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Records Management, WSIB and OHSA

Amma Charlene is a Monsignor/Priest and a Business Graduate who Specializes in Human Resources Management

Records Management, WSIB and OHSA are not 'nice to know' these are absolutely 'need to know' materials. W.S.I.B. stands for Workplace Safety Insurance Board while O.H.S.A. is short for Occupational Health and Safety Act.

Just a note before we proceed, W.S.I.B. is a National body and the Occupational Health and Safety Act is Provincial . Please be aware that these are Federal and Provincial bodies tasked with enforcement of the laws respective to their existence and mandates. Please check pertinent to your geographical location.

Each of these organizations will gladly provide you and your organization with education and a variety of materials, forms and directions as to who and what they are as well as what your duties, responsibilities and entitlements are under their respective mandates.

This is entirely in keeping with all Canadian enforcement agencies legal expectations to inform, educate and then enforce. In other words their materials and information are both incredibly helpful and binding on you and your organization.

RECORDS MANAGEMENT

As Unpaid Clergy Required to be Self Supporting Fr. Philip is a Retired Martial Arts Instructor and retired Use of Force and Legal Academics Instructor

The Directors and incumbents must ensure that adequate records and files are kept within the parish. A file for each employee should be kept in a locked file cabinet. This file should include, but not be limited to:

the employee’s resume

employment contract

job description

salary and benefit information

Responsible Ministry: Screening in Faith documentation

performance evaluation documentation

continuing education material

performance management documentation

sick leave and leave of absence memos

resignation or termination documentation.

Access to personnel files should be restricted to the Incumbent, Directors and the employee (optional). The parish should develop a policy to determine if the files are open to the employee and the retention duration of performance-related material. If employees are allowed access to their files, they must view them under supervision. Nothing is to be removed from the file unless in accordance with the parish retention policy.

In most churches the Directors must ensure a file is established to retain all Acknowledgement Forms for the Diocesan Sexual Misconduct Policy signed by volunteers and employees. It is the practice of the College of Bishops to shred unsigned letters. Other letters are shared with the cleric at the Bishop’s discretion. If a letter is sent to the Bishop marked confidential, the Bishop will acknowledge the letter and request permission to share it with the cleric. If permission is not granted, there will be no further action taken. If a letter alleges misconduct the situation will be investigated according to Diocesan policy and the requirements under law.

We forward all allegations of sexual misconduct to the appropriate authorities (police and child welfare agencies at a minimum) for proper outside, professional investigation and, where appropriate, charges and judicial follow up. Not only is this practice in keeping with our belief as to how these matters should be handled it is also the law in this country.

WORKPLACE SAFETY INSURANCE BOARD

A Simple Altar Points at the Spiritual Aspect of Catholicism and Church Yet We Must Never Neglect the Required Documentation and Legal Requirements

The Workplace Safety and Insurance Board is a Federal government agency that provides pay continuance for employees that are injured in the workplace. Certain types of employment automatically require coverage while others do not. In the church’s case coverage is not automatic and therefore each individual parish must make the decision to participate.

The advantages of a parish belonging to this plan are significant. Since most parishes do not provide short term disability coverage, employees have assurance that they will continue to be paid while recovering from a W.S.I.B. approved workplace injury. Equally important, a parish is immune from an employee lawsuit related to a workplace accident from which the employee is being compensated through the W.S.I.B.

Applying for coverage is simple. Please contact W.S.I.B. in your province, by phone or by visiting their web site . You can join the plan now or at the beginning of the calendar year. The cost to participate in the plan varies based on the type of work and is set at the beginning of each year.

In most cases currently the cost runs at 50 cents to a dollar on each $100 the employee earns. When you form your parish (or any time thereafter) you can apply for a W.S.I.B. number and leave your W.S.I.B. account dormant until you hire an employee at which point a simple phone call or email will activate your account to protect your employee and your parish.

The Occupational Health & Safety Act (OHSA)

Fr. Philip and Amma Charlene in Front Of an Altar Churches are all about Spirituality But Require Solid Administration to Remain Viable

Although much of the Church’s ministry is accomplished through the efforts of dedicated volunteers, each parish and ministry facility is also a workplace for workers. It is the responsibility of the parish clergy and staff to identify and solve workplace health and safety problems. The Occupational Health & Safety Act (OHSA) must, by law, be posted in your workplace. Parishes must comply with the Workplace Safety Insurance Act (WSIB), Workplace Hazardous Material Information Systems (WHMIS) and other relevant health and safety legislation. If the parish has more than twenty (20) employees it is required to establish a health and safety committee, hold regular meetings, record minutes and certify membership.

The Directors and Incumbent must take every reasonable precaution to protect the employees’ health and safety. The employees have a duty to report workplace hazards. Supervisors must be competent and held accountable for the health and safety of the workers under their supervision. Under the Occupational Health & Safety Act, a competent supervisor must be familiar with the Act and health and safety procedures.

If there is an accident, it is the responsibility of the Incumbent and Directors to:

Provide First Aid immediately whenever there is an injury and arrange for transportation to get medical care.

Record all First Aid treatment and keep it on file.

If the employee is covered by WSIB, complete Form 7 and ask the employee to sign it or complete Form 6. Send the Form in within three days (the forms can be found on the WSIB website).

If the injury is critical, send in a report to the Ministry of Labour (1-877-202-0008) within 48 hours and inform your Area Bishop. A critical injury is a serious injury that places life in jeopardy, produces unconsciousness, serious loss of blood, fracture of a leg or arm, amputation of a leg or arm, hand or foot, burns to most of the body or loss of sight in one or both eyes.

Pay full wages and benefits for the day of which the injury occurred.

Cooperate to have the employee return to work easily and safely.

In 2010, the Occupational Health and Safety Act was amended to include requirements for Workplace Violence and Harassment policies. It is the Director’s responsibility to ensure that the parish is in full compliance with all legislation including this Act.

For more information, obtain a copy of the Occupational Health and Safety Act from the Ministry of Labour. Training and certification is offered through the Workplace Safety and Prevention Services in each province.

LEGISLATIVE CHANGES:

From time to time, the provincial Government and/or the Government of Canada may make legislative changes that affect your employees. It is the responsibility of the Directors to ensure that the parish is up-to-date with any legislative requirements.

Records Management, WSIB and OHSA

RECORDS MANAGEMENT

WORKPLACE SAFETY INSURANCE BOARD

The Occupational Health & Safety Act (OHSA)

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