Hazard Prevention Program – Management Action Plan

Hazard Profile Group 2:

Annex C: Hazard Ranking Matrix (PDF, 463 KB)

Jobs Involving Interaction with Citizens - Employees in this group spend time providing face-to-face or telephone services to clients in Government of Canada buildings, leased space or other location.

1. Infectious Disease / Biological Agents

a. Tuberculosis/Influenza
Hazard Ranking = B (Possible Exposure x Severe Health Effects)

Based on the possible exposure to potentially infected citizens / clients when visiting penitentiaries and the severe health effects that may result.

Table
Preventive Measures	Resources	Responsibility
Social distancing (employee maintains distance between him / herself and the citizen)	Good Hygiene Practices – What is meant by Social Distancing	Managers / Supervisors provide information to employees. Employees are required to review the information.
Employees will be provided information on the methods of transmission, signs and symptoms, etc. of infectious diseases, particularly TB, Influenza	Public Health Agency of Canada – It’s Your Health - Tuberculosis PHAC - Influenza	Managers/Supervisors to ensure employees are informed. Employees are required to familiarize themselves with the information.
ESDC will encourage all employees who interact with the public to consult with their physicians to ensure that they are protected against communicable diseases associated with their work (e.g. TB, Influenza, etc.) Encourage employees to stay home if they might be contagious.		Managers / Supervisors

b. Hepatitis
Hazard Ranking = B (Possible Exposure x Severe Health Effects)

Based on the possible exposure to potentially infected citizens / clients when visiting penitentiaries and the severe health effects that may result.

Table
Preventive Measures	Resources	Responsibility
Employees will be provided information on the methods of transmission, signs and symptoms, etc. of infectious diseases, such as Hepatitis	Health Canada - Hepatitis	Managers / Supervisors to ensure employees are informed. Employees are required to familiarize themselves with the information.

c. HIV
Hazard Ranking = B (Possible Exposure x Severe Health Effects)

Based on the possible exposure to potentially infected citizens / clients when visiting penitentiaries and the severe health effects that may result.

Table
Preventive Measures	Resource	Responsibility
Employees will be provided information on the methods of transmission, signs and symptoms, etc. of infectious diseases, such as HIV	Public Health Agency of Canada - HIV	Managers / Supervisors provide information to employees. Employees are required to familiarize themselves with the information.
ESDC will encourage all employees who interact with the public to consult with their physicians to ensure that they are protected against communicable diseases associated with their work (e.g. HIV, etc.) Encourage employees to stay home if they might be contagious.	Public Health Agency of Canada - HIV	Managers / Supervisors

d. Employee Exposed to Colleagues Carrying Communicable Diseases
Hazard Level = B (Possible Exposure x Serious Health Effects)

Based on low to moderate likelihood of exposure resulting in illness that may require some time off work.

Table
Preventive Measures	Resource	Responsibility
Employees do not interact directly with one another on a frequent basis. No additional controls are recommended.	CCOHS - Proper Hand Washing CCOHS - Prevent the Spread CCOHS - Hand Sanitizing	Managers / Supervisors

2. Psychosocial Hazards - Critical Incident Hazards

a. Physical Violence
Hazard Ranking = B (Possible Exposure x Severe / Critical Health Effects)

Based on the fact that physical violence has been reported and that the health outcome in a serious situation could include death.

Table
Preventive Measures	Resource	Responsibility
ESDC will introduce In-Person Service Experience Model in all citizen facing work environments in a phased in approach. This model provides measures to protect employees from this hazard such as panic buttons, alarms etc.		Citizen Service Branch - Managers / Supervisors / Site Leads
Module IV: Workplace Violence Prevention	Module IV: Workplace Violence Workplace Violence Prevention Training ESDC Code of Conduct Values and Ethics for the Public Sector	Managers to ensure employees are trained and informed. Employees are required to take training and review the information.
Web-based or classroom instruction on what to do when threatened / harassed or feeling threatened will be delivered consistently to all employees who interact with clients / citizens	Branch-specific training or generic training on dealing with difficult and distressed clients Office of Informal Conflict Management	Managers to ensure employees are trained. Employees are required to take training.
All employees who interact with clients / citizens will be informed of their right to remove themselves to a safe place if they feel endangered, and will be provided web based training on how to handle difficult clients	Branch-specific training or generic training on dealing with difficult and distressed clients Office of Informal Conflict Management	Managers / Supervisors
ESDC must ensure there is some means for employees to summon for assistance in the case of emergency		Managers / Supervisors / Site Lead
Employees will be made aware of measures to mitigate the hazard of violence, intimidation or threats associated with working alone	Working Alone Guide Branch-specific training or generic training on dealing with difficult and distressed clients	Managers / Supervisors
ESDC encourages employees to complete the form ADM3061 Security Incident Report regarding any security incident that has taken place, for example persons who have been difficult, made threats, etc.	Security Incident Report Webform (opens new window)	Corporate Security reviews and investigates, if needed.
ESDC encourages employees to complete the form LAB1070 Hazardous Occurrence Investigation Report regarding any health and safety incident that has taken place.	LAB1070 Hazardous Occurrence Investigation Report	Investigations, forms and reports must be completed in collaboration with the Workplace Health and Safety Committee/Representative.
ESDC encourages employees to seek help from the Employee Assistance Program (EAP) when they need support after being exposed to physical violence.	Employee Assistance Program	Managers to ensure employees are informed that the EAP is there as a support mechanism.

b. Verbal violence / Harassment

Hazard Ranking = C (High Likely Exposure x Minimal Health Effects)

Based on the highly likely exposure to verbal abuse / threatening comments but with little consequence to health in most cases.

Table
Preventive Measures	Resource	Responsibility
ESDC will introduce In-Person Service Experience Model in all citizen facing work environments. This model provides measures to protect employees from this hazard.		Citizen Service Branch - Managers / Supervisors / Site Leads
Module IV: Workplace Violence Prevention	Module IV: Workplace Violence Prevention Workplace Violence Prevention Training ESDC Code of Conduct Values and Ethics for the Public Sector Harassment Prevention and Resolution	Managers to ensure employees are trained. Employees are required to take training.
Web-based or classroom training on what to do when threatened / harassed or feeling threatened will be delivered consistently to all employees who interact with clients / citizens	Branch-specific training or generic training on dealing with difficult and distressed clients Office of Informal Conflict Management	Managers to ensure employees are trained. Employees are required to take training.
All employees who interact with clients / citizens will be informed of their right to remove themselves to a safe place if they feel endangered, and will be provided web based or classroom training on how to handle difficult clients	Branch-specific training or generic training on dealing with difficult and distressed clients Office of Informal Conflict Management Harassment Prevention and Resolution	Managers / Supervisors
ESDC must ensure there is some means for employees to summon for assistance in the case of emergency		Managers / Supervisors / Site Lead
Employees will be made aware of measures to mitigate the hazard of violence, intimidation or threats associated with working alone	Working Alone Guide Branch-specific training or generic training on dealing with difficult and distressed clients	Managers / Supervisors
ESDC encourages employees to complete the form ADM3061 Security Incident Report regarding any security incident that has taken place, for example persons who have been difficult, made threats, etc.	Security Incident Report Webform (opens new window)	Corporate Security reviews and investigates, if needed.
ESDC encourages employees to complete the form LAB1070 Hazardous Occurrence Investigation Report regarding any health and safety incident that has taken place.	LAB1070 Hazardous Occurrence Investigation Report	Investigations, forms and reports must be completed in collaboration with the Workplace Health and Safety Committee/Representative
ESDC encourages employees to seek help from the Employee Assistance Program (EAP) when they need support after being exposed to verbal violence/harassment.	Employee Assistance Program	Managers to ensure employees are informed that the EAP is there as a support mechanism

3. Psychosocial Hazards - Cumulative Stress Hazards

a. Exposure to clients in dire needs situations

Hazard Ranking = C (Likely Exposure x Minimal Health Effect)

Based on the fact that exposure would occur with minimal consequence.

Table
Preventive Measures	Resource	Responsibility
Provide employees with web-based or classroom training on how to handle difficult and distressed clients.	Branch-specific training or generic training on dealing with difficult and distressed clients Office of Informal Conflict Management Employee Assistance Program ESDC Peer Support Program	Managers to ensure employees are trained. Employees are required to take training.
Procedure on the escalation of dire need client files (when required).		Managers to inform employees of the procedure and the context for applying it

b. Repeatedly dealing with difficult, aggressive and stressed clients

Hazard Ranking = C (High Likely Exposure x Minimal Health Effects)

Based on the fact that exposure would occur with minimal consequence.

Table
Preventive Measures	Resource	Responsibility
Provide employees with web-based or classroom training on how to handle difficult and distressed clients.	Branch-specific training or generic training on dealing with difficult and distressed clients Office of Informal Conflict Management Employee Assistance Program ESDC Peer Support Program	Managers to ensure employees are trained. Employees are required to take training.

c. Exposure to clients threatening to commit suicide during interactions

Hazard Ranking = D (Unlikely Exposure x Minimal Health Effect)

Based on the fact that exposure would occur with minimal consequence.

Table
Preventive Measures	Resource	Responsibility
Provide employees with web-based or classroom training on how to handle difficult and distressed clients.	Branch-specific training or generic training on dealing with difficult and distressed clients Office of Informal Conflict Management Employee Assistance Program ESDC Peer Support Program	Managers to ensure employees are trained. Employees are required to take training.
Procedure on how to respond to and report these incidents.		Managers to inform employees of the procedure and the context for applying it.
Employees debrief with a peer, a colleague or their team leader on exceptionally emotional files	Employee Assistance Program ESDC Peer Support Program	Managers to ensure employees are aware that they can debrief on exceptionally emotional files if they need to.

4. Inadequate Ergonomics

a. Static Posture
Hazard Ranking = A (Highly Likely Exposure x Severe Health Effects)

Based on the fact that the vast majority of ESDC employees spend most of their day sitting at a desk and the potential for static postures to cause chronic illness exists.

Table
Preventive Measures	Resource	Responsibility
Module III: Integrated Ergonomics Program	Module III: Integrated Ergonomic Program Self-adjustment tools Dynamic Postures Stretching Exercises	Managers to ensure employees review and apply the information and tools. Employees are required to review and apply the information and tools.
Employees will be educated on ergonomics via web-based training	Online Ergo Awareness Training	Managers to ensure employees are trained. Employees are required to take training.
Dynamic Postures	Module III: Integrated Ergonomic Program Self-adjustment tools Dynamic Postures Stretching Exercises	Managers to ensure employees are trained. Employees are required to take training.

b. Repetitive motions
Hazard Ranking = A (Highly Likely Exposure x Severe Health Effects)

Same reasoning given for static postures.

Table
Preventive Measures	Resource	Responsibility
Module III: Integrated Ergonomics Program	Module III: Integrated Ergonomic Program Self-adjustment tools	Managers to ensure employees are trained. Employees are required to take training.
Employees will be educated on ergonomics via web-based training	Online Ergo Awareness Training	Managers to ensure employees are trained. Employees are required to take training.