with the clients or their environment. Contact precautions should be used for:

Acute diarrhea if uncontrolled and/or vomiting

Clients with suspected or confirmed Norovirus or Clostridium Difficile (“C diff”)

Extensive desquamating skin disorder known or suspected infection or significant colonization

Skin rash compatible to scabies or other undiagnosed, new onset skin rash

Draining, infected wound in which drainage cannot be contained by dressing

Varicella or disseminated herpes zoster (with airborne precautions)

During outbreak of influenza (with droplet precautions)

Precautions to take: • Follow routine practices and in addition:

• Maintain one to two meter spatial separation between the client and visitor

• Gloves and gowns should be used for direct contact with the client or environmental surfaces that are frequently touched by the client

• Take precautions to minimize contact

• Proper hand hygiene after removing soiled gloves or touching contaminated articles

• Ensure awareness of the nature of the disease, precautions and prevention

Masks and eye protection are not required for clients on contact precautions. However, it is reasonable to considering wearing a mask in addition to gloves and gowns if: • There is risk of splashing one’s face with blood or body fluids

Some illnesses/microorganisms can be spread through more than one route. Influenza, like many respiratory viruses, may be transmitted through both droplet and indirect contact. In this instance, clients may be placed on both Droplet and Contact precautions. The PPE in this instance would include gown, gloves, mask and eye protection.

Antibiotic Resistant Organisms (AROs) AROs are microorganisms that are resistant to the antibiotics that are commonly used to treat infections caused by them. Employees should be aware that some AROs can be spread to a susceptible individual primarily via the hands or contaminated gloves. AROs include: MRSA (Methicillin-resistant Staphylococcus aureus) and VRE (Vancomycin resistant enterococci).

When AROs are present: • Staff will be advised

• Employees must be vigilant in ensuring the means of transmission of these organisms are blocked by practicing Routine Practices and Additional Precautions for Infection Control


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When caring for a Client with a known ARO:

Appropriate care must still be provided

Staff will receive general information regarding the ARO, its associated risks and prevention measures

Guidelines may need to be adjusted by the Manager or Director depending on the type of organism, symptoms or in outbreak situations

Appropriate PPE must be worn

Hepatitis B • No one will be denied employment with CCS because they have not been vaccinated for Hepatitis B

• Hepatitis vaccination is strongly recommend for employees working with known carriers

• No one will be denied the services of CCS because they have not been vaccinated for Hepatitis B nor will anyone be denied services because they are a Hepatitis B carrier

• Where new active or carrier status is identified, the person responsible for the individual’s case management will make this information, together with an evaluation of behavior or special medical problems which might increase risk, available to the Medical Officer of Health

AIDS and HIV • No one will be denied employment with CCS because they have AIDS or HIV

• No one will be denied the services of CCS because they have been diagnosed with AIDS or HIV status

Reporting of Communicable Diseases • Incidents of a communicable disease must be reported to the Medical Officer of Health (M.O.H.)

• This information cannot be disclosed to third parties, including: physicians, parents or other relatives if the individual is 18 years of age or over without written consent

• Any report that a staff or individual has a communicable disease will be treated in a confidential manner. Disclosure of this information will only be undertaken with the written direction of the Medical Officer of Health

• A list of Reportable Diseases is available here: http://www.peelregion.ca/health/pdfs/reportable-diseases.pdf

Sharps and Biomedical Waste Disposal Biomedical Waste: Biomedical waste is contaminated, infectious waste (usually) from a health care setting that requires treatment prior to disposal in landfill sites or sanitary sewer systems. Biomedical waste includes:

Human anatomical waste;

Human and animal cultures or specimens (excluding urine and faeces);

Human liquid blood and blood products;

Items contaminated with blood or blood products that would release liquid or semi-liquid blood if compressed;

Body fluids visibly contaminated with blood;

Body fluids removed in the course of surgery, treatment or for diagnosis (excluding urine and faeces); sharps;

Broken glass which has come into contact with blood or body fluid.


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Sharps Waste:

All sharps (e.g., syringes, lancets, needles, scalpel blades, suture needles)

All microscope glass slides

Broken glass or other materials that are capable of causing punctures or cuts and that have come into contact with human blood or body fluid

Liquid biomedical waste including liquid blood and blood products and other body fluid (excluding urine & faeces unless visibly contaminated with blood)

Disposal Tips:

Wear Personal Protective Equipment (PPE) whenever you must handle biomedical or sharps waste.

Segregate all waste at the point of generation, contained in packaging that holds the contents until the point of disposal and disposed of in a manner that is practical and efficient, yet minimizes hazards.

Sharps must be disposed of in a designated ‘Sharps Container’. Contact the Specialist Clinic Coordinator for assistance with disposing of the biomedical or sharps waste if needed.

Dressing for Safety

All staff, volunteers, and student/program placements (where applicable) are required to comply with departmental policies regarding safe footwear and clothing to promote safety in the workplace.

Footwear All staff, volunteers, and student/program placements (where applicable) must wear safe and appropriate footwear to ensure safety standards are maintained. In some work areas, department-specific policies exist where additional protection is required. Suitable footwear may include the following guidelines: ►Non-Slip ►Closed Toe & Heel ►Good arch support ►Low or medium heel

►Non-mesh (recommended for PSWs in order to limit exposure to bodily fluids) ►Steel Toe (department-specific requirement only)

Department managers have the authority to determine the type of footwear that, in their opinion, meets the safety needs of their area.

Transportation Services & Retail Operations: Drivers and Receivers are required to wear “safety” boots/shoes that have a steel toe. When steel toed boots/shoes are a departmental requirement for safety, CCS will reimburse staff up to $120 per year towards the purchase of required footwear.

The following are guidelines required for safety boots/shoes: ►Steel toe ►Puncture-proof soles ►Ankle or heel protection


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Health Services: Personal Support Workers (PSWs) are required to wear nurses’ shoes and/or running shoes. Non-mesh running shoes are strongly recommended. The following are guidelines required or recommended for footwear worn by PSWs:

►Non-slip (required) ►Closed Toe & Heel (required)

►Non-mesh (recommended to limit exposure to bodily fluids)

Employment Specialists Employment specialists who travel to worksites may be required to wear safety boots, goggles or other prescribed Personal Protective Equipment (PPE) dependent on worksite’s safety requirements.

Clothing & Jewelry All staff, volunteers, and student/program placements are required to wear suitable clothing. In some work areas, department-specific policies exist where additional protection is required or recommended.

Retail Operations: To prevent the risk of injury that may arise due to receiving, sorting, and merchandising various-sized inventory, it is recommended that long pants be worn in this work environment.

Health Services: To ensure that safety standards are maintained, Personal Support Workers (PSWs) must wear:

►Scrubs with no hanging sleeves ►Breakaway lanyards

►Long hair tied back (highly recommended)

►No bracelets, rings, or oversized/hanging earrings; please note that plain, flat wedding bands are permitted

►No false nails; nail polish is acceptable provided it is not chipped and is a neutral colour

Department managers have the authority to determine the type of suitable clothing that, in their opinion, meets the safety needs of their area.

Safe Lifting

All jobs at CCS may involve physical activities including bending, lifting and carrying to some extent. Everyone is required to comply with safe lifting procedures to reduce the likelihood of injury occurring.

Retail Operations: Work activity at CCS retail operations involves receiving, sorting, merchandising and displaying of donated items of various sizes, shapes and weight including (but not necessarily limited to): furniture, household appliances, toys, sports equipment, clothing, household accessories, etc).

Individuals working at the retail operations should be able to lift up to 30 kg independently;

Items that are awkward to lift/carry and/or weigh more than 30 kg must not be lifted or carried without assistance from another able-bodied person or an appropriate assistive device such as a hand-truck or dolly;

It is possible that an individual may need to lift an object while climbing a mobile ladder (stand or platform) in order to place and/or remove an object from a high shelf. These individuals should adhere to the ladder safety tips (outlined further below);


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The Exchange: Staff, volunteers and student/program placements working at the Exchange may engage in work activity that involves some lifting, carrying, bending, crouching or kneeling. These activities are particularly likely when serving in the Food Support Program when receiving, sorting and shelving donations of food items.

Items that are awkward to lift/carry and/or weigh more than 30 kg must not be lifted or carried without assistance from another able-bodied person or an appropriate assistive device such as a hand-truck or dolly;

It is possible that an individual may need to lift an object while climbing a mobile ladder (stand or platform) in order to place and/or remove an object from a high shelf. These individuals should adhere to the ladder safety tips;

Transportation: Transportation Drivers operate wheelchair-accessible buses that are equipped with an automated wheelchair lift/ramp. As such, CCS drivers should not be required to do any substantial lifting in the course of their jobs. They will be required to:

Push/pull a client in a wheelchair in order to position them onto and off of the automated ramp;

Assist clients by folding and lifting clients’ walkers (portable mobility aid) onto the bus;

Bend/crouch/kneel in order to fasten the wheelchair or walker to the bus floor with the safety straps;

Assist clients by lifting/carrying grocery bags from the bus to the door of the client’s destination;

Health Services: Personal Support Workers (PSWs) provide services to seniors residing in the community or in Region of Peel Assisted Living Apartment buildings. These seniors are able to live relatively independently, but need some assistance with activities of daily living, such as bathing, dressing, laundry, light meal preparation, reminders to take medication, etc.

While delivering care to these clients, CCS PSWs are expected to adhere to a “No-Lift” policy, meaning PSWs are not required, nor authorized to manually lift clients. In this case, the term “Lift” is defined as:

Any procedure where a client’s entire body weight is borne by someone or something other than the client themselves in order to reposition the client or move them to another surface;

The ‘no lift’ policy only refers to not lifting people. It does not prohibit nor excuse PSWs from doing light lifting, bending or carrying while conducting the essential duties of their job such as laundry, making beds, removing small bags of garbage from a client’s apartment, etc.

CCS PSWs should be able to lift up to 40 lbs and are provided with annual training in back safety and ergonomics.

CCS PSWs will be required to provide some assistance to clients such as:

Repositioning: shifting, adjusting, or changing the client’s position in bed, wheelchair, chair, etc, so long as the client is able to bear their own weight and assist with the repositioning process.

Transfer: guiding or assisting a client who can bear some of their own weight with moving from one surface to another (i.e. from bed to chair, bed to wheelchair, wheelchair to bed, etc). If a client’s condition worsens and they become unable to bear any of their own weight, the level of care required at that time would fall outside of the scope of services that CCS PSW’s are authorized to provide. Arrangements would be made by CCS management to connect that client with the appropriate


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services or additional supports to meet their needs. As such, it is very important that CCS PSW’s keep their Managers informed of any observed changes in a client’s condition. This helps to ensure both the PSW’s and the client’s health and safety.

General tips for Safe Lifting

Determine if a given load is light enough to lift or not, before deciding to attempt a lift;

Determine if a given load can be lightened by: making objects smaller, using smaller containers, using lighter containers or lightening the load within a container;

If the size or weight of a load cannot be reduced, determine if a team lift or lifting device is necessary;

If it is possible to safely lift an object, take the following measures to protect oneself from back injury:

Do not bend over from the waist,

Bend the knees and hips – not the back;

Kneel down on one knee if necessary;

Get as close to the object as possible so you will not have to reach with your arms;

Get a firm footing,

Tighten abdominal muscles to support the back when you lift;

Lift with your legs – not your back;

Keep the load close to your body;

Do not twist while lifting;

General Tips for the Safe Usage of Portable Ladders, (Particularly when lifting or carrying objects)

Use handrails;

Face the proper direction for climbing/descending the ladder (i.e. for grades over 50% the manufacturer may recommend facing the ladder while both climbing and descending);

Only carry objects that do not impair ability to climb/descend or maintain balance on the ladder and that do not block your field of vision;

Keep hands above knee level when reaching down to grasp objects;

Keep belt buckle (i.e. navel) within the center of the ladder when reaching sideways to grasp objects (belt buckle/navel stays within the outer edges of side rails);

Avoid leaning backward when moving objects while on the ladder;

Avoid rising up on toes when reaching above to place or obtain an object;

Keep both feet on the ladder;

Objects that one can lift with a single hand while on the ladder should not exceed 6 to 9 kg in weight;

Objects that one can lift with two hands while on the ladder should not exceed 12 to 21 kg in weight (for lifting below shoulder height) or 8 to 16 kg for lifting above shoulder height;


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No Smoking Policy

Smoking: For the purposes of the policy smoking is defined as smoking any substance, including but not limited to tobacco, cloves, cigars, pipes, e-cigarettes and/or marijuana/cannabis.

Smoking is prohibited in all interior areas of the workplace, including CCS owned/leased vehicles;

Ashtrays and any object that serves as one should be removed from the workplace;

CCS staff, volunteers, student/program placement on scheduled breaks may smoke in designated smoking areas (except for recreational marijuana/cannabis, which remains illegal to smoke in/at the workplace);

No Smoking signs must be posted in CCS owned/leased workplace vehicles;

Staff shall ensure that clients/ visitors are aware of the non-smoking policy and adhere to the practice;

Staff, volunteers, student/program placement shall NOT smoke in the vicinity or while providing services to persons served. CCS transportation volunteers will NOT smoke while driving CCS transportation clients;

Personal Support Workers providing service in private homes have the right to ask clients not to smoke in their presence. If the client/person refuses to comply, the PSW can leave and they do not have to provide services. In these cases the PSW must notify their Manager or Manager-on-Call immediately for further direction;

CCS staff, volunteers, student/program placement shall not provide, sell, or lend tobacco or other smoking/vaping products (including but not limited to cannabis/marijuana) to any client while on duty;

CCS staff, volunteers, student/program placement shall not borrow, buy or engage in any behaviours for the purpose of attaining tobacco or other smoking/vaping products (including but not limited to cannabis/marijuana) from a client;

Failure to comply with this policy may result in disciplinary action up to and including termination;

Scent-Free Policy

An increasing number of people have developed sensitivities to certain chemicals. CCS wants to limit everyone’s exposure to chemical substances within our facilities. As such, CCS promotes a fragrance free environment so that chemical barriers will not prevent access to people with chemical sensitivities.

To limit exposure CCS stakeholders are encouraged to:

Use non-scented body products (e.g. perfume, cologne, lotions, scented hair products, etc...);

Refrain from the use of optional items that give off scents (i.e. any type of air fresheners, potpourri and flowers);

Use the least toxic cleaning products, disinfectants and paints that are commercially available and store these products in tightly closed, ventilated areas away from staff and visitors;

Signage/ any required messaging that informs staff and visitors of these guidelines will be posted at each CCS service location. The signage shall state that “CCS is a scent/fragrance free location”. Clients can be informed, upon request, that scented products can cause allergic reactions and respiratory distress. Anyone who feels they have been unduly exposed to a scent that is causing them any discomfort should immediately bring this to the attention of the supervisor in charge.


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Workplace Harassment, Sexual Harassment and Violence Prevention:

All CCS staff/volunteers/student/program placements, clients and visitors have a right under the Ontario Occupational Health and Safety Act (OHSA) and the Ontario Human Rights Code (OHRC) to work in an environment where they are free from experiencing or being subjected to: ►Harassment ►Discrimination ►Sexual harassment ►Threats of violence ►Actual violence By educating everyone on these expectations for workplace conduct, CCS intends to ensure a safe and welcoming experience for everyone within our workplace and/or service locations.

CCS strictly prohibits anyone from engaging (or threatening to engage in) in acts of harassment, sexual harassment, violence or aggression in the CCS workplace or during CCS events or any function affiliated with CCS.

Staff, volunteers, program/student placements found to have committed such acts will be subject to disciplinary action, up to and including termination of employment.

Any staff, volunteer, program/student placement alleged to have violated this Policy may be required to leave the premises or other workplace site until an investigation can be initiated or completed. Non-employees engaged in violent acts or threats of harm on the premises will be reported to the proper law enforcement authorities.

Harassment is defined as: 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;

It includes any behaviour that: ►Demeans ►Embarrasses ►Humiliates ►Annoys ►Alarms ►Abuses ►May include office gossip and bullying;

Sexual Harassment is defined as:

Sexual advances or solicitations that are known or ought reasonably to have been known to be unwelcome by the person making the advances or solicitations;

Sexual remarks or physical contacts or behaviours that are degrading, which are known or ought reasonably to have been known to be unwelcome by the person making the remarks, or physical contacts or engaging in the behaviour;

A 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 advance or solicitation knows or ought reasonably to know that it is unwelcome;

A reprisal or a threat of reprisal for the rejection of a sexual advance or solicitation 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;

Any unwelcome sexual advance where the person's physical or emotional health might have been threatened;


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Workplace Violence is defined as:

“An attempt to exercise physical force against a worker, in a workplace, that could cause physical injury to the worker”;

“The exercise of physical force by a person against a worker, in a workplace, that causes or could cause physical injury to the worker”;

“A statement or behaviour that it is reasonable for a worker to interpret as a threat to exercise physical force against the worker, in a workplace, that could cause physical injury to the worker”;

Procedures for Preventing or Responding to Workplace Violence, Harassment or Sexual Harassment

Right to Refuse Unsafe Work: (Risks that are inherent to the essential duty of the staff, volunteer, or program/student placement’s job are exempt from the Right to Refuse)

If the staff, volunteer, or program/student placement believes that the risk to workplace violence is likely to endanger their safety, the staff, volunteer, or program/student placement has the right to refuse to work.

Upon refusing to work, the staff, volunteer, or program/student placement shall immediately report the circumstances of their refusal to their immediate manager or designate. The staff, volunteer, or program/student placement shall then remain in a safe place, accessible to their manager until an investigation into the matter is completed.

Obligation to Report: Staff, volunteers, and program/student placements have an obligation to:

Immediately report to their immediate manager or designate any situations that may lead to violence or harassment;

To call for immediate assistance when workplace violence occurs or is likely to occur;

Should not take any personal initiative or intervene when witnessing a violent event;

Procedures needed to call for immediate assistance will vary based on the specific work site and the specific circumstances of the situation. Reporting and Documentation: Once reported, the immediate manager or designate must complete an Incident Investigation Report within 24 hours as outlined in the Workplace Incident Investigation Policy. This process will identify corrective action and assign responsibility for any follow-up actions, where applicable. The Incident Investigation Report will be filed according to the guidelines outlined in the Workplace Incident Investigation Policy.

Domestic Violence: It is the responsibility of each CCS staff/volunteer/student or program placement to provide information regarding domestic violence that may expose anyone to the risk of physical injury in the workplace. No employer, manager or director shall disclose more personal information than is reasonably necessary to protect the stakeholder from physical injury. Upon becoming aware of a potential threat due to domestic violence, CCS staff shall take every precaution reasonable in the circumstances for the protection of staff/volunteers/students/program placements, clients and visitors.


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Working Alone or in Isolation

Caledon Community Services is committed to ensuring the safety of staff/volunteers/student and program placements when working alone or in isolation.

Definition: An individual is considered to be working alone or isolation in circumstances where assistance would not be readily available to the worker in case of emergency, injury, or illness such as:

Reception, Program or Retail staff responsible for facility opening, closing and/or cash handling;

PSWs or case workers who meet clients out of the office/in the community;

PSWs working overnight shifts;

Transportation Drivers;

Solitary workers at remote after-hours operations (eg: Caledon Specialist Clinic, satellite offices);

Working at home;

Mitigation Strategies (or how to reduce the risk): Risk mitigation is the responsibility of the employer and may include:

Rearrangement of work schedules so that another worker is always available;

Reducing the amount of time the worker spends alone;

Implementation of a worker Check-In system;

Revision of cash-handling procedures (Retail Operations);

Use of personal emergency call devices to be used in the event of a personal security or emergency issue, such as cell phone or panic button;

Other strategies approved by the Employer;

Panic Buttons: One mitigation strategy available to CCS staff working at the main office at 18 King Street (in cooperation with Probation and Parole) is the “Panic Button”. The “Panic Button” is not intended as a ‘first line of defence’, but is available to use when all other options to call for help are absolutely exhausted. Given that the employees at main office do not work alone during the day and should be able to access a phone to call 911 in an emergency, it is anticipated that the need to activate a panic button will be very rare.

“Panic Buttons” are available for staff to use at the following locations: 18 King Reception, Caledon Specialist Clinic and one for the far end of 18 King Main office which provides coverage for Fundraising & Communications, Finance and LINC. Each specific button is numbered and registered with a security company that has a list of the specific locations that notify responding police officers as to which location they must immediately report to. The panic buttons are not equipped with any GPS tracking device to allow police to pinpoint the specific location. Thus it is critical that the panic buttons are not removed from their designated areas.

Panic Buttons MUST only be used as a VERY LAST RESORT where an employee is working alone after office hours or in an isolated area, is in imminent danger and is absolutely unable to call 911 via telephone. These Panic Buttons are wired to send an emergency signal directly to the Caledon O.P.P. which will immediately dispatch police officers to the assigned location. Once the button has been pressed, the signal cannot be cancelled.


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Training and Education: CCS will ensure that all affected workers are fully informed of the risks involved when working alone and have been properly trained in the use of strategies designed to remove or reduce risk.

Safe Driving Tips and Responding to Motor Vehicle Accidents

CCS expects the following from all individuals when they drive on behalf of the agency be they paid staff, volunteers, or student/program placements;

Ensure they are alert, undistracted and physically and mentally fit to drive at all times. be well rested, and never under the influence of illegal or legal drugs or alcohol (including but not limited to prescription medication, illicit drugs, cannabis/marijuana, alcohol);

Refrain from texting or browsing the internet while driving;

Do not use cell phones to make or receive calls while driving unless hands-free voice recognition and speaker phone features are enabled;

If an emergency or urgent call does need to be made, pull over into a safe spot to make the call;

Adhere to all relevant traffic laws;

Wear seatbelts;

Utilize defensive driving techniques;

Ensure personal vehicles being used for CCS business are properly maintained, in safe working order and have sufficient fuel;

Ensure personal vehicles being used for CCS business are properly equipped for winter driving: -heater and defrost functions are working; -windshield washer fluid tank is full; -windshield wipers are in good working condition; -all windshield and windows are thoroughly cleaned/scraped from snow/ice; -keep a heavy bag of kitty litter/salt in the trunk to help add extra weight to the vehicle to prevent ‘fishtailing’ in slippery road conditions; -keep a shovel in the trunk in case you get stuck; -Installing winter/snow tires is also strongly encouraged;

To promote personal security, keep doors and windows locked;

Plan their journey/route effectively;

Keep cell phone fully charged and available;

Make emergency calls when stationary and in a safe well lit place;

If you feel unsafe, sound your horn and make your way to the nearest police, fire or ambulance station;

Do not pullover for anyone other than a marked police car;

If you experience harassment or violence while driving contact the police and report the incident to CCS management as soon as practical;

Remove all items of value from the vehicle before leaving it unattended. If theft of personal property occurs, it is the liability of the owner, not CCS

If practical, CCS property should be removed from any vehicle that is to be left unattended for an extended period of time. Theft of CCS property from vehicles may lead to staff being subject to disciplinary action;


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Motor Vehicle Insurance: CCS Transportation Drivers drive vehicles that are owned/leased and insured by CCS. The designated Transportation drivers are required and authorized to transport CCS clients using vehicles owned/ leased and insured by CCS only.

The CCS Transportation department also utilizes designated volunteer transportation drivers who utilize their personal vehicles and/or one car owned by CCS to transport CCS clients. These volunteer drivers are required to have a minimum of $1,000,000 liability insurance on their vehicles. CCS reimburses for mileage costs only. Some CCS employees (not employed by the Transportation department) are required to drive their personal vehicles in the course of their employment (CCS reimburses mileage).

CCS requires its staff, volunteers, student/program placements who may be required to drive their own vehicles for CCS business to sign a declaration at time of hire confirming that they carry a minimum of $1,000,000 liability insurance on their vehicles. CCS employees are not to transport clients.

Responding to Motor Vehicle Accidents while Working or Volunteering: In the event you are involved in a work-related motor-vehicle accident, the following actions are to occur:

Step 1: Apply or obtain First Aid immediately, if needed. If there are severe injuries, call 911

Step 2: Contact police to file a report or visit a Collision Reporting Centre in situations where vehicle damages are estimated to be around $2000 or more. To find a Collision Reporting Centre near you visit: www.collision-reporting-centre.com.

Collision reporting centres near Bolton/Caledon include: Elgin Mills Centre 10720 Yonge Street (Yonge and Elgin Mills) Richmond Hill, ON Hours: Monday to Friday 7:00 AM to 9:00 PM Saturday: 8:00 AM to 3:00 PM Sunday: Closed Peel Regional Police, 21 Division Peel Regional Police, 22 Division 10 Peel Centre Drive, Suite C 7750 Hurontario Street Brampton, ON L6T 4B9 Brampton, ON L6V 3W6 905-453-3311 Ext 2100 905-453-3311 Ext 2100 Hours: Monday through Sunday, 24 hours (for both police divisions) North York Collision Reporting Centre Barrie Collision Reporting Centre 113 Toryork Drive, North York, ON 29 Sperling Drive, P.O. Box 188 416-808-2222 Barrie, ON L4M 6K9 Hours: Monday through Sunday 6:00 AM to Midnight Hours: Mon to Fri 9:00 AM to 8:00 PM Sat 10:00 AM to 8:00 PM Sun 12:00 NOON to 8:00 PM

Step 3: Collect relevant information about any other vehicles/drivers involved in the accident, such as licence plate number, description of vehicle (colour, make, model), contact information from the other driver and insurance policy information. If the other driver is uncooperative, obtain as much information as you can (i.e. license plate number) to relay to the police.

Step 4: Contact your immediate supervisor/manager immediately to report the accident.


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Step 5: Work with your manager to complete the Incident Investigation Form.

Step 6: The completed CCS Incident Investigation Form is to be forwarded to the Manager, Human Resources within 24 hours. A copy of the Police Report (if applicable) should also be forwarded to the Manager, Human Resources. If a CCS staff or program placement is injured in the Motor Vehicle Accident: CCS Human Resources will report the accident and injury to the WSIB if the following conditions are met:

The employee, program placement sought medical aid (not just first aid) for their injury (i.e. saw a recognized medical professional such as physician, nurse, physiotherapist, chiropractor, etc)

The employee, program placement had to miss time from work due to the injury and also sought medical aid for the injury.

If a student placement is injured in the Motor Vehicle Accident: CCS Human Resources will work with CCS’ Volunteer Resources Specialist to report the accident and injury to the student placement’s sponsoring school.

WSIB Benefits for Employees or Program Placements Injured in a Motor Vehicle Accident:

The WSIB will give the employee, program placement the option to claim loss of earnings and health care benefits from either the WSIB or the employee, program placement’s own Automobile Insurance Carrier. Loss of earnings or health care benefits CANNOT be claimed from both. The employee, program placement will be required to confirm their election to claim benefits from the WSIB in writing (WSIB will provide the required forms).

Employees, program placements should consult with their Automobile Insurance Carrier for further advice and assistance in determining which organization they should claim benefits from.

If the Employee, Program Placement is NOT injured in the Motor Vehicle Accident: The accident will NOT be reportable to the WSIB.

Vehicle Damages: The WSIB does not provide benefits for property damage, only for work related injuries/illnesses. For reimbursement for repairs, etc the employee, student/program placement must contact their own Automobile Insurance Carrier.

If a Volunteer is Injured in the Motor Vehicle Accident:

Volunteers are not covered under the WSIB. Any benefits for loss of earnings or medical care would be payable by the volunteer’s personal Automobile Insurance carrier. The same would apply to reimbursement for damages to the volunteer’s vehicle.


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Use and/or Unauthorized Possession of Legal and Illegal Substances

CCS is committed to ensuring a workplace that is free from the effects of substance abuse that can have a negative impact on everyone’s health and safety.

CCS strictly prohibits any unlawful use, possession, theft, transfer, sale, distribution or manufacture of a controlled substance, alcohol, illegal or legal drug and/or drug paraphernalia by any employee, volunteer or student/ program placement on the job, in the workplace or at any location in the community where the employee, volunteer, student/program placement is providing service or representing CCS.

Individuals found to be in violation of this policy will be subject to disciplinary measures up to and including the termination of their employment, volunteer role or student placement with CCS. CCS will also comply with any steps or measures needing to be taken in compliance with the law as required.

If an employee, volunteer, student/program placement appears to be acting in contravention of the above policy, the following steps should be followed:

The colleague who observes the questionable behavior will report the situation to their Manager immediately. (If the person contravening the policy is the employee’s immediate Manager, they must report the situation to their Manager’s immediate supervisor such as Senior Manager or Director);

The Manager/Supervisor will immediately suspend the individual that appears to be under the influence of controlled substances/illegal drugs/alcohol while at work. This is to ensure the ongoing safety of clients, colleagues and the individual themselves;

If the person being suspended is an employee, they will initially be suspended with pay pending the outcome of an investigation into the matter;

If the observed or suspected misconduct involves theft (i.e. of controlled substances, client medication), CCS management reserves the right to contact law enforcement;

The Manager/Supervisor will complete a written Incident report and submit it to their Director within 24 hours;

The Manager/Supervisor, Director and Human Resources will consult and determine next steps in the process (i.e. progressive discipline, termination, workplace accommodation, etc) depending on the specific facts and circumstances in the case;

Drug/Alcohol Dependency: Individuals whose prohibited conduct is due to a drug/alcohol dependency are strongly encouraged to seek medical treatment and/or rehabilitation. CCS employees who are eligible for the CCS Group Benefits plan may also access the agency’s Employee Assistance Program (EAP). CCS is prepared to accommodate those employees who have a drug/alcohol dependency in accordance with the Ontario Human Rights Code (OHRC), however employees must fulfill their responsibility to inform CCS of their disability and substantiate their need for accommodation. This can be done in confidence by contacting the Manager, Human Resources or the immediate Supervisor/Manager. Once treatment and accommodations are underway, the employee’s job performance will be the primary determinant of what performance management or disciplinary actions are taken. Satisfactory job performance remains a requirement, even if chemically dependent employees seek medical help.


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Use and/or Possession of Unauthorized Weapons

CCS strictly prohibits the possession or use of unauthorized weapons (firearms, explosives or any other potentially dangerous weapons) on or around any location owned, leased or operated in by CCS. This includes but is not necessarily limited to: Main Office, Specialist Clinic at 18 King Street East, Transportation offices The Exchange, Evolve Clothing, Evolve Lifestyle, all Assisted Living buildings served by CCS throughout the Caledon area, the Transitional Care Centre (TCC), transportation buses owned/leased and operated by CCS. CCS also strictly prohibits the possession or use of unauthorized weapons at locations NOT owned/ leased or operated in by CCS where the staff, volunteer, student/program placement is on duty and in the process of conducting CCS business.

Individuals found to be in violation of this policy will be subject to disciplinary measures up to and including the termination of their employment, volunteer role or student/program placement with CCS. CCS will also comply with any steps or measures required to be in compliance with the law.

If a CCS staff, volunteer, student/program placement becomes aware of a colleague acting in contravention of the above policy, the following steps should be followed:

For situations where there is no imminent danger:

Report the situation verbally or via e-mail to their Manager immediately. (If the person contravening the policy is the employee’s immediate Manager, they must report the situation to the next level higher level of authority such as Senior Manager or Director);

Complete a written Incident report and submit it to the appropriate manager within 24 hours;

Cooperate fully with any subsequent investigations conducted by Management and/or law enforcement;

For situations where there is imminent danger (weapon is being used or the individual is threatening to use it, etc):

Remain calm;

Remove self from the situation if possible and get to a safe place;

Call 911;

Contact the appropriate Manager as soon as possible and report the situation;

Once the immediate situation is resolved, complete a written Incident report and submit it to the appropriate Manager within 24 hours;

Cooperate fully with any subsequent investigations conducted by Management and/or law enforcement;

Conduct that is found to be inconsistent with the requirements of this policy shall be considered grounds for disciplinary action, up to and including termination of employment.


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RESPONSE


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RESPONDING TO WORKPLACE ACCIDENTS/ INCIDENTS/ NEAR-MISSES

Accident/ Incident Response Procedure

In the event you witness or are involved in a workplace accident, the following actions are to occur:

Step 1: Apply or obtain First Aid immediately, if needed.

Step 2: Tell your Manager about the injury/ incident or near-miss.

Step 3: The Manager/employer is required to arrange and pay for transportation to medical care, if needed. If appropriate at this time, provide the employee with a WSIB Functional Abilities Form (FAF) to take to the medical care provider for prompt completion. (See Step 9 below for further information about the FAF)

Step 4: Once you have verbally reported the injury to your Manager, your Manager will work with you to complete the CCS Accident Investigation Report.

Step 5: The completed CCS Accident Investigation Report is to be forwarded to the Manager, Human Resources within 24 hours.

Step 6: CCS, the employer, will pay the worker’s wages for the day of the injury as required by the Workplace Safety and Insurance Act (WSIA).

Step 7: Human Resources will report the injury to the Workplace Safety and Insurance Board (WSIB) within 3 days if the injury results in health care treatment, time away from work or lost wages. This is done by completing the WSIB Form 7.

Step 8: The Manager, Human Resources will log the details of the accident into the agency’s Critical Incident Log so that the information can be reviewed by the Joint Health and Safety Committee (JHSC).

Step 9: If the employee obtains health care treatment for the injury, their Manager is to provide them with a WSIB Functional Abilities Form to take to their treating practitioner (i.e. doctor, physiotherapist or chiropractor). The treating practitioner is to complete and sign the form to verify whether the employee will have any physical restrictions while they are recovering from the injury and how long these restrictions are expected to last.

Step 10: If the employee does have physical restrictions from the injury, their Manager will attempt to arrange suitable accommodated work to facilitate an Early and Safe Return to Work as required by the WSIB. The WSIB also requires the injured employee to cooperate with this process. The Manager, Human Resources is available to assist with this process if needed and will connect with the employee’s Manager to confirm that this process is being adhered to.


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Responding to Critical Injuries in the Workplace: According to the Ontario Occupational Health and Safety Act (OHSA), a critical injury is defined as an injury of a serious nature that:

1. Places life in jeopardy 2. Produces unconsciousness 3. Results in substantial loss of blood 4. Involves the fracture of a leg or arm, but not a finger or toe 5. Involves the amputation of a leg, arm, hand or foot, but not a finger or toe 6. Consists of burns to a major portion of the body 7. Causes the loss of sight in an eye

In addition to the Accident/Injury response procedures listed above, CCS is also required to notify, within 48 hours, a Regional Director of the Ministry of Labour giving the circumstances of the occurrence. The Manager, Human Resources is available to provide guidance to CCS Management in completing this process.

Ministry of Labour Health & Safety Contact Centre: Toll Free: 1-877-202-0008 Fax: 905-577-1316 TTY: 1-855-653-9260

Workplace Accident/ Incident/ Near-Miss Investigation

Accident/ Incident/ Near-Miss Investigation – Definition:

Seeking out the facts about an incident, injury, illness or fatality after it has occurred.

Seeking out the facts about an incident that could have caused injury, illness or death, but did not.

To determine the root causes and to prevent incidents, injuries, illnesses and fatalities in the future.

Responsibility to Investigate:

The Manager of the staff/volunteer/program placement involved in a workplace incident is responsible for conducting the incident investigation.

Steps of Workplace Accident/ Incident/ Near-Miss Investigation:

Step 1: Obtain an Incident Investigation Report form to use and complete as the investigation is conducted.

Step 2: Gather information to determine: What, How, When and Where the incident happened and Who was involved ►Identify witnesses for interviewing later ►If required Sketch a layout of the incident scene ►If required Take pictures ►If required Inspect any equipment involved in the incident or accident.


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Step 3: Interview as many people as necessary including: ►Involved worker ►Eye-witnesses ►Those familiar with events before the incident ►Workers on other shifts or workers in similar jobs elsewhere in the Agency (if needed) Step 4: Determine the root causes and contributing factors such as: People Environment Materials Equipment Processes (PEMEP)

Step 5: Identify corrective action and assign responsibility for any follow-up actions Once the Manager has completed the Investigation Report form, they are to sign and date it and forward it to the following parties, depending on the nature of the incident: ►For staff/volunteer/program placement injuries/accidents – the Manager, Human Resources within 24 hours of the incident occurring ►For incidents involving clients, their family members/advocates, members of the public, etc (accident/injury/illness/service complaint) – the Director of the appropriate Division

►For incidents involving staff/volunteer conduct (i.e. performance issues, breach of ethics/code of conduct, etc) – the Director of the appropriate Division For Incident Reports pertaining to Workplace Accidents or Near Misses, the Manager, Human Resources will forward the relevant details (minus confidential/personal information about the injured employee, such as address, etc) contained in the Accident/Incident Investigation report to the Joint Health and Safety Committee (JHSC) for their review and recommendation on any corrective or preventive action. The Manager, Human Resources will also enter the relevant information into the Agency’s Critical Incident (Health and Safety) Log.


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CCS Incident Investigation Report

This report should be completed for the following scenarios (circle the one that applies):

Illness/Injury or Workplace Violence involving Staff, Program Placements - complete and forward to HR within 24 hrs

Illness/Injury or Workplace Violence involving Volunteers, Student Placements - complete and forward to Specialist, Volunteer Resources within 24 hrs

Suspected Abuse/Neglect involving Clients - complete and forward to Program Manager within 24 hrs

Code of Ethics Violations - complete and forward to Program Manager within 24 hrs

Other Critical Incidents - complete and forward to Program Manager within 24 hrs

Near Miss (i.e. An incident that COULD have led to Illness/Injury but didn't) - complete and forward to HR within 24 hrs

1. Date of Report: 2. Department: 3. Person reporting incident (Name & Position):

4. Date of Incident: 5. Time of Incident: 6. Location of Incident:

7. Person Involved (Name & indicate position or if they are a client, etc): 8. Contact #:

Witnessed Yes No

9. Witness Name(s): 10. Contact #:

11. Indicate the nature of the incident by circling the appropriate term below:

Accident/Injury/ Death

Self Harm/ Self Harm Statements

Drug or Alcohol use Workplace Violence or

Harassment

Aggressive or Unusual Behaviour

Property Damage/Vandalism

Suicide Attempt/Suicide Gesturing

Code of Ethics Violation

Allegation or Disclosure of Abuse

or Mistreatment

Medical Issues: poisoning/ medication

errors

Fire Setting/Fires/ Weapons/Bombs

AED Used

Intimidating or Threatening Behaviour

Confidentiality or Privacy Breach

Assault

Other: Please Specify

12. Describe the details of the incident (who, where, what happened, people/ equipment/ materials/ environment/ processes involved)


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13. Cause Analysis: (What conditions caused or could cause this type of incident in the future? - consider relevant factors including: People, Equipment, Materials, Environment, Processes, Policies, Procedures, etc)

14. Risk Assessment

Severity: (circle appropriate level) Probability of Recurrence: (circle appropriate level)

Major - Fatal/serious injury/illness/ property damage, permanent, significant loss, major repercussions for agency

High- Very likely, more than 80% chance of harm

Moderate- Moderate injury/illness/property damage resulting in lost time, moderate repercussions for agency

Medium - Somewhat likely, 50% chance of harm

Minor - Minor injury/illness without lost time or other loss, minor inconvenience for dept/division/agency

Low - not likely to recurr, lots of controls in place, will probably not cause harm, less than 10% chance of harm

Signature of Person Reporting Incident: Date:

Signature of Manager/Team Lead: Date:

Follow-Up/ Debrief (to be completed by appropriate Manager/Senior Manager/Director)

15. Action Plan/ Recommendations to help prevent a recurrence

Recommended Actions Responsibility Due Date

Completed?


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Signature: Date:

Date Approved: November 2015

Date Revised: October 2016

Date Reviewed: February 2017


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EMERGENCY PREPAREDNESS


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Emergency Preparedness - Medical Emergency Response Procedures

If Staff/Volunteers/Student/Program Placements or Visitors Experience a Medical Emergency Each CCS location has Staff members who are trained in First Aid, in accordance with the Ontario Occupational Health and Safety Act (OHSA).

For serious injuries and illness, trained staff must use appropriate first aid, call or have someone phone 911 for an ambulance;

Notify the manager/designate as soon as practicable;

Notify the individual’s Emergency Contact as soon as practicable;

Once the immediate emergency situation has concluded, staff are required to complete the CCS Incident Investigation Form and submit it to their Manager;

If the Medical Emergency Occurred to a Staff Member, Student or Program Placement as a Result of Work Being Performed In the event that that the injury or illness of the staff/student/program placement occurred as a result of work being performed by the individual, the incident will also be reportable to the WSIB (Workplace Safety Insurance Board). In this case:

Forward the completed CCS Incident Investigation Form to Human Resources within 24 hours, with the exception of student placements.

For student placements, the completed CCS Incident Investigation Form must be forwarded to the Volunteer Resources Specialist within 24 hours, so that she may contact the student’s educational institution who will then file a claim with WSIB.

In the event the medical emergency falls into the category of a Critical Injury as defined by the Ontario Occupational Health and Safety Act (OHSA), CCS is also required to notify, within 48 hours, a Regional Director of the Ministry of Labour giving the circumstances of the occurrence. The Manager, Human Resources is available to provide guidance to CCS Management in completing this process. Ministry of Labour Health & Safety Contact Centre: Toll Free: 1-877-202-0008 Fax: 905-577-1316 TTY: 1-855-653-9260

According to the Ontario Occupational Health and Safety Act (OHSA), a critical injury is defined as an injury of a serious nature that: 1. Places life in jeopardy 2. Produces unconsciousness 3. Results in substantial loss of blood 4. Involves the fracture of a leg or arm, but not a finger or toe 5. Involves the amputation of a leg, arm, hand or foot, but not a finger or toe 6. Consists of burns to a major portion of the body 7. Causes the loss of sight in an eye

Refer to ‘Workplace Accident Response Procedures’ for additional information.


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If a Client Experiences a Medical Emergency CCS employees involved in client caregiving roles (i.e. PSWs, Transportation Drivers, Specialist Clinic Coordinator, Health Service Managers) are trained in First Aid and CPR. PSWs on duty are provided with a cell phone that they are required to carry at all times during their shift. Transportation Drivers are provided with a “10-4” walkie-talkie that can also operate as a cell phone.

For serious injuries and illness, staff must use appropriate first aid, call or have someone call 911 for an ambulance;

For those clients receiving PSW services, the PSW should provide a copy of the client’s Medication Administration Record Sheet (MARS) (where applicable) and a copy of the “Client Fact Sheet” to the paramedics;

Notify the manager/designate as soon as practicable;

Notify the designated family member/caregiver/advocate of the client as soon as practicable;

Employees are encouraged to err on the side of safety in calling for medical assistance.

Once the immediate medical emergency situation has concluded (i.e. the client has been attended to by emergency medical services/taken to hospital) staff are required to complete the CCS Incident Investigation Form and submit it to their Manager.

Emergency Preparedness Policy - Inclement Weather

Inclement weather (i.e. snow storms, ice storms, wind storms, tornado, flooding, etc.) may at times create difficult and dangerous travel and work conditions, temporarily disrupting the availability and normal business operations of the agency’s services.

When inclement weather occurs procedures are needed to:

Assign responsibilities for determining possible service reductions, closures and/or cancellations

Clearly outline the communication protocol around these situations.

Maintain employee safety while continuing to deliver those services to CCS clients that are deemed by CCS to be essential/necessary including but not necessarily limited to: ►Transportation rides to dialysis and other essential medical appointments ►Transitional Care Centre (TCC) ►Assisted Living services that cannot be rescheduled due to client medical/safety needs

Getting to Work: All employees shall make every reasonable and good faith effort, consistent with personal safety, to report for work unless instructed otherwise. This includes but is not limited to: ►Allowing extra travel time ►Using alternate routes ►Alternate methods of transportation where available

Running Late Due to Inclement Weather: The employee must make every reasonable effort to call their Manager/Supervisor within one hour of their start time to advise that they are unable to report for work or will be arriving late due to the weather conditions.


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It is recognized that some employees have greater distances to travel (i.e. home to work) than others and may live far outside of Caledon. It is also a fact that inclement weather can vary considerably from one region to another. Accordingly, management may schedule employees in an appropriate manner given regard to safety, travel distance, operational need and employee concerns.

If CCS is still open, but you can’t make it in: Employees who choose not to report for work due to the inclement weather, even though their program/work location or office remains open, must do the following:

Contact their Manager/Supervisor as soon as possible before the start of their shift;

Request to use accrued vacation or lieu time for the day or,

Request to work a full shift from home if the type of work they do allows for this; CCS Closures The decision to close CCS programs, facilities and/or offices will be made by the CEO in consultation with the Director, Finance and Infrastructure or this Director’s designate.

Criteria for determining whether inclement weather is severe enough to warrant closing the agency are as follows:

If local school boards determine that schools should be closed due to inclement weather, CCS will also close its non-essential services;

Local weather forecasts indicating anticipated amount of precipitation, temperature, poor visibility, poor road conditions, wind speed and their recommendations pertaining to non-essential travel. Sources of information may include: The Weather Network, Environment Canada-‘Special Weather Statements’, O.P.P. press releases, etc;

For inclement weather that has started overnight or in the morning, the decision to close will be made by 6:30 AM.

For inclement weather that starts or occurs during the course of a workday or shift, the decision will be made as soon as practical in order to help reduce the risk to employees, volunteers and clients on their commute home. The decision to close services and worksites will be relayed to CCS employees via the following methods:

Director, Finance and Infrastructure will coordinate a 6:00 AM teleconference with the CEO and all other Divisional Directors to determine whether the agency should be closed;

The final decision to close will be made by the CEO;

Director, Communications and Marketing or their designate will update the CCS website, Facebook page and Twitter feed with a message to advise clients, volunteers and staff about the closure and any essential services that will still be running;

Director, Finance and Infrastructure or their designate will update the main CCS phone message to advise callers of the closure;

Employees, Volunteers and Student/Program Placements must check one of the following to find out if their program/work location has been closed:

CCS main phone line (905-584-2300)

CCS website (www.ccs4u.org)

Facebook page

Twitter feed


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In the event of a closure, the following measures will address pay for CCS staff:

Non-essential Staff Non-essential employees that are scheduled to work during the closure period will be paid their normal rate for the period of the closure.

Non-essential employees whose scheduled time off falls on a day when CCS is closed will not be paid or credited with lieu time as a result of the closure.

Employees who were already on a prescheduled vacation at the time of the closure will continue to have the vacation time for that day deducted from their vacation bank. They will not be paid or credited with lieu time as a result of the closure.

Staff who were given the opportunity to work from home during the closure are expected to work a full shift.

Staff whose program/location/office has been closed due to inclement weather are NOT authorized to be on site at the closed location, even if they feel capable of doing so. This also applies to users of the Multi-Service offices and the Exchange.

Essential Staff Staff who provide necessary services such as Transportation Drivers, Transportation schedulers, PSW’s, Evolve-Lifestyle staff, etc. who report for work and work their full scheduled shift during the closure period will be paid at the rate of time-and-a-quarter (1.25 X their regular hourly rate) for the hours worked. This may also apply to those staff who work their full scheduled shift during non-core business hours (i.e. weekends, overnights) if it is determined after a review by Senior Management that the inclement weather occurring during those shifts would have necessitated a closure had it occurred during core business hours.

Emergency Preparedness – Evacuation Wardens

A number of different kinds of emergency situations may require an evacuation of a given worksite. Each worksite with multiple employees has designated Evacuation Wardens. These worksites include: 18 King Street, The Exchange, Evolve Clothing and Evolve Lifestyle. The responsibilities of the Evacuation Warden role are as follows:

Responsibilities of the Evacuation Warden or Designate 1. Evacuation Wardens or designate will wear an Orange Vest, stored at their respective workstations. 2. They will ensure all persons are evacuated from their assigned section of the building: they will assist persons with disabilities and visitors as necessary. They will close all the doors if possible. 3. They will proceed to designated exit, will lock the exit door if time allows. 4. They will meet everyone at the designated meeting spot and take attendance. If someone is missing they will report to the Communication Captain. 5. They will instruct everyone to return to the building when directed by the Communication Captain who will be instructed by the Fire Department. 6. Employees working at Peel Assisted Living Buildings or Evolve Lifestyle are required to adhere to the Region of Peel’s emergency/ evacuation protocols.


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Emergency Preparedness – Fire Response Procedures

In the event of a fire occurring in the workplace, the following procedure must be adhered to:

If you become aware of a fire and it is small enough to safely put out, you can quickly and safety reach a fire extinguisher and you have been trained in using the fire extinguisher, use the extinguisher to put the fire out;

If you are aware of a fire that cannot be safely extinguished, leave the area immediately and pull the nearest fire alarm to alert others in the building;

Upon hearing the fire alarm, leave your workstation immediately and head to the nearest safe exit;

Head directly to the designated meeting place for your specific work location.

An evacuation route map is posted in an accessible manner at several spots throughout the workplace;

Do not use the elevator to exit the building. Use the nearest, safest stairwell if necessary;

Do not leave the designated meeting place until the workplace Evacuation Warden has taken attendance and accounted for your presence and safety;

Do not enter the building again until you have been authorized to do so by the Evacuation Warden Communication Captain, who will obtain confirmation from the Fire Department;

Emergency Preparedness - Tornado Response Procedures

Adapted from the Government of Ontario; http://www.ontario.ca/law-and-safety/tornados-safety-information and from the Government of Canada; www.getprepared.gc.ca

What is a tornado/ twister:

A powerful rotating wind that can form quickly and move fast

Created by severe thunderstorms

Can appear after a heave rain or hail

Sky appears green, yellow or black

What can a tornado/ twister do:

Depending on its size or strength it can cause minor to severe property damage or minor to life-threatening injuries

Can be deceptive, may appear to be standing still, but it is in fact moving towards you

Tornado warnings/alerts are issued by Environment Canada when a tornado may be imminent or has already been detected. The following response steps are recommended by the Government of Ontario;

http://www.ontario.ca/law-and-safety/tornados-safety-information

http://www.getprepared.gc.ca/


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If you are indoors during a tornado:

The safest place to be is in a basement or cellar.

If your work location does not have one, go to a room on the lowest level of the building away from windows, doors and outside walls.

Find a room with as many walls as possible between you and the outside.

Get under a sturdy piece of furniture

Use your arms to protect your head and neck.

Do not open windows.

At 18 King Street, Caledon Specialist Clinic, The Exchange, Retail Operations A notification of a tornado warning may be issued to employees by Management, or emergency personnel. Communication should be made in the most efficient and quick method as possible in the situation, such as an announcement over the paging system; in-person notification of employees by the Manager in their immediate vicinity; calling employees in the other offices in the building the Caledon Specialist Clinic and e-mail notification.

When evacuating to a safer location, assistance must be provided to anyone who has a disability.

CCS Employees at Peel Assisted Living buildings: Peel Assisted Living is responsible for the development, implementation and updating of emergency procedures for the building and its residents. CCS Health Services Managers are responsible for ensuring their employees who work in Assisted Living locations are aware of the emergency procedures for those sites.

If you are outdoors during a tornado:

Seek shelter immediately if a warning has been issued.

Don’t wait until you see the tornado to get inside.

If you can’t get inside, lie flat in a ditch or low level and cover your head with your hands.

Don’t go under an overpass or bridge. You’re safer in a low, flat area.

Watch out for flying debris.

If you are driving during a tornado:

If you spot a tornado in the distance go to the nearest solid shelter.

If the tornado is close, get out of your car and take cover in a low-lying area, such as a ditch.

Do not chase tornadoes - they are unpredictable and can change course abruptly.

Emergency Preparedness – Flood Response Procedure

Floods are the most frequent natural hazard in Canada. They can occur at any time of the year and are most often caused by heavy rainfall, rapid melting of a thick snow pack, ice jams, or more rarely, the failure of a natural or man-made dam. Flood Causes:

A heavy rainfall can result in flooding, particularly when the ground is still frozen or already saturated from previous storms.


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Flash flooding - in which warning time is extremely limited - can be caused by hurricanes, violent storms or dams breaking.

Many Canadian rivers experience flooding at one time or another. The potential for flood damage is high where there is development on low-lying, flood-prone lands.

The local Conservation Authority is responsible for Flood Messaging. The local municipality is responsible for on the ground Flood Response.

Preparing for a Flood that has been Forecasted or that is Imminent:

Staff, volunteers, program/student placements’ safety is first priority. If you cannot assist with any of the preparation measures below without putting yourself in danger then do not do so and evacuate the work location immediately.

Do not store important documents in basements (if the workplace has one)

Move important documents to storage spots that are above ground level

Take special precautions to safeguard electrical, natural gas or propane heating equipment.

If there is enough time, consult your electricity or fuel supplier for instructions on how to proceed.

Move furniture, electrical appliances and other belongings to floors above ground level (if possible or relevant to the worksite. If there is only one floor in the building, move the items to spots that are above ground level such as higher shelves or on top of a filing cabinet, etc)

Remove toxic substances such as pesticides and insecticides from the flood area to prevent pollution.

Do NOT attempt to shut off electricity if any water is present. Water and live electrical wires can be lethal. Leave the work site immediately and do not return until authorities indicate it is safe to do so.

During a Flood:

Keep a radio on to find out what areas are affected, what roads are safe, where to go and what to do if the local emergency team asks you to leave the area.

Vacate the worksite when you are advised to do so by local emergency authorities. Ignoring such a warning could jeopardize your safety or the safety of those who might eventually have to come to your rescue.

Follow the routes specified by officials. Don't take shortcuts. They could lead you to a blocked or dangerous area.

Never cross a flooded area

If you are on foot, fast water could sweep you away.

If you are in a car, do not drive through flood waters or underpasses. The water may be deeper than it looks and your car could get stuck or swept away by fast water.

Avoid crossing bridges if the water is high and flowing quickly.

If you are caught in fast-rising waters and your car stalls, leave it and save yourself and your passengers

After a Flood:

CCS employees, volunteers, student/program placements may only return to the workplace when authorized to do so by CCS Management.

CCS Management will adhere to the advice of the relevant authorities as to whether it is safe to return to the work site after a flood has occurred.


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Emergency Preparedness - Earthquake Response Procedure

Adapted from the Government of Canada; http://www.getprepared.gc.ca

Around 5000 earthquakes are recorded in Canada each year. Most of these are small ones. Areas of Canada most prone to earthquakes include: British Columbia (most at risk from a major earthquake), the St. Lawrence and Ottawa River Valleys and parts of the three northern territories.

Small or moderate earthquakes

Last only a few seconds and

Represent no emergency risk.

Ceiling lights may move

Some minor rattling of objects may occur.

You may feel a slight quiver under your feet if you are outside.

If you are close to the source, you may hear a loud bang followed by shaking.

Large earthquakes

Can last up to several minutes.

The ground or floor will move, perhaps violently.

You will likely feel shaking followed by a rolling motion, similar to being at sea.

If you are far away from the source you may see swaying buildings or hear a roaring sound.

You may feel dizzy and be unable to walk during the earthquake.

If you are on the upper floors of a building such as a high-rise, you may experience more sway and less shaking.

Lower floors will shake more rapidly.

Furnishings and unsecured objects could fall, slide across the floor or be thrown across the room. Windows may break;

Fire alarms and sprinkler systems may be activated.

Lights and power may go off.

If you are indoors during a Large Earthquake: DROP, COVER and HOLD ON

Stay inside.

Drop under heavy furniture such as table, desk, bed or any solid furniture.

Cover your head and torso to prevent being hit by falling objects.

Hold on to the object that you are under so that you remain covered. Be prepared to move with the object until the shaking has finished.

If you cannot get under something strong or you are in a hallway flatten yourself or crouch against an interior wall and protect your head and neck with your arms.

If you or a client is in a wheelchair, lock the wheels and protect the back of the head and neck.

If you are outdoors during a Large Earthquake:

Stay outside.

Go to an open area away from buildings. The most dangerous place is near exterior walls.

If you are in a crowded public place, take cover where you won’t be trampled.

http://www.getprepared.gc.ca/


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If you are in a vehicle during a Large Earthquake:

Pull over to a safe place where you will not block the road so that emergency vehicles can get by.

Avoid structures that could collapse such as bridges, overpasses, underpasses or buildings.

Stop the vehicle and stay inside.

Listen to your car radio for instructions from emergency officials.

Do not attempt to get out of your vehicle if downed power lines are across it. Wait to be rescued.

Place a HELP sign in your window if you need assistance.

AVOID the following during an earthquake:

Doorways - Doors may slam shut and cause injuries.

Windows, bookcases, tall furniture and light fixtures - You could be hurt by shattered glass or heavy objects.

Elevators – if you are in an elevator, hit every floor button and get off as soon as you can.

Downed power lines – stay at least 10 metres away to avoid injury.

After a Large Earthquake: Follow the Emergency Evacuation Protocol as described earlier in this policy.

Emergency Preparedness - Violent or Threatening Situations

“Shelter in Place” Procedure

An emergency procedure intended to secure and protect occupants of a building who are in the proximity of an immediate threat;

Used when it may be more dangerous to evacuate a building than stay inside;

By controlling entry/exit and movement within a facility, emergency personnel are better able to contain and handle any threats;

A notification to occupants to ‘shelter in place’ may be sent by Management or emergency personnel;

Individuals may receive notification to ‘shelter in place’ through various means;

It is essential for the safety of occupants and emergency responders that individuals comply with instructions provided by emergency personnel at all times;

Upon Alert to ‘Shelter in Place’: If you are in a room or office, stay there, secure the door and windows and await further instructions or escort from emergency personnel.

If the door does not lock consider barricading the door with tables and chairs; If you are in a corridor go into the closest office not already secured and lock or barricade

the door and windows; Close curtains or blinds where possible; Stay away from windows and doors; Stay low and quiet; Cell phones should be put on quiet or vibrate mode. Do not make non-essential calls;


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Actions to Avoid: Do not open the door once it has been secured until you are officially advised “all clear” or

are certain it is emergency response personnel at the door Do not travel down long corridors Do not call 911 unless you have immediate concern for your safety, the safety of others, or

feel you have critical information that will assist emergency personnel in the response Considerations:

Follow instructions from emergency personnel only During a ‘shelter in place’, if the fire alarm is activated, remain where you are and await

further instructions over a PA or portable loudspeaker For their own safety, emergency personnel must initially consider all individuals as potential

threats. It is important to follow instructions from police at all times to avoid harm and ensure the best possible response.

Following the ‘Shelter in Place’: Cooperate with emergency personnel to assist in an orderly evacuation Proceed to the designated assembly area if advised The police may require individuals to remain available for questioning following a ‘shelter in

place’ occurrence.

Emergency Preparedness - Bomb Threat Response Procedure

Adapted from Peel Regional Police fact sheet: ‘Bomb Threat Assessment’ http://www.peelpolice.on.ca/en/crimeprevention/resources/bombthreatassessment.pdf

Bomb threats are delivered in a variety of forms, but the most common threat is delivered by telephone in a direct call or left on voice mail or a fax machine. Basically, there are two types of calls, each with a different purpose:

Specific Threat:

The caller has definite knowledge that an explosive device has been placed at the target area.

Wants to minimize personal injury;

The caller may be the person who made the device, placed the device or became aware of specific details.

Information such as a description of the device, the exact location, the time it is to function, the reason it was placed, or a genuine concern for life, may be provided;

The more information provided, the greater the likelihood that an explosive device has been placed.

Non-Specific Threat:

The caller wants to create an atmosphere of anxiety and panic which may result in the disruption of normal activities at the location to which the threat is directed.

Generally, the caller provides no specific information other than the threat itself.


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Response Procedure: When a bomb threat is received:

1. Take all bomb threats seriously 6. Inform your Manager who will contact police 2. Listen. Be calm and courteous 7. Complete appropriate search process and evacuate 3. Do not interrupt the caller 8. Complete ‘Bomb Threat Checklist’ 4. Obtain as much information as possible 9. Hand completed checklist to your Manager 5. Record the number on call display Search Procedures should include:

For Non-Specific Threats: A team approach to conducting the search.

Have people familiar with the area conduct a cursory/quick search/ scan for unusual or suspicious items. (I.e. have people quickly check the areas near their workstations).

Areas of public access such as reception areas, washrooms, entrances, exits should be searched first.

This will mostly involve a quick visual scan of these areas.

If a suspicious item is discovered, do not touch or tamper with the item and initiate evacuation plan.

For Specific Threats:

Conduct a cursory examination of the specified target area.

Initiate evacuation plan as soon as the suspicious item is identified.

Do not touch or tamper with the suspicious item.

Police will normally become involved at the investigation stage rather than the search stage. Do not evacuate before a search is conducted to ensure the bomb is not located on the evacuation route.

Bomb Threat Checklist Checklist Adapted from the Canadian Bomb Data Center, RCMP

Telephone Number on Call Display:_______________________________ Details to be recorded: Date of Call:_________________ Time of Call: ________________A.M. � P.M. � Duration of call:_______________

Exact wording of the threat: Questions to Ask the Caller: What time will the bomb explode?________________________ Where is it?_________________________________________ What does it look like?______________________________________________ Where are you calling from?_________________________________________ Why did you place the bomb?________________________________________ What is your name?________________________________________________

Identifying characteristics: Gender (does the voice sound): Male Female Not Sure


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Estimated age:__________________________ Accent: English French Other (specify)___________Not Sure Voice: Loud Soft Other (specify)___________Not Sure Speech: Fast Slow Other (specify)___________Not Sure Diction: Good Nasal Lisp Other (specify)___________ Not Sure Manner: Emotional Calm Vulgar Other (specify)___________ Not Sure Background noises:_________________________________________________________ Voice was familiar (specify):_______________________________________________________ Caller was familiar with the area (specify)______________________________________________

Emergency Preparedness – Influenza Pandemic Response Plan

Seasonal (annual) influenza

Caused by influenza viruses, a contagious respiratory illness that infects the respiratory tract

(i.e. the nose, throat, lungs);

Can cause severe illness and life-threatening complications in some people (unlike the common cold);

An annual vaccine is usually made available by the Ministry of Health;

Flu vaccines protect against influenza viruses that research indicates will be most common during the

upcoming season;

Pandemic influenza

A global outbreak that occurs when a new influenza virus emerges;

The population has little or no immunity to the new virus;

There is no current vaccine;

The virus can spread easily from person to person;

Can sweep across the country and around the world in a very short time;

Causes serious human illness;

When Pandemic activity is reported by the World Health Organization (“WHO”) with human-to-human

transmission of the virus beyond localized activity, it is anticipated that spread to the Province of

Ontario will occur within months.

Pandemic Plan

Caledon Community Services (“CCS”) and all its program locations are required to plan for continuance

of care in the event of an Influenza Pandemic. CCS has established a Pandemic Plan with goals to

protect the life, health and safety of its staff, volunteers and clients and to best anticipate continued

operations of CCS services in the event of a pandemic.

When Does the Pandemic Plan come into Effect?

When the local Medical Officer of Health issues a Pandemic Influenza alert for the Region of Peel;


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This Pandemic Plan is divided into and will address three stages of an Influenza Pandemic;

(1) Preparedness; (2) Response; and (3) Recovery.

Stage 1: Preparedness

CCS will implement a Surveillance Protocol as follows:

All staff, volunteers, student/ program placements, clients and visitors are screened before admission to or participation in any CCS program;

Screening will occur by posing questions that would include but not necessarily be limited to:

1.“Do you have a new or worse cough?”

2.“Do you have a fever, or have had the shakes or chills in the last 24 hours?”

During seasonal influenza a self-screening poster with the above questions will be placed at the front

entrance of each CCS building.

If the person answers “yes” to a new or worse cough and do not have a fever, they will be asked to

sanitize their hands, and then place a mask over their nose and mouth.

If they have a new or worse cold and are feeling feverish or have had the shakes or chills within the last

24 hours, that they should not enter into CCS or their affiliated buildings and consult their family doctor.

If they must enter, they should only meet with or visit the one person for a short period of time and not

go into common areas.

The poster will also inform them:

To stay home for at least 24 hours after fever is no longer present or no signs of a fever exist

(without the use of fever reducing medicines);

They should stay home even if using antiviral medications; and

Even though they may be feeling better the virus can still be passed to others.

Stage 2: Response

Surveillance will be heightened during a Pandemic and will include the following:

All staff, volunteers, student/ program placements, clients and visitors are screened prior to admission/participation to or in any and all CCS programs.

During pandemic influenza a self-screening poster will be placed at the front entrance of the building.

The Screening questions on the poster will include but not necessarily be limited to:

1.“Do you have a new or worse cough?” If the answer is “YES” they will be asked to sanitize their hands and place a mask over their nose and mouth

2.“Do you have a fever, or have had the shakes or chills in the last 24 hours?”


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If the answer is “YES” they will be advised that they should: ►Not enter CCS or its affiliated buildings ►Consult their family doctor ►Stay home for at least 24 hours after fever is no longer present or no signs of a fever exist (without the use of fever-reducing medicines) ►Stay home even if using antiviral medications, even though they may be feeling better the virus can still be passed to others ►If they must enter, they should only meet with or visit the required person for a short period of time and not go into common areas.

All staff, volunteers and student/program placements must report any positive self screening

outcomes to the appropriate Manager and/or Director who will in turn notify the Infection Prevention and

Control (“IPAC”) representative.

Education and Training

Education and training for all staff, volunteers and student/program placements must be provided to ensure understanding of the implication of and basic prevention and control measures for pandemic influenza. This will be the responsibility of the Managers of each program.

Training will include information on:

►Hand Hygiene ►Respiratory Hygiene ►Workplace Sanitization ►Personal Protective Equipment ►Social Distancing ►Screening ►Screening harassment ►Pandemic Outbreak Protocols including staff and volunteer rights and expectations

General public education will be addressed by:

Posting appropriate signage throughout CCS, in particular in all washrooms and gathering places;

Strongly recommending to clients, volunteers and their family members that they receive the recommended seasonal influenza vaccine(s);

Outbreak Management

The Outbreak Management Team will consist of:

►CEO ►Health and Safety Committee representative

►Infection Prevention and Control Representative ►RCT Representative

►OCT Representative ►Managers/Directors of each CCS program

►Peel Public Health Representative.

CCS Outbreak Management Team will determine what essential services will be maintained and

curtailed. Essential services are defined as those services offered by Transportation for medical

appointments, the CCS Supportive Housing Program staff (PSW’s) and the Transitional Care Centre.

Upon receiving an alert from the Medical Officer of Health, the CEO or designate will immediately call

an Outbreak Management Team meeting. The CEO or designate (such as IPAC Representative) will

notify the Medical Officer of Health of a potential outbreak. Monitoring the outbreak and conducting

surveillance will be the responsibility of the CEO or designate.


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Ongoing client, staff and volunteer surveillance will be reported to the local public health unit by the

IPAC Representative and in return they will track the spread and impact of the Pandemic; monitor

ongoing transmission; monitor the effectiveness of infection prevention and control measures; and

recommend changes in CCS’ infection prevention and control practices.

Ongoing screening of clients, staff and volunteers will need to be maintained and the following

information collected daily:

►New cases identified ►Updating the status of the ill clients and staff

►Number receiving antiviral ►Adverse reactions to antiviral

►Transfers to hospital ►Number of deaths

►Staff who have recovered and returned to work date

Access to Facility

Access to each of the CCS buildings will be restricted to the main entrances. The entrances and exits may require security to control access to CCS in order to secure supplies and ensure the safety of those working in the facility.

To limit access to CCS, only those with a valid staff card and authorized visitors with the proper identification will be allowed to enter the facility.

Control Measures for Clients

Clients need to be contained in their home to prevent the spread of influenza;

Clients need to avoid contact with other residents in the remainder of the building;

Crowding of clients needs to be avoided;

Clients need to be restricted to their homes if it does not cause undue stress;

New admissions will be restricted. If absolutely necessary, a new admission to the program will be

taken but extra precautions will be taken in order not to admit ill people from the community;

Reduced availability of PSW’s for assisted living building and/or community assisted living programs

may be necessary if CCS does not have the human resources needed to service the clients properly;

Control Measures for Staff

Control measures must be taken in order to support the staff and volunteers during a Pandemic;

Staffing shortages, interruption of regular community services such as snowplows, buses and

taxicabs is anticipated;

Transportation, housing and meal coverage must all be considered to support staff members or

“trained visitors” who are available for prolonged periods or for those unable to return to their homes

due to transportation issues;

When Pandemic activity is reported by the World Health Organization (“WHO”) with human-to-human

transmission of the virus beyond localized activity, it is anticipated that spread to the Province of

Ontario will occur within months. When this has been announced, the purchasing, housekeeping and

maintenance departments will be required to secure whatever available supplies are required, such as

beds, linen and toiletry items;

The washer and dryer in the assisted living buildings will be available to staff for personal laundry where required in the event they are unable to return home;


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Infection Prevention and Control:

Upon declaration of an Influenza Pandemic, it is imperative that essential services, client, staff and

volunteer safety and security be maintained.

Infection Prevention and Control (“IPAC”) policies, procedures and guidelines must be strictly adhered to including but not limited to:

Hand Hygiene

PPE (Personal Protective Equipment such as masks, gloves, gowns, etc)

Environmental Cleaning

Additional Precautions (Droplet/Contact)

Vaccines/Antiviral Drugs

Vaccines are the primary means to prevent disease and death from influenza during an epidemic.

Public Health is responsible to ensure the promotion of vaccines and to manage cases of vaccine

preventable illness.

The Province will allocate vaccine/antiviral drugs to the Region of Peel Health Unit; in turn the Region

of Peel Health Unit will distribute antiviral drugs under the direction of the Province. CCS clients, staff

and volunteers may or may not receive antiviral drugs/vaccine.

Antiviral drugs may be an important option for maintaining essential services until a vaccine becomes

available.

It will be strongly recommended to staff and volunteers that they receive the recommended seasonal

and or pandemic influenza vaccine. Although staff and volunteers have the right to refuse to receive

these vaccines, CCS advises that there is a possibility that staff and volunteers may not be able to work

during an outbreak if they have not received their vaccines.

CCS Will:

•Obtain consent from clients or their decision makers for treatment with antivirals and/or immunization

during a Pandemic.

•Have a mechanism to track all staff and volunteers who receive antivirals and/or vaccines.

Addressing Staff Absences during a Pandemic

In order to safely manage the care of clients and the operation of CCS, key positions must be secured

and maintained during a Pandemic and this will be determined by the Outbreak Management Team.

Given the estimated attack rate (35%) and that absenteeism will be anticipated to be higher due to

caregiver obligations (ill family members to care for, lack of child care resources), regular staffing

patterns and, therefore, the provision of services may be seriously affected. In order to safely and

effectively provide care to clients and services, regular duties, areas of assignment and staff

deployment will not follow pre-existing patterns.

Preparations will be made for those staff who can – if necessary – work from home during an outbreak.

Preparations will include: current work files kept in an easily accessible location, contact lists up-to-

date, key files kept on memory stick.


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Job priority/deployment of staff will be to designate essential positions identified within the agency and

outward from there depending on availability of staffing resources. Key positions have been identified

as the following:

►Reception: one person ►CEO ►Directors/Managers ►IPAC Representative

Recruitment during a Pandemic may also be necessary as staffing crises continue. It may become

necessary to recruit student nurses and/or PSW’s in training.

Staffing Contingency Plans

Should the loss of staff and staffing complement exceed our capabilities in maintaining minimum

standards of care of our clients, consideration will be given to:

Closing our doors to new admission

Sharing resources with the other agencies within our community

Resource sharing could include:

Transferring of staff to one or more of the Assisted Living Buildings

Transportation transferring of equipment and supplies to one or more CCS buildings

Stage 3 – Recovery

Investigate Outbreak

•Investigation of the Pandemic will occur as part of the recovery stage;

•Copies of all meeting minutes will be kept on file of the Outbreak Management Team;

•All documents specific to the management of the outbreak will be kept on file;

•The Ministry Pandemic outbreak form will be completed by the Outbreak Management Team and

submitted to the Ministry of Health and Long Term Care along with all the above listed files;

Review Pandemic Outbreak

•As part of the recovery stage, the Pandemic outbreak will be reviewed;

•The local public health unit staff will meet with other community partners and CCS;

•The course and management of the outbreak will be reviewed;

•What was handled well and what could be improved will be identified;

•A copy of the report will be sent to Joint Health and Safety Committee for review;


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CLIENT HEALTH AND

SAFETY


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Preventing Abuse and Neglect

Caledon Community Services recognizes that everyone is entitled to feel safe, and to live and receive services in an environment in which they are protected from assault, neglect, exploitation or any other form of abuse. CCS strictly prohibits its staff, volunteers and students/program placements from abusing and/or neglecting client and peers.

CCS employees, volunteers, student/program placements found to be in violation of this policy may be subject to disciplinary measures up to and including the termination of employment or termination of their volunteer/student/program placement role with CCS.

Prevention CCS will strive to prevent incidents of abuse and/or neglect by:

Ensuring all staff, volunteers, student/program placements provide recent and clean Criminal Records Checks – Vulnerable Sector before working alone with clients;

Developing, implementing and training staff, volunteers, students/program placements in relevant policies regarding workplace conduct, workplace violence, harassment and discrimination, human rights and inclusiveness, abuse and neglect, respect for clients’ property, etc;

Ongoing coaching for staff, volunteers, students/program placements who are involved in direct service delivery roles in techniques to effectively manage, diffuse and/or de-escalate challenging client behaviours;

Ensuring staff who are required to deliver intimate care to clients have a clear understanding of their authorized scope of practice, the rights of clients served, how to provide ‘comfort measures’ that help to maintain the client’s dignity during the delivery of intimate care and CCS policies prohibiting sexual, physical, verbal and/or emotional abuse and/or neglect of clients;

Ensuring criteria for admitting clients to service and/or care takes into consideration the risk of the client behaving in an inappropriate manner and whether CCS has sufficient resources to put in place measures to minimize the risk of harm towards staff, volunteers and student/program placements when serving clients;

CCS will respond promptly and sensitively to protect staff, volunteers, student/ program placements and clients from further harm, and to coordinate appropriate responses in line with their duty of care obligations if abuse or neglect is suspected or does occur.

Definitions:

Abuse: For the purpose of this policy, abuse is defined as behaviour or actions that are intended to cause harm to a person, including:

Threatened or actual physical, sexual or verbal assault, harassment, and including physical and medical restraint;

Abusive behaviour management practices;


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Taking advantage of legal and financial situations to the detriment of the person;

Accidents or near-accidents caused by unsafe equipment or practices;

The threat of retribution for disclosure of any potential or actual abusive or neglectful practice or situation;

Use of punitive or coercive behaviours to ensure a person’s compliance; Neglect: For the purpose of this policy, neglect is defined as:

The failure of a person responsible for another person’s (eg client, child, person who is older or ill) care to provide the necessities of life;

The refusal to permit others to provide appropriate care to that person;

Necessities of life: For the purpose of this policy, necessities of life is defined as:

Adequate food, shelter, clothing, medical or dental care;

Procedures

Any suspected, alleged or confirmed abuse and/or neglect:

Must be responded to promptly and sensitively, with the aim being to protect the individual(s) from harm;

Must be reported to the employee, volunteer, student/program placement’s manager or the Division Director either verbally or via email;

The Manager will complete a written Incident report and submit it to their Director within 24 hours;

The subject of the abuse/neglect complaint will be temporarily suspended with pay pending the outcome of the investigation;

The Manager, Division Director and Human Resources Manager will consult and determine next steps in the process depending on the specific facts and circumstances in the case;

An investigation will be conducted by CCS within twenty four hours by Manager or Human Resources Manager;

CCS will comply with any steps or measures needing to be taken in compliance with the law as required;

Medication Errors

To ensure CCS meets its obligation to responsible safe client care, all medication errors are to be

reported. This policy is provides guidance to PSWs on the procedures for reporting a medication error

and the mechanism for review to allow appropriate follow-up and implementation of change to prevent

future medication errors.

Definitions

Medication Error: A medication error is any preventable event that may cause or lead to inappropriate

medication use or client harm while the medication is in the control of the PSW or client.


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Types of Medication Errors

►Omission Error: The failure to assist a client with an ordered dose before the next scheduled dose,

if any. Exclusion: client’s refusal to take the medication;

►Wrong Time Error: Assistance of medication more than 60 minutes from its scheduled assistance

time;

►Wrong Medication Given Error: Assistance of Incorrect medication to client;

►Dropped Medication: Medication that has fallen out of its container;

Medication Assistance Procedures

PSWs have been trained on the 6 rights of medication assistance as per the scope of the PSW role.

These 6 rights are as follows:

►Right Individual: Read the container label. Be sure the medication is for the client. Identify the client.

►Right Medication: Read the container label. Check against the MDR and Care Plan.

►Right Dosage: Be sure to know how much medication the client should be taking.

►Right Time/Day: Ensure client is receiving medication at the right time, or remind client to take

medications at the right time. Ensure the medication is meant for that specific day.

►Right Route/Site: Be sure to know the direct route and form of the medication.

►Right Documentation: Be sure to document the medication correctly.

Upon discovery of a medication error, the PSW will:

Support the Client in contacting their pharmacy, doctor’s office, tele-health or emergency response

services;

Notify the Health Service Manager during business hours or the On Call Manager (after hours) of

the medication error;

Complete a Medication Incident Report form within 24 hours;

If the medication error resulted in client harm, the PSW will:

Immediately call 911;

Contact Health Service Manager during business hours or the On Call Health Service Manager

after hours;

The Health Service Manager/On Call Manager will contact the client’s emergency contact(s) as per the

client’s Care Plan.


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Suicide

Caledon Community Services recognizes that prompt efficient response to emergency situations is an important part of maintaining health and safety of all staff, volunteers, student/program placements, clients and visitors to CCS.

This policy aims to provide direction to CCS staff, volunteers and program/student placement who

witness an attempted suicide or suicide. Definitions

Attempting Suicide – For the purpose of this policy attempting suicide is defined as:

A non-fatal self-directed potentially injurious behaviour with any intent to die as a result of this behaviour.

A suicide attempt may or may not result in injury.

Suicide- For the purpose of this policy suicide is defined as:

Death caused by self-directed injurious behaviour with the intent to die as a result of the behaviour.

Response Procedures

Attempting Suicide CCS staff, volunteers, student/program placements that are confronted with an individual attempting suicide are to:

Assess his/her risk in the situation and remove any potentially lethal objects from the vicinity if possible;

Contact 911 immediately;

Provide information to EMS when they arrive;

Inform your Manager or Director;

Complete Incident Investigation form within 24 hours;

Suicide

CCS staff, volunteers, student/program placements that are confronted with an individual who has committed suicide are to:

Call 911;

Provide information to EMS when they arrive;

Inform your Manager or Director;

Complete Incident Report within 24 hours;

For the well-being of the individual(s) who have witnessed an attempted suicide or suicide, it is recommended that the HR Department provide contact information for the Employee Assistance Program (EAP) or facilitate the referral of the individual(s) to other counseling services.

CALEDON COMMUNITY SERVICES HEALTH AND SAFETY …€¦ · Before preparing, handling, serving or eating food or before and after feeding a client After wiping your nose or personal

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