Hazard Prevention Program (HPP) – A Few Simple Steps

We all have a role to play in the prevention of accidents, illnesses, injuries and other losses in our workplaces. By completing the steps for your role, you will contribute to ensuring the safety of your workplace.

• Managers, Supervisors, and Team Leaders
• Employees
• Workplace Health and Safety Committees/Representatives
• Regional Occupational Health and Safety Advisors

Management must:

1. Complete the Hazard Prevention Program (HPP) Training for Managers and Supervisors.
2. Identify all applicable common hazard profile groups (HPGs) for each position within their responsibility and review the HPG Management Action Plans (MAPs) to ensure that appropriate preventive measure are in place or implemented if preventive measures are not in place.

Note: If advice and guidance is required, management must open a ticket with the Human Resources Service Centre (HRSC) to consult their Regional Occupational Health and Safety Advisor (ROHSA).

As a general rule, if there is doubt about whether or not a HPG applies to a position or a job task, it is recommended that it be identified in the employee’s hazard profile; that applicable training is completed and preventive measures implemented as required.

3. If ‘other’ hazards are identified in addition to the hazards contained in the common HPGs, inform the Workplace Health and Safety Committee (WHSC) or Health and Safety Representative (HSR). The WHSC/HSR will participate with management and the ROHSA in completing Annex E – Hazard Identification Form and Assessment Worksheet (DOC, 81 KB) to assess these hazards and determine their ranking based on the established formula (see Annex C – Hazard Ranking Formula (PDF, 922 KB)). A separate MAP (see Annex D (DOC, 60 Ko)) must be completed for each ‘other’ hazard identified.

Note: A copy of the completed MAPs must be provided to the WHSC or HSR and the ROHSA.

4. Inform each employee of which HPG(s) apply to their job tasks. Ask employees to review the applicable HPG Management Action Plans (MAPs) (these MAPs include information on hazards and preventive measures). Request that employees create their Hazard Profile on the Hazard Management Tool (HMT). Ensure employees are also informed of any ‘other’ hazards that apply to their job tasks and their preventive measures. Track the ‘other’ hazard MAPs on the employees’ local file.
5. Ensure that their employees complete all required HPP and HPG training online within a few weeks of being informed of the hazards for their job tasks. If not already completed, employees must also complete all other required Health and Safety training (e.g. OHS Training for Employees, Workplace Violence Prevention for Employees, General Office Ergonomics Principles Online Training, etc.).
6. Once employees have added their HPP and HPG training information in the HMT, update the employee’s HMT profile to certify training has occurred.

Note: An automated email prompt will be sent by the HMT once employees have entered their information.

7. Sign the employee’s completed Learning Report (HRB2791) (PDF, 119 KB) (opens new window) and provide the form(s) to their designated data entry contact for input into myEMS (PeopleSoft). As needed refer to the OHS Learning Codes list (PDF, 167 KB).
8. Ensure ongoing review/update of hazard assessments and participate in the development of new hazard assessments where required.
9. Ensure ongoing communication with employees to educate them on the nature of their workplace and the hazards associated with it.

Note: New employees should be briefed within the first week of their arrival in a new position – refer to New Employees Checklist and Health and Safety New Employee Orientation Checklist (DOC, 65 KB).

Employees must:

1. Review the information received from their manager on which common Hazard Profile Group(s) (HPG) apply to their position and job tasks along with the applicable Management Action Plans (MAPs). Employees must also review the preventive measures related to any ‘other’ hazards identified for their position or job tasks.
2. Create their Hazard Profile on the Hazard Management Tool (HMT) after being informed of the hazards and HPGs associated with their job.
3. Complete all required Hazard Prevention Program (HPP) and HPG training online and update their HMT profile with the training details. If not already completed, employees must also complete all other required Health and Safety training (e.g. OHS Training for Employees, Workplace Violence Prevention for Employees, General Office Ergonomics Principles Online Training, etc.).
4. Complete a Learning Report (HRB2791) (PDF, 119 KB) (opens new window) for each course completed and provide the form(s) to their manager for signature and input into myEMS (PeopleSoft). As needed refer to the OHS Learning Codes list (PDF, 177 KB).
5. Promptly inform their manager if they become aware of any new hazards in their workplace.

Workplace Health and Safety Committees/Representatives must:

1. Support management in the implementation and monitoring of the Hazard Prevention Program.
2. Participate in the assessment of ‘other’ hazards, where necessary and as required. Review the Management Action Plans for ‘other’ hazards to identify items that may require special action.

Regional Occupational Health and Safety Advisors must:

1. Provide advice and guidance to Workplace Health and Safety Committees or Representatives and management.
2. Participate in development and update of hazard assessments, as required.
3. Review and file the Management Action Plans related to any ‘other’ hazards to identify issues that may require special action and trends that may require Regional action.
4. Monitor common and ‘other’ hazards for their region and provide updates to the National Occupational Health and Safety Office on any trends identified.