Health and safety compliance for remote first workplaces

[vickyp]

#79653

Forum: Community

We are a remote-first workplace in Ontario and not unionized with 150 staff but a small percentage of our workforce occasionally comes into the office. What are some suggestions for ensure health and safety compliance for remote first workplaces and virtual join health and safety committees? How would first aid work? The likelihood of a first aider being onsite is extremely low. Is there a sample policy for foreign health and safety procedures for remote first workplaces that HR I has created? Please include a sample policy or guide and links to supporting legislation if possible.

[vickyp]

#79652

Health and safety still needs to be appropriately managed for employees who are working from home. In certain circumstances, injuries sustained at the employee’s home can be classified as workplace-related. In order to minimize the risk, your remote work policy should:

• Define where the workplace extends to and how the workplace extends into the employee’s home;
• Indicate when the employee is considered to be in the work environment and when they are not;
• Make it clear that breaks are time away from work; and
• Establish that the employee is expected to maintain a safe work area in their home in a manner similar to the office environment and free of safety hazards.

One of the most important health and safety questions that should be answered when working at home is who will be responsible for health and safety issues and worker’s compensation if the employee is injured. To avoid complications, there should be a written agreement between the employer and the employee clarifying these matters. Where possible, aim to maintain appropriate health and safety standards at home.
Health and safety issues include:

• Will the employer or the health and safety committee have access to the house for safety inspections? Or, will alternative arrangements be made such as the employee using checklists or submitting photos or the videos of the work area?
• What parts of the house will be considered the ‘workplace’? Is the bathroom and/or kitchen included?
• That employee must immediately report any incident or injury to their supervisor (just as they would at the office).
• How will incidents be investigated?

This policy could also outline:

• Who buys and maintains the equipment such as the desk, chair, computer and accessories (including software and updates), general office supplies, etc.
• If remote access to company’s main computer systems are available outside of the office or not. If possible, how and what type of software or equipment is necessary.
• If information security is a concern, consult with your IT department and do not allow other household members to use your workstation or work equipment.
• What expenses will be reimbursed (dedicated telephone lines, Internet access, business telephone calls, office supplies)?
• What hours the employee will be available or how will the completion of accomplishments be determined?
• How will overtime be approved?
• When and how often the employee will check for messages?
• Will the primary contact method be by telephone, e-mail, or other methods?
• What number to call to reach employee at home. Is there an alternative number?
• Who will have access to home-office phone number?
• Listing of work assignments, due dates, work expectations, etc.

Employees are also under a duty to inform the employer if they are not able to comply with any of the employer’s prescribed health and safety practices and procedures.
Employers will be required as far as reasonably practicable to provide employees with any equipment or information necessary to promote these practices and to generally ensure that employees enjoy a safe and healthy home working environment.
Of course, there will be significantly reduced health and safety supervision of employees that are working remotely. This further stresses the importance of regular communication between employers and employees to ensure that employees remain safe and healthy and that they continue to comply with the guidelines, practices and procedures implemented by the employer in respect of remote work.

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