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Auditor Updates

Stay in the know about news on Certificate of Recognition, Partnerships in Injury Reduction, Audits, etc.

IMPORTANT UPDATE FOR COR HOLDERS & AUDITORS

March 7, 2019

Partnerships has approved an exception for Health and Safety Committee/Representative documentation for 2019.

This exception will be rescinded effective December 31, 2019.

Alberta’s new OHS Act came into effect on June 1, 2018 and included new requirements for employers to establish HSC/HS representatives.

For COR purposes, employers will be granted eligibility for a 3-year COR if they have implemented the requirements for HSC/HS representative(s), but have not yet accumulated the required 12 months of supporting documentation (see Section 1.1.7 and Section 3.3.1.2).

The exception can only be applied to content criteria (46-55) in this element, and audits must be conducted prior to December 31, 2019.

46.    A terms of reference for the HSC is in place as per legislated requirements.

47.    A policy or procedure identifies guidelines for the employer’s HS representative(s), as per legislated requirements.

48.    The duties assigned to HSCs and/or HS representative(s) meet legislated requirements.

49.    HSCs and/or HS representative(s) are trained for their role, as per legislated requirements.

50.    HSCs and/or HS representative(s) are knowledgeable about their duties and responsibilities.

51.    A system is in place, for the HSCs and/or HS representative(s) to address health and safety concerns/complaints and provide recommendations.

52.    A system to ensure health and safety concerns/complaints are resolved in a timely manner as per legislated requirements.

53.    The HSCs and/or HS representative(s) are functioning as per legislated requirements.

54.    Committee meeting minutes are readily available to employees.

55.    Committee members and/or health and safety representative(s) contact information is posted at represented work sites.

COR Communication - March 2019

March 5, 2019

Thank you to all the auditors for your hard work and patience as we wrap up the Audit QA reviews for 2018.  As one of the Certifying Partners, we appreciate all the work auditors have put in, especially providing audit revisions to the CCSA.  2018 was a year of transition from the new OHS Legislation to the updated audit tool.  As mentioned at the auditor refresher, CCSA Quality Assurance process has been improved to ensure we are meeting Partnership standards. To clarify, Partnerships Standards are not new, CCSA is now ensuring the standards are being applied in the appropriate way for example: deducting points for errors.  Below you will find the Partnership Standards that Audit notes must adhere to:

1.15       AUDITOR NOTES

PROGRAM POLICY 

Auditors must provide adequate notes to clearly justify the scoring for all audit questions.

BACKGROUND

The Partnerships Standard requires auditors to provide a note to justify the score assigned for each audit question.  This allows the auditor to explain their rationale for the scores assigned, and verifies whether or not the auditor followed audit guidelines in completing the audit process.

PARTNERSHIPS STANDARDS

1.15.1     Auditors must write a note to justify the scoring of every audit question.

1.15.1.1     Auditor notes must reflect that the question guidelines have been followed.

1.15.1.2     Auditor notes must be consistent with the notes and score awarded for other related questions.

1.15.1.3     Auditors must indicate the validation method(s) used to score the question.

1.15.1.4     If more than one validation technique is required to score a question, the notes must indicate the results for each technique.

1.15.1.5     Auditor notes should indicate (where required by the CP) what documentation was reviewed and what observations were completed, and include reference to the specifics of what was found.

1.15.1.6     The percentage of positive indicators must be specified where required by the CP.

1.15.2     Auditor notes must be original and specific to the audited employer’s health and safety systems during the period of the current audit.

1.15.3     Auditor notes to be included inside the final audit report submitted to the employer must not include:

  • direct reference to a specific employee
  • statements of auditor personal opinion
  • restatement of the audit question as the only justification for the score awarded
  • contradictory information
  • boilerplated or templated notes

Quality Assurance Processes/Procedures requirements

Certifying Partners must:

1.15 A     Implement a process for ensuring the auditor notes requirements are met.

Please note that if you did not attend the Auditor Refresher sessions held in November and December 2018; then your auditor status has lapsed, and you cannot perform audits.  This reflects BOTH internal and external auditors. Please contact CCSA immediately should you wish to reinstate your certification.  Additionally, all auditors must be certified with the CCSA to be eligible to perform audits on any Continuing Care site.

Auditor Updates: The CCSA will provide update information through Auditor Updates to ensure all Auditors are using the most current audit instrument and following appropriate procedures. Auditor Updates occur yearly and run for at least 2.5 hours to comply with Partnership’s standards.  Stay tuned for details on 2019 Auditor Updates. 

COR Communication - February 2019

Download a pdf version

 

  • 2019 brings with it many changes for COR holders and internal and external auditors and the CCSA is here to help you manage these changes.

    In November and December of 2018 CCSA held nine Auditor Refresher Courses, with a total of 128 auditors in attendance. The refresher included an introduction to the 2019 CCSA Audit Tool and a review of Partnerships Standards and the quality assurance process.

    *Auditors (internal and external) who did not attend one of the refresher sessions will have had their certification revoked and should contact the CCSA as soon as possible.

    Here are some key points from the refresher training:

    Notes

    1. Validation Methods

    Documentation

    • Audit notes must clearly identify the name, title and/or document number that was reviewed.
    • Number of samples reviewed to be provided, such as 5 of 8 investigation reports indicated management was involved.
    • Provide samples from documents that relate to the Element to support the score applied. Examples would be: Dietary tasks included use of slicer, use of dishwasher, housekeeping tasks included pushing and pulling of carts.

    Interviews

    • Samples from the interviews must support the score; how did interviewees respond? Such as; workers indicated their supervisor tours the floor daily and points out if PPE is not being used.
    • Provide a cross-reference from the cohort groups to show appropriate sampling was conducted.

    Observations

    • Providing number of observations based on documentation review justifies the score.
    • Then providing examples from observation to support the score applied.

    For example; 6 out of 6 controls seen in place on observation tour. Cook was seen using Kevlar gloves with slicer, receptionist seen using ergonomic keyboard and mouse, maintenance seen using goggles while pressure washing.

     

    2. Additional Justifications

    Auditor notes must always provide clarity of the findings:

    • If score is less than 100%, the notes must justify the positive and the negative. Providing information on negative findings provides the employer with an opportunity to make improvements.
    • Provide cohort breakdown when asked of all employees.
      • Instead of 10 out of 15 employees, notes should read 2 out 3 managers, 1 out of 2 supervisors and 10 out of 10 workers…
    • No boilerplating or plagiarism. Always download a new audit tool before each audit to help prevent this.

    As of January 1, 2019, all audits completed for 2019 must be done on the new audit tool; any audits completed on the old tool will not be accepted. The new audit tool and the Auditors Code of Ethics that all auditors need to read, sign and scan back to CCSA are now available on the CCSA website at www.continuingcaresafety.ca/partners-in-injury-reduction/audit-tool-and-resources/


    Did you know as COR holders, employers are removed from the COR holders list upon their COR expiry and are only put back on after completion of the ENTIRE audit process, which includes the quality assurance revision? After that CCSA submits audit to CORRS and the employer will go back on the list.


    Health and Safety in the Workplace

    As per OHS legislation, “health and safety” includes physical, psychological and social well-being.

    What is physical safety?

    Physical safety is the absence of harm or injury that can be experienced by a worker from a physical object or practices that include a physical object. Physical objects can include a person, the room itself, furniture, medical equipment, etc.

    What is psychological safety?

    Psychological safety is the absence of harm and/or threat of harm to mental well-being that a worker might experience.

    What is a psychologically healthy and safe workplace?

    A psychologically healthy workplace is a workplace that promotes workers’ psychological well-being and actively works to prevent harm to worker psychological health including in negligent, reckless, or intentional ways.

    What is social well-being?

    Social well-being is having good relationships, social stability and good interactions with others. Social wellness involves building healthy, nurturing and supportive relationships as well as fostering a genuine connection with those around you.

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Register for Mandatory Auditor Refresher Training

Workshop Length: 1 day

Who Should Take This Refresher Training: Mandatory for all CCSA Certified Auditors

Mode of Delivery: Classroom

Important Note: Auditors are required to bring a laptop or tablet to the course to become familiar with the Audit Instrument.

Course Description: The Auditor Refresher Training is intended to bring all auditors up to date on the recent audit/PIR changes and to give auditors the opportunity to train on CCSA’s new 2019 Audit Instrument. 

Learning Objectives: Upon completion of this course auditors will:

  • Become familiar with recent changes to provincial audit-related standards
  • Gain practical experience using the new 2019 Audit Instrument
  • Sharpen their skills -learn how to avoid typical quality assurance issues
  • Refresh their knowledge of CCSA’s Certificate of Recognition (COR) process

Certification: Retain CCSA Auditor certification

Further Details:

  • Please consider bringing a bagged lunch as food options may be limited nearby (please note there may also be limited space for refrigeration).
  • There is available parking at both Edmonton and Rocky View locations, but you may want to consider carpooling if possible. 
  • Please ensure you bring a laptop/tablet so that you can familiarize yourself with the 2019 Audit Instrument. 

Register:

**These sessions are on a first come first served basis.  Register soon to get the date and location that best suits you.

Deadline to register is November 13, 2018. 
 

**If you are an auditor who has missed the regsitration deadline, please contact CCSA directly at communications@ab-ccsa.ca.

Date

Location

Tickets

Nov 20, 2018 Alberta Motor Transport Association (AMTA)
3599 56 Ave East, Edmonton International Airport Edmonton, AB T9E 0V4
Registration Closed
Nov 22, 2018 Alberta Motor Transport Association (AMTA)
3599 56 Ave East, Edmonton International Airport Edmonton, AB T9E 0V4
Registration Closed
Nov 23, 2018 Alberta Motor Transport Association (AMTA)
3599 56 Ave East, Edmonton International Airport Edmonton, AB T9E 0V4
Registration Closed
 Nov 27, 2018 Manufacturers Health and Safety Association (MHSA)
#201, 292060 Wagon Wheel Link
Rocky View, AB T4A 0E2 

Registration Closed

Nov 28, 2018 Manufacturers Health and Safety Association (MHSA)
#201, 292060 Wagon Wheel Link
Rocky View, AB T4A 0E2 
Registration Closed
Nov 29, 2018 Manufacturers Health and Safety Association (MHSA)
#201, 292060 Wagon Wheel Link
Rocky View, AB T4A 0E2 
Registration Closed
Dec 4, 2018 Continuing Care Safety Association (CCSA)  110, 6325 Gateway Blvd  Edmonton, AB T6H5H6 Registration Closed
Dec 7, 2018 Manufacturers Health and Safety Association (MHSA)
#201, 292060 Wagon Wheel Link
Rocky View, AB T4A 0E2