Proper Reporting Procedures for Joint Health & Safety Committee Workplace Inspections

Workplace inspections are one of the primary functions of the Joint Health and Safety Committee (JHSC). Under the Occupational Health and Safety Act, s.9(23), the JHSC must designate a worker member to inspect the workplace. If possible, the worker should be a certified member of the JHSC (i.e., they’ve completed JHSC Part 1 and Part 2 training, s.9(24)). The worker member must inspect the physical condition of the workplace at least once a month (s.9(26)).

The purpose of the monthly inspection is to identify hazards and monitor current work practices to ensure the safety of all workers. Workplace inspections determine:

  • If a hazard is present
  • Which workers are exposed or likely to be exposed to hazards
  • Any workers who have been subject to illness or injury
  • If established health and safety procedures and processes are being followed

In this four-part series, we will be examining the four stages of a workplace inspection:

  1. Preparation
  2. Inspection
  3. Reporting
  4. Follow-up

In case you missed it, here are the Part 1 and Part 2 of the four-part series:

Part 1: How the Joint Health & Safety Committee Should Prepare for Workplace Inspections
Part 2: How the Joint Health & Safety Committee Should Conduct Workplace Inspections

Part 3: Reporting Workplace Inspection Results

Section 9(30) of the Occupational Health and Safety Act requires that the worker member of the JHSC who conducted the workplace inspection report their findings back to the JHSC. In order to do this, all information recorded on documents needs to be organized, legible, and reviewed. Items to include in the report to the JHSC include:

  • All recorded information
  • Hazards (detailed and classified based on their potential for harm)
  • Name of inspectors
  • Areas inspected
  • Notes
  • Pictures
  • Observations
  • Recommendations
  • Date and time of inspection

The report needs to be completed as soon as possible following an inspection, so that details remain fresh in the minds of the inspectors, and information is not forgotten. The committee should also review the report in a timely fashion. Inspection reports should be treated as action plans for identifying any reported hazards.  

Committee Review

Hold a meeting to review workplace inspection reports as soon as is feasible after the inspection has taken place. The committee should review the report. Once it has been reviewed and discussed by all members, further recommendations may be required before they are sent over to the employer.  

Who Receives the Inspection Report?

The inspection report and recommendations need to be distributed to management and the employer. Reports allow management an opportunity to give input and make decisions. A copy of the report must be retained by the JHSC, and a copy must be kept on file and at the ready for any Ministry of Labour inspector who should request it. As well, it is considered to be best practice to have a copy posted on the workplace health and safety board.

OSG Has Been Certifying JHSC Members For Over 20 Years

If you have questions about how the JHSC should conduct inspections or proper reporting procedures, OSG can help. We have been successfully training JHSC members for over 20 years, and we are the largest private provider of JHSC committee certification training in Ontario. When it comes to JHSC – we know our stuff! Call 1.800.815.9980 to speak to one of our health and safety experts today, or view our JHSC Part 1 or Part 2 training online now.

Written by Jennifer Miller | Curriculum Development Coordinator


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