This is the exact embedded text of the captured official document.
Snapshot 881ba9bf04c3 · verified 2026-06-10 ·
original document ·
archived snapshot ·
unofficial consolidation, the official version is held by the municipal clerk.
Healthy Workplace Policy
Page 1 of 9
THE CORPORATION OF THE CITY OF WINDSOR
POLICY
Service Area: Office of the City Clerk
Policy No.:
HRHAS - POL - 0001
Department:
Human Resources
Approval Date: Mar 5, 2018
Division:
Occupational Health, Safety & Wellness
Approved By:
City Council CR135 2018
Effective Date:
Mar 6, 2018
Subject:
Healthy Workplace Policy
Procedure Ref.:
Review Date:
One year after implementation and every
five years thereafter or as required.
Pages:
Replaces: Corporate Safety Management and
Leadership Element
Prepared By:
Julie Ryckman, 2018
Date: Mar 6, 2018
1.
POLICY
1.1 This Policy is designed to identify the duties and responsibilities related to the areas
of health, safety and wellness as it applies to our employees and worksites. The
Corporation of the City of Windsor (the Corporation) is committed to preventing
occupational illness and injury for all employees in the workplace. The Corporation
will take every reasonable precaution to eliminate work-related illnesses and injuries
with the goal of a zero injury workplace.
1.2 The Corporation recognizes the benefit of providing a healthy workplace for its
employees by taking a holistic approach to a Healthy Workplace. As a Healthy
Workplace, the Corporation will consider the physical, spiritual, environmental,
intellectual, emotional, occupational and mental health of all employees.
2.
PURPOSE
2.1 The purpose of this policy is to clearly communicate the responsibilities for all
levels of the Corporation so that each may contribute to our goal of a safe, healthy
and legislatively compliant workplace.
2.2 The Corporation recognizes the importance and value of promoting a Healthy
Workplace; acknowledges health and safety concerns; identifies and implements
solutions; implements resolves to promote and encourage a Healthy Workplace;
provides opportunities for our employees to educate themselves in a variety of
topics and initiatives that will encourage healthy choices both at work and in their
personal lives.
3.
SCOPE
3.1 This policy applies to all employees of the Corporation and Transit Windsor (as
approved by the Transit Windsor Board of Directors as per Resolution M104-2015)
regardless of their employment status.
3.2 This policy may at times apply to individuals engaged in providing unpaid
placements and services to the Corporation, contracted workers, volunteers as defined
by the Volunteerism Procedure, students and elected or appointed officials.
Healthy Workplace Policy
Page 2 of 9
3.3 All health, safety and wellness procedures are an extension of this policy.
4.
RESPONSIBILITY
4.1 Mayor and City Council
4.1.1 The Mayor and City Council are responsible to support the Health, Safety and
Wellness Policy in principle and through the approval of budget dollars allocated to
this Policy and for compliance under the Occupational Health and Safety Act (the
OHSA) and the Canada Labour Code (the CLC) as may be amended from time to
time.
4.2 Chief Administrative Officer (the CAO) and Corporate Leadership Team (the
CLT):
In addition to the duties specified in the OHSA, Sections 25 and 26, and the
applicable sections of the CLC as appropriate, the CAO and CLT are responsible for
directing the Corporation's occupational health, safety and wellness activities as
follows:
4.2.1
Review and sign the Health and Safety Policy statement on an annual basis.
4.2.2
Take all reasonable steps towards the maintenance and continuous
improvement of the Corporation's healthy workplace initiatives which
include health, safety and wellness programs as may be identified by
legislation and Human Resources.
4.2.3
Provide sufficient human and financial resources, operating equipment,
training and personal protective equipment to support the corporate health,
safety and wellness programs as may be identified by legislation or Human
Resources.
4.2.4
Model compliance in regard to health, safety and wellness training through
active participation.
4.2.5
Active promotion and support of health, safety and wellness procedures
through direct communication and reinforcement of a corporate healthy
workplace.
4.2.6
Maintain health and safety as a standing item at the monthly Department
Heads meeting.
4.2.7
Actively support and promote the City of Windsor Wellness Program by
providing regular feedback and allocation of appropriate financial resources
to support the annual wellness plan.
4.2.8
Promote the active participation in the City of Windsor Wellness Program
Steering Committee and Working Committee as opportunities for employees
and retirees to work collaboratively along with external partners to promote
wellness in our workplaces.
4.3 Executive Directors - in addition to the duties and responsibilities outlined in Sections
25 and 26 of the OHSA and the CLC, as appropriate, Executive Directors are
responsible for directing departmental health, safety and wellness activities as follows:
4.3.1
Make all reasonable efforts to promote employee awareness of the applicable
requirements of the corporate healthy workplace initiative which includes
health, safety and wellness programs.
Healthy Workplace Policy
Page 3 of 9
4.3.2
Actively monitor compliance as it relates to the maintenance of the Joint
Health and Safety Committees (JHSC) in their respective areas of
responsibility including ensuring meeting requirements are met; meeting
minutes compiled and approved; and that workplace inspections completed
by a JHSC member or Worker Representative, as applicable, are completed,
documented and recommendations addressed in a timely manner.
4.3.3
Make all reasonable efforts for employees in their areas of responsibility to
work in compliance with the applicable requirements of the corporate health
and safety program.
4.3.4
Provide sufficient financial and human resources, operating equipment,
training and personal protective equipment to support the corporate health,
safety and wellness programs.
4.3.5
Model compliance in regard to health and safety training through active
participation.
4.3.6
Active promotion of health and safety procedures through direct
communication and reinforcement in their respective areas of responsibility.
4.3.7
Work cooperatively with Human Resources, and specifically the assigned
Occupational Health and Safety Advisors, Disability Management Specialists
and our Ergonomist/Wellness Specialist to achieve continuous improvement
of the safety of our workplaces, reduce accidents, injuries, lost time and
illness of our employees, and expedite timely return to work, inclusive of
providing suitable modified work when appropriate and available.
4.4 Managers and Supervisors - in addition to the duties outlined in Sections 25, 26 and
27 of the OHSA, and the CLC, as applicable they are responsible for directing
occupational health, safety and wellness activities as delegated by their respective
Executive Director as well as taking all reasonable steps for each employee under their
direct supervision:
4.4.1
Working in compliance with all applicable requirements of the corporate
health and safety program and refrain from activities that may endanger
themselves or others.
4.4.2
Implementing and maintaining all applicable corporate health and safety
procedures and standards in relation to their specific operations.
4.4.3
Promptly investigating all reports or incidence of potential and actual hazards
or dangers that they are aware of. Taking reasonable actions to correct unsafe
behaviour and/or circumstances, and/or non-compliance applicable to the
urgency and severity of each individual situation.
4.4.4
Actively promoting their health, safety and wellness and that of their co-
workers.
4.4.5
Scheduling employees to attend and/or participate in all required health and
safety training, confirming their attendance, successful completion and
demonstration of training content.
4.4.6
Support the activities and events facilitated by the City of Windsor Wellness
Program through active participation and promotion.
4.5 Employees - In addition to the duties and responsibilities specified in Section 28 of the
OHSA and the CLC as appropriate and will:
Healthy Workplace Policy
Page 4 of 9
4.5.1
Comply with all applicable requirements of the corporate health and safety
program.
4.5.2
Report unsafe circumstances or activities to their direct supervisor or in their
absence, a management representative of the corporation such that reasonable
actions can be taken to mitigate the situation.
4.5.3
Actively promote their health and safety and that of their co-workers.
4.5.4
Refrain from activities that may endanger themselves or others.
4.5.5
Attend and/or participate in all required health and safety training.
4.5.6
Support the City of Windsor Wellness Program through active participation
in one of the corporate Wellness Committees and/or attending wellness
events sponsored by the Wellness Working Committee.
4.5.7
Actively participate in appropriate accommodation and return to work efforts
4.5.8
Employees who do not follow the applicable processes can be disciplined
according to the applicable collective agreement, or Terms and Conditions, of
the Employment, up to and including termination.
4.6 Executive Director of Human Resources is responsible to assess, develop, review,
audit, budget, administer, inform and direct matters related to this policy including
promotion of a Corporate Healthy Workplace.
4.6.1
Endeavour to provide a corporate health, safety and wellness program as
prescribed by the OHSA and Regulations, as well as the CLC, as applicable,
and that the program is reviewed regularly and is updated such that its
contents include all new and evolving legislative requirements and standards.
4.6.2
Facilitate the scheduling and delivery and/or provision of required health and
safety training and educational programs.
4.6.3
Facilitate the regular assessment and auditing of corporate and legislative
health and safety programs and standards and communicate the results to the
CAO, CLT and the Executive Directors to determine the appropriate follow
up action where and when appropriate.
4.6.4
Support the ongoing development and activities of the Corporate Wellness
Program by Co-Chairing the Wellness Steering Committee.
4.7 Manager of Health, Safety and Wellness will establish and maintain a Corporate
Healthy Workplace by implementing a holistic approach to health, safety and wellness
through the following:
4.7.1
Take all reasonable steps to maintain and facilitate the continuous
improvement of the corporate health, safety and wellness program through
regular and ongoing review of new and existing legislative standards in
comparison with the types of work performed across the Corporation and the
established work practices therein, including accident, injury and illness
statistics, and identify when new procedures, training programs, equipment or
other standards or resources are needed, and determine how these changes
are to be made in conjunction with Human Resources and the applicable
departmental representatives and the appropriate JHSC.
4.7.2
Determine the most effective means of successful delivery for all required
health, safety and wellness training programs, the required content and
retraining frequency, if applicable, and implement an action plan to develop
and/or contract for the required training.
Healthy Workplace Policy
Page 5 of 9
4.7.3
Establish and maintain a review process for existing health, safety and
wellness procedures and training programs in conjunction with legislative
standards, corporate operational processes and when needed, take action to
have the procedures updated and communicated.
4.7.4
Establish and maintain a process for the regular auditing and assessment of
corporate workplaces and communicate the results.
4.7.5
Arrange for the conducting of occupational hygiene testing and/or
assessments using internal expertise wherever possible, and when necessary,
contracting for such services to identify occupational exposure risks or
instances of potential non-compliance. Based upon the results of the testing
and/or assessments, determine the appropriate follow up actions and
implement an action plan to address and communicate the individual
circumstances.
4.7.6
Support the ongoing activities and efforts of the City of Windsor Wellness
Program and the development of the annual City of Windsor Wellness
Program Plan.
4.8 Occupational Health and Safety Advisors play a key role in the corporate health,
safety and wellness program in that they provide the linkage between Human
Resources and our departments in implementing, maintaining and continuously
improving our procedures, training and operational processes and auditing and
assessing all of the above to determine compliance and effectiveness. To this end the
Occupational Health and Safety Advisors will:
4.8.1
Research and develop new and update existing health and safety procedures
to adhere to occupational health and safety requirements and standards as
applicable to corporate workplaces and processes or new and amended
requirements.
4.8.2
Assist departments to identify how they will achieve compliance with new
and existing health and safety procedures, working consultatively with
departmental management, JHSC and workers at individual worksites.
4.8.3
Review and assess incident reports received by Human Resources from
departments within their areas of responsibility to determine the effectiveness
of recommended corrective actions. Identify any additional recommendations
for corrective action in regard to individual circumstances or trends in injury
or illness types.
4.8.4
Provide advice and recommendations in regard to existing training programs,
and facilitate training, continuously evaluating their effectiveness in relation
to injury and illness statistics, observances in their respective operational
areas and in consultation with departmental management teams, JHSC's,
workers, Disability Management Specialists, the Ergonomist and Wellness
Specialist, and external agencies as applicable.
4.8.5
Conduct periodic audits and assessments, including occupational hygiene
testing, to determine the level of compliance with applicable legislative
requirements and corporate standards.
4.8.6
In conjunction with the Ergonomist and Wellness Specialist, and the
Disability Management Specialists, assist departments to understand
applicable standards within the OHSA and the CLC, as appropriate, and how
Healthy Workplace Policy
Page 6 of 9
they achieve compliance with these requirements in relation to their
individual operational processes taking into consideration any other legislated
standard that may also apply to these workplaces, i.e Highway Traffic Act,
Long Term Care Act, etc.
4.8.7
Conduct job hazard analysis in order to assess occupational hazards by job,
assess the need for control measures, assess existing control measures, and
where necessary, identify the need for additional control measures to prevent
unnecessary injury and/or illness, and achieve compliance with applicable
legislative requirements.
4.9 Ergonomist and Wellness Specialist
4.9.1
Build awareness, enthusiasm, energy and commitment towards the City of
Windsor Wellness Program inclusive of a holistic approach to promoting a
healthy workplace.
4.9.2
Serve as a role model and wellness coach.
4.9.3
Facilitate and coordinate presentations and final evaluations of the benefits of
the Corporate Wellness Program.
4.9.4
Work consultatively with the City of Windsor Wellness Program Steering and
Working Committees and will be a participant on the committees.
4.9.5
Will chair the City of Windsor Wellness Program Working Committee and be
responsible for all maintenance aspects of this Committee.
4.9.6
Maintain the branding for the City of Windsor Wellness Program.
4.9.7
Design, content development, output and support of the implementation of
identified components chosen annually for the Program.
4.9.8
Prepare and distribute corporate wellness newsletters.
4.9.9
Develop and deliver a topic specific Personal Health Guide to be included
along with the corporate wellness newsletters.
4.9.10 Coordinate and facilitate the annual Mental Health, Nutrition Month and
Annual Health Care Screening for Corporate employees.
4.9.11 Coordinate the various challenges and contests offered through the City of
Windsor Wellness Program for such topics as physical activity; smoking
cessation, etc.
4.9.12 Development, coordination and facilitation of special educational
presentations, monthly programs and events.
4.9.13 Maintenance of existing wellness centres and displays at all corporate
worksites.
4.9.14 Maintenance of the corporate Wellness Website.
4.9.15 Regular evaluation of the City of Windsor Wellness Program such that it
remains current and practical.
4.10 Disability Management Specialists play a vital role in the corporate health, safety and
wellness program in that they provide the linkage between Human Resources, injured or ill
employees, our departments and our unions and associations to adhere to the requirements
of the Workplace Safety and Insurance Act (WSIA), the CLC, the Human Rights Code,
and the Human Rights Act, though the following actions:
4.10.1 Monitor attendance of employees within their respective areas of
responsibility on a regular basis to identify any absenteeism that exceeds the
corporate average as per the terms of the IAM Policy, and take appropriate
Healthy Workplace Policy
Page 7 of 9
follow up measures as detailed in these respective procedures when
individual circumstances warrant further follow up.
4.10.2 When employees are injured or become ill due to a condition of the
workplace, that results in medical attention being sought, or lost time
occurring, work collaboratively with our departments to meet the reporting
obligations of the IAM Policy and each its Procedures, as well as reporting
obligations of the WSIA or CLC, and collective agreements.
4.10.3 When employees are off work due to a work-related injury or illness, work
collaboratively with the employee's department and their union or association
to return that employee to their job as soon as they are deemed medically fit
to return to work by a recognized medical professional. These processes will
be completed in agreement with the standards of the IAM Policy, as
applicable.
4.10.4 Take all reasonable steps to comply with return to work reporting
requirements to the WSIB as applicable to individual circumstances as per the
WSIB Procedure.
4.10.5 When an employee is off work due to a non-occupational illness or injury,
work cooperatively with the employee's department and union or association
to return the worker to work as soon as they are deemed medically fit to
return by a recognized medical professional as per the standards prescribed in
the IAM Policy.
4.10.6 Endeavour to collect and store all medical documentation in relation to an
employee's occupational or non-occupational injury or illness in the
applicable sub-folder of the employee's file in Human Resources.
4.10.7 Where an employee is not able to return to their pre-injury/illness job,
working to reduce the time these employees remain off work by coordinating
and monitoring suitable transitional work placements that include tasks that
are within the individual employee's restrictions. The details of this return to
work plan will be documented in a Transitional Work Plan, as per the
Transitional Work and Permanent Accommodation Procedure.
4.10.8 Assisting departments to keep injured or ill workers at work where suitable,
by working collaboratively and with our departmental management teams and
the employee's respective union or association to identify suitable
modifications to their own job, where necessary or if this is not suitable,
another job, if available, until such time as their medical documentation
verifies that are fit to complete the tasks required for their own job, the details
of which to follow will be as per the Transitional Work and Permanent
Accommodation Procedure.
4.10.9 In the event that an employee reaches their maximum medical recovery, and
cannot resume the duties of their own job, work with the employee and their
union or association representative, along with the applicable management
team, to locate a suitable permanent job placement in an available job. The
terms of this permanent placement will be suitably documented.
4.11 Joint Health and Safety Committee (JHSC) and Representatives play a vital role
in the Corporate Health and Safety Program. In order to maintain and support this
Program and the internal responsibility system, JHSC members and Health and Safety
Healthy Workplace Policy
Page 8 of 9
Representatives will exercise their powers as detailed in the applicable sections of the
OHSA or CLC, as applicable and will:
4.11.1 Establish an annual meeting and workplace inspection schedule in
compliance with the applicable meeting requirements of the OHSA or CLC,
and provide this schedule to the Manager of Occupational Health, Safety and
Wellness each December.
4.11.2 Ensure meetings are conducted as per the applicable requirements of the
OHSA or CLC.
4.11.3 Ensure meeting minutes are completed and documented using the prescribed
form as displayed on Dashboard, post the minutes on the Health and Safety
board at applicable departmental locations and provide to them to Health and
Safety in Human Resources no later than the last Friday of the month in
which the meeting occurred.
4.11.4 Ensure written JHSC recommendations are appropriately detailed in the
applicable meeting minutes, documented on the appropriate form as displayed
on Dashboard, provided to the applicable corporate representative for
response and follow up and sent to Health and Safety in Human Resources as
soon as possible after the recommendation has been made.
4.11.5 Ensure workplace inspections are conducted and documented on a monthly
basis on the prescribed form as displayed on Dashboard. Completed
Workplace Inspection forms must be provided to the departmental
representative deemed responsible for follow up on the inspection; posted on
the health and safety bulletin board at the appropriate worksites, and sent to
Health and Safety in Human Resources no later than the last Friday of each
month.
Healthy Workplace Policy
Page 9 of 9
5.
GOVERNING RULES AND REGULATIONS
5.1.1 Occupational Health and Safety Act and Regulations
5.1.2 Canada Labour Code
5.1.3 Workplace Safety and Insurance Act
5.1.4 Ontario Human Rights Code
5.1.5 Federal Human Rights Act
5.1.6 Accessibility for Ontarians with Disabilities Act (AODA)
5.1.7 Employees will be trained, accommodated and guided under the auspices of
governing legislation, collective agreements or Terms and Conditions of
Employment as may be applicable.
6.
RECORDS, FORMS AND ATTACHMENTS
6.1.1 All documents pertaining to this policy shall be stored in the Human
Resources Department.
6.1.2 Records will be retained in accordance with the record retention requirements
of the Municipal Freedom of Information and Protection of Privacy Act and
the City of Windsor's Records Retention Disposal By-Law 21-2013.
6.1.3 Names of relevant documents are posted on Dashboard under the applicable
title, i.e. Policies and Procedures, Forms.