Health & Safety
ETFO Health & Safety Website – Click Here
ETFO-YR Health & Safety Officer: Michael Neve – healthandsafety@etfo-yr.on.ca
Safety Inspecting Rep Full-Time: Peter Pendli – healthandsafety2@etfo-yr.on.ca
Health and Safety Inspecting Rep (Sept-Feb): Allen Ng – healthandsafety3@etfo-yr.on.ca
Board Joint Health and Safety Committee Members 2025-2026:
Michael Neve, Peter Pendli, VP – Laurie Provenzano
End of Year Preparation ETFO-YR H&S Edition
Have students remove all personal items from desks, cupboards and lockers.
If Moving Rooms:
Pack individual teacher classroom materials and label by name and room number.
Packing Guidelines Boxes should be:
- uniform in size and no larger than 31 cm x 46 cm x 31 cm (12W” x 18L” x 12H”). • less than 23 kilograms (50 lbs) in weight when packed.
- securely sealed with packing tape.
- all boxes properly labeled.
- safely stacked once ready for moving.
Staff are to take home personal items as these will not be moved by Caretakers. If Remaining in the Same Room:
- Remove items from windows and sills
- Empty teacher’s desk
- Empty teacher’s filing cabinet(s)
- Pack boxes according to size and weight guidelines
- Clearly label boxes for moving
- Personal items must be taken home
- New room floor plan prepared and provided to Lead Caretaker (make yourself a copy) 8. Materials such as corrugated cardboard, corrugated plastic, vinyl, plastic and burlap on bulletin boards are to be removed
Personal furniture is not supported by the YRDSB and must be brought home and discouraged from being brought back to school in September (e.g., lamps, chairs, etc.)
Personal appliances in regular classrooms are not supported by the YRDSB. You are discouraged from having a personal fridge, kettle, Keurig, individual crockpot and microwave in the regular classroom. Special education classrooms and science rooms are exempt.
Please remember, our caretaking staff have a hot, difficult job ahead of them in the summer. When holidays are taken in the summer, the Board’s caretakers find themselves short staffed and working alone. Following these suggestions will help them to prepare your classroom for September
Download PDF version 
School Start up ETFO-YR H&S Edition
- Ensure that your supervisor is aware and receive permission before entering the building (WSIB purposes) over the summer. You should have the approval in writing.
- If coming in over the summer, alert caretaking that you will be on the premises as there might be construction projects ongoing, waxing of floors etc.…
- When moving heavy objects, use a dolly obtained through caretaking or ask for help. 4. Use ladders/step stool, when necessary, also obtained through caretaking.
Set up of Classroom Considerations
Coverage of wall surfaces in classrooms and exit corridors with combustible materials shall not exceed 20% and must meet the requirements of the Fire Code and the Ontario Fire Marshal Guidelines as enforced by the local Fire department. Please attempt to keep materials on the bulletin board and not on the walls. This will help you to comply with the 20% rule.
Hanging of Materials
Materials to be hung from a room ceiling for educational purposes are subject to local fire department decisions.
∙ There cannot be a string, (clothesline) of combustible posters, artwork or other combustible materials from one side of a room to the other or against a wall. A 2-meter clothesline span is acceptable, however, subject to local fire department decisions.
∙ The hung materials cannot be placed above any exit or within 2 meters of the exit. ∙ The view of emergency directional signage must not be obstructed.
∙ No material or object can obstruct the flow of water from fire suppression sprinkler heads or cover any fire protection or alarm equipment.
∙ All materials must be a minimum of 2 meters (roughly 6 ½ ft.) above the floor, except student art on approved art carousels that are placed above groupings of student desks. ∙ The art carousels over desk groupings must be a minimum of 2 meters apart. ∙ There must be at least 2 meters between each object hung from a ceiling. ∙ All such hangings are subject to local fire department decisions.
How to hang Items
- Only the main tees (metal strips supporting the tiles of the hanging ceiling) can be used to support light weight material. These are the long continuous metal supports, not the shorter 4 ft long cross supports.
- The appropriate clips must be used. (METAL J HOOKS are to be used that are ordered through the Boards Purchasing Department. Your office or admin will order this for you if requested) 3. Paper clips, wire, string, tape or other means may not be used to attach the materials to the ceiling grid.
- The ceiling tiles must not be lifted out of the grid.
Classroom door or on the frame and or adjoining window
- These areas must be kept free of combustible materials that could ignite and prevent exiting. 2. Exits must always be clear of any combustibles.
- One meter of wall or window adjacent to an exit must also be free of combustibles, excluding emergency instruction posters.
Bulletin boards, black/white boards or wall display borders or backgrounds
- Do not use materials such as corrugated cardboard, corrugated plastic, vinyl or plastic sheeting on bulletin boards.
- Do not use fabric materials of any type to cover bulletin boards.
- If paint is used, it must be Acrylic Latex.
- Materials such as small strings of lights, paper garlands, feather garlands, lace, silk flowers, etc. shall not be used to decorate boarders or whiteboards.
If you wish to cover your bulletin boards, please use fadeless paper and proper paper borders. Acoustical tiles on walls (Music Rooms)
They cannot be painted, decorated or covered.
Acoustic panels are fire rated, (able to withstand a certain time span of heat without burning through or collapsing). This fire rating is due to a special chemical that is used on the materials of the acoustic panel. Changing any part of the panel reduces the fire resistance of the material.
Attaching other materials to the surface of panels also changes the rating and affects the sound absorbing action.
Potted Plants
Potted plants used for educational purposes can hang from the ceiling grid under the following conditions.
- Pots cannot be more than 10” in diameter.
- Potting soil must be used, not any other type of soil.
- Plants must not be suspended over any desk, workstation or other locations where people sit. 4. Plants must be at least 2 meters apart.
- Plants must be attached only to the main support bar of the suspended ceiling. These are the long continuous metal supports across the room and not the shorter 4 ft long cross supports. 6. Plants must not interfere with fire suppression sprinkler head water flow.
Kites, flags or pennants
Subject to local fire department decisions.
- At no time can any object be hung from a ceiling or loosely from a wall in any corridor. 2. Objects must not block water flow from sprinklers.
- At no time can ropes, strings or cables be used across rooms to hold artwork or other materials. 4. They must be at least 2 meters apart when suspended from a ceiling in any room. 5. Must not be over an exit point.
- Must be 2 meters away from an exit point.
- Wall surface coverage must not exceed Fire code Regulations and Fire Marshall Guidelines (shall not exceed 20 percent of the wall).
Folding Partition Walls
Walls must remain clear of any materials.
Storage of boxes, containers or other materials on top of storage cupboards or shelving against walls
You may store items on top of cupboards and shelves if the following guidelines are taken into consideration.
- Materials must not hang over the edge of a shelf or cupboard.
- Materials must not interfere with water flow from fire suppression sprinklers. 3. Loose materials must be stored flat.
- Materials must not add to the level of combustible materials allowed in the building. 5. When storing objects on top of shelving or cupboards, allow for a clearance of 18 inches between the objects and the ceiling.
Equipment or other materials in the wider spaces of
Corridors/Vestibules
Corridors/Vestibules cannot be used for storage. Nothing should be stored in corridors/vestibules.
- Corridors are meant for egress. During an emergency, any object or material placed in a corridor could be accidentally moved into the path of egress.
- Potted plants, benches near offices or in lobby areas, but not in egress pathways, must be secured from movement and must not add to the combustible loading (materials that easily burn) in the corridor. Your local Fire Prevention Officer should review any placement of materials in these areas.
Download PDF version
A Work Concern vs A Work Refusal
What is a Formal Work Concern?
A work concern is when you have a concern that needs to be addressed by the employer. These work concerns may include air quality, temperature, mould, odours, violence, ergonomics, Safe Schools incidents, etc.
When am I able to do a Work Concern?
Before you do a formal work concern, you must first bring these concerns to the attention of your administration. You must give them time to resolve these concerns. If these concerns are not resolved and continue to persist, you may do a formal work concern.
Is a Work Concern the same as a Work Refusal?
A work concern is not the same as a work refusal. You continue to work in your current assignment. The timelines are also much longer. Once a work concern is documented, it is sent to the members of the JOHSC. The YRDSB has 21 days to review the work concern and attempt to address these concerns (e.g., putting things in place, etc.). If you are in imminent danger, do not do a work concern. Do a work refusal.
I would like to initiate a formal work concern. What do I do next?
Your concerns have not been resolved with the administration. You will contact your Health and Safety Officer at healthandsafety@etfo-yr.on.ca. You will schedule a time to meet with your Health and Safety Officer. This may be at lunch, during your prep, before school or after school. You present your concerns. You will share the actions you would like to see taken to help resolve these concerns. Your health and safety officer will fill out the work concern form before taking these concerns to the administration.
Is my administration contacted?
Yes. After you have completed the work concern, these concerns and recommendations are presented to your principal. A meeting will take place between the health and safety officer and the administration. Your administration will be interviewed. After the interview, the formal work concern paperwork will be completed. The formal work concern will be presented to your principal. They will read it, complete their section and then return it to the health and safety officer. The work concern will then be submitted to Health and Safety at the YRDSB.
What happens if I do not agree with the YRDSB’s recommendations?
At this point, you have two possibilities. The first step would be a formal work refusal. You would contact your Health and Safety Officer for guidance. The second option is to contact the Ministry of Labour and make a formal complaint. Once again, you would contact your Health and Safety Officer for guidance before taking this step.
A Work Concern vs A Work Refusal
End of Year and Beginning of Year H & S Reminder
Feeling the heat?
The Occupational Health Clinics for Ontario Workers (OHCOW) has updated their Heat Stress Toolkit to provide support for workers dealing with high temperatures. Check out their posters, guides and videos.
Use their online humidex calculator to determine the risk level in your classroom during hot days.
Additional resources to support schools in the development of site-specific heat stress plans can be found on etfohealthandsafety.ca.
Listen to the ETFO town hall on workplace violence
On Wednesday, October 25, 2023, ETFO held a telephone town hall meeting on violence in schools. Members received advice about how to engage in violence-related work refusals in compliance with health and safety legislation, and ETFO’s new checklist for violence resources was shared at reviewed. Results of ETFO’s 2023 All-Member Violence Survey were also discussed.
Log in or register at members.etfo.ca to listen to the town hall.
2023 All-Member Violence Survey shows violence in schools is on the rise
Monday May 15, ETFO released some of the results of the 2023 All Member Violence survey in a media conference. ETFO President Karen Brown, joined by Lisa Dunbar, teacher and ETFO member and Rob Hammond, President, Near North Teacher Local, spoke about the survey results and the issue of violence in elementary schools.
For a video of the media conference and the survey information released at the media conference,
please log into the ♦ Secure Member’s Area ♦
Learn more about ETFO’s Multi-Year Strategy to Address Violence in Schools
Since 2017, ETFO has been engaged in a Multi-Year Strategy to Address Violence in Schools. At etfohealthandsafety.ca you can find out more about what has been done and the next steps in this strategy. Please use and share the resources on workplace violence and worker rights to keep yourself and others safe from violence at work.
Too hot to work?
There is no specific upper temperature limit in the Occupational Health and Safety Act but school boards have a legal duty to “take every precaution reasonable in the circumstances for the protection of workers” which includes protecting workers from extreme heat.
For further information about site-specific Hot Weather Action Plans see the Provincial Working Group on Health and Safety’s High Temperature Guideline and other resources.
- Flow Chart for ALL Accident/Incidents at Work (rev Sept 2021)
- Work Refusal Flowchart (Refer to Policy Procedure 540.0; Sect 2.4.3 )
- H&S School Inspection Steward Letter
- H&S School Inspection Survey Letter
Teacher surveys are sent out to Stewards approximately one month prior to school inspections providing our members the opportunity to voice their concerns and participate in the process.
If a health/safety issue/hazard regarding your school exists at any time during the school year, report it at once to the principal as required by law (Health and Safety Act).
General Information (UPDATED Sept. 2021)
Anytime an accident or near miss incident occurs at work, including near miss incidents and accidents related to COVID PPE or disinfectants, report the incident to the Principal and complete an online Accident Incident Report e-Form. Forms are completed electronically on the BWW. Go into “Self Serve” and then “E-Forms”. All incidents of Violence directed toward a worker must be reported using this Form. “Violence” is defined in the H&S Act as a) the exercise of physical force by a person against a worker in a workplace that causes or could cause physical injury; b) an attempt to exercise physical force against a worker in a workplace that could cause physical injury to a worker; or c) a statement of behaviour that is reasonable for a worker to interpret as a threat to exercise physical force against a worker in the workplace that could cause physical injury to the worker.
It is mandatory that all Violent Incidents (as defined above) directed at a worker are reported using the Board Accident/Incident Reporting Form NP540-02 regardless of the offending persons age or other mitigating circumstances.
During Site Inspection pre meetings with Administrators we ensure that Safety Plans, Truncated Plans and Individual Action Plans are in place and that they have been communicated / shared with all staff that may be expected to encounter the person in the course of their work. Staff members are to sign off on a Notification of Risk of Injury Form A or B to indicate that the Plan has been shared with them.
A Formal Work Concern requires that teachers notify their administrator of a health and safety hazard/concern and if unresolved contact their Health and Safety representative. The H&S representative may fill out Form P540-01 in consultation with the worker. Work Concerns have focused around – cold temperatures in the building (less than 68), air quality, drinking water, Pediculosis, Public Health Outbreaks, insufficient parking stalls, and rodents. The most frequent Concerns are related to student violence (Safety Plans are not in place or shared, shortage of staff, PPE not provided, and there is confusion around duties to Report)
There has also been a focus on Reporting Violent Incidents as per the Responsibility of workers through the Ministry of Education PPM 145 using the Safe School Incident Reporting Forms. Safe Schools Incident Reporting Form Part 1 must be completed on line electronically on the BWW (Self-Serve, E-Forms) by any Board Employee who witnesses or becomes aware of any student behavior that has a negative impact on school climate, and could lead to possible Suspension or Expulsion. A list of the behaviors is included on the Reporting Form. A response Form, Part 2 is completed by the Administrator and returned to the Employee within 72 hours to confirm receipt of Part 1. The Administrator may use Mitigating circumstances when considering their decision to suspend or expel a student. Administrators are responsible for ensuring that the parents of victims are notified when an incident has been reported and a student (victim) has been harmed.
WHMIS training was provided for employees to introduce WHMIS 2015. The new WHMIS legislation updates/modifies the system of controlled products (chemicals) in our workplaces. It addresses New classifications, requirements for labeling & Safety Data Sheets. MSDS/ SDS Binders (Art, Science and Office General) are kept in the main office.
Sites are required to participate in two annual Lockdown Drills. The first drill to be completed during Safety Week in September. The second, early in the Second Term. Lockdown Procedure Posters should be posted in all occupied rooms. Classroom keys are to be made available to OT’s. Sites are also required to practice one Hold and Secure Drill annually (Fall Term).
The Plant Department has developed a Guideline/Q & A for summer classroom clean-up expectations, for teachers moving classrooms and for schools moving buildings. It outlines expectations for principals, teachers, and caretaking staff, and deals with curriculum materials, furniture and personal items. It is important that staff have permission from the Principal to be in the building outside of the regular school hours (evenings and weekends), and over the summer holidays.
For concerns with cold temperatures in the classroom and winter conditions , members can refer to the Q & A on “Shoulder Months”, and Board Procedure NP464.
All sites built prior to 1987 have an Asbestos Management Program (Binder). Information is to be shared with staff on an annual basis. Notification of all abatement work is to be shared with appropriate staff prior to work being done.
All torn and missing screen windows must be reported to caretaking and Admin. Immediately to prevent wasps from entering into the classroom.
When members become aware of evidence of rodents/mice they are to contact Caretaking immediately and notify the Principal. They (members) are “not” to clean it up. There is a Board Procedure for Caretaking to follow when cleaning.
All entrances to the school and to Portables require adequate floor matting to prevent water being tracked in and to prevent slips, trips and falls. If there is not adequate matting , notify your administrator.
Health and Safety is everyone’s responsibility. You are part of the Internal Responsibility System4
October 2025 Message
September 2025 Message
As we enter a new year, it is important for all staff members to fill out the Accident / Incident Form and the Safe School Form when experiencing violence in the classroom. It is the legal duty of all employees to report these acts of violence using the proper forms. Here are some highlights from the YRDSB Board Procedure #250.1 that may be helpful.
2.2.1 By a staff member against another staff member
a) all incidents of violence by a staff member against another staff member must be immediately reported to the supervisor unless the incident relates to that person (supervisor), in which case the person to whom the supervisor reports must be notified;
b) the supervisor must investigate the incident and, where appropriate, consult with law enforcement authorities;
c) the supervisor must notify the Superintendent of Education and the union or federation as appropriate;
d) all incidents that have caused physical harm, could have caused physical harm, or threats of physical harm to a staff member must be reported and investigated by the supervisor in accordance with Board Policy and Procedure #540.0, Health and Safety – Employees; and
e) the employee must complete the Employee Accident/Incident Report Form and the supervisor must record any steps taken to prevent a recurrence.
The policy is very clear. All staff are to complete the Employee Accident / Incident Report Form when they feel unsafe due to the actions of another staff member. It is also very important for employees to consult with one of our Vice Presidents for guidance and support.
2.2.2 By a student against a staff member
a) All incidents of violence by a student against a Board staff member must be immediately reported to the school principal.
b) All incidents that have caused physical harm, could have caused physical harm, or threats of physical harm to a staff member must be reported and investigated by the supervisor in accordance with Board Policy and Procedure #540.0, Health and Safety – Employees.
c) The employee must complete the Employee Accident/Incident Report and the supervisor must record any steps taken to prevent a recurrence. This form must be completed regardless of age of student or mitigating circumstances.
d) The employee needs to complete the Safe Schools form.
Please notice the highlighted portion of this section. Many supervisors will argue that staff must not report violence if a student is in K to grade 3 or if they have baseline behaviour. This section of the policy is very clear. Mitigating circumstances or age does not prevent someone from filling out the accident / incident form.
2.2.3 By a member of the community against a staff member
a) All incidents of violence by a member of the community against a Board staff member must be immediately reported to the school principal or supervisor of the program or department.
b) All incidents that have caused physical harm, could have caused physical harm, or threats of physical harm to a staff member must be reported by the employee and investigated by the supervisor in accordance with Board Policy and Procedure #540.0, Health and Safety –
Employees.
c) The employee must complete the Employee Accident/Incident Report Form and the supervisor must record any steps taken to prevent a recurrence.
You do have protection from parents who are a threat. If you feel threatened by a parent, please fill out an accident / incident form. Your principal must put steps in place to protect you in the workplace.
The Accident / Incident Report Form is a key tool in combating violence in the workplace. It is an important step in recognizing potential threats within the workplace from both fellow staff members, students and members of the community. The only way to stop violence in the workplace is to report violence in the workplace.
May 2025
During the months of May and June, the weather can become quite hot and humid. It is important that every staff member at the school locate and read the school’s Hot Weather Action Plan. This plan will outline steps that can be taken to reduce health risks caused by sudden hot and humid weather.
Hot Weather Action Plans should be activated when any of the following weather/environmental conditions occur:
- When heat waves occur during 3 consecutive days reaching temperatures of 32°C or higher;
- When the humidex on site reaches or exceeds 35°C;
- When there is a smog alert combined with higher temperatures; or
- When there is an Environment Canada Humidex advisory in regards to ambient air temperatures exceeding 30°C and a humidex rating which exceeds 40°C.
Staff must be notified whenever the hot weather plan is activated.
Strategies for Managing Hot Weather:
- Encourage students and staff to make use of shady areas in the school yard such as under trees, beside the building and under umbrellas;
- Keep blinds/curtains closed in classrooms directly exposed to sunlight and turn off any unnecessary lights;
- Relocate classes to cooler areas such as gymnasiums, libraries or first floor hallways to provide relief
- Encourage water breaks and remind students and staff to bring their own water bottles to refill throughout the day.
If you have any concerns, please share these concerns with your principal.
March 2025
In most cases, when members have a health and/or safety concern, they are advised to bring these concerns directly to their principal. Under the Ontario Health and Safety Act, the employer shall “take every precaution reasonable in the circumstances for the protection of a worker” (Sec. 25 ii h). However, please send the ETFO-YR Health & Safety team an email letting us know of your concern (healthandsafety@etfo-yr.on.ca). In some cases (e.g., strange odours in the classroom), we may need to reach out to the Board and request additional support.
If you smell an odd odour in the classroom, please contact us immediately. There are specific steps that must be taken by the lead caretaker to address this concern. The source of the smell might be food or an environmental issue from outside the building. It could also be from the boiler or the air exchange unit. Whatever the reason for the odour, please reach out to us immediately. We will contact those at the board who need to assist in this matter.
We are always here to support you.
February 2025
Over the past year, the YRDSB Emergency Preparedness Committee has been working to aid teachers in contacting the office when there is an emergency (e.g., violent behaviour resulting in classroom evacuations, medical emergencies, etc.). During these stressful events, it may be impossible for a teacher to remain at the phone or handle a walkie talkie when calling for support. To support teachers and staff, the board has created a phone number that teachers may use to call for assistance during an emergency. This number is 555. This is how it works.
- There is an emergency in the classroom. This could involve a child who is in medical distress (e.g., epileptic, anaphylactic, bleeding, etc.) or a violent incident (e.g., furniture being thrown, student targeting others in the classroom, etc.) and you are the only adult in the room.
- You need immediate help.
- You go over to the phone, pick up the receiver and dial 555. You drop the receiver, leaving it off the hook.
- All the phones in the office will begin to ring (e.g., principal’s, EOAA, vice principal’s). This will let the office know that there is an emergency that needs to be addressed immediately.
- Someone in the office will pick up. They will be able to hear what is going on in the room. Once the room number is identified by the teacher, assistance will be sent to the room.
All schools were equipped with this new system during the summer. It is our hope that this new protocol will aid teachers when calling for assistance. If you are in imminent danger of being hurt and injured, you still have the option to call 911.
December 2024
Throughout the month, the message from the Ministry of Labour (MOL) has been very clear…
- Violence in the classroom is one of the major concerns for our members. The MOL is encouraging every member to complete the Accident / Incident reports for all acts of violence, whether they are a threat, a near miss or an actual physical act. It is our legal duty under the Ontario Health and Safety Act to report these events. Do not suffer in silence. Reporting is one of the main tools we have at our disposal to try to affect positive change.
- PPM 145, is a Ministry of Education policy memorandum that deals with reporting violence. Baseline behaviour, IEPs, IAPs, age of the student and mitigating circumstances do not prevent you from filling out the Safe Schools form. It specifically states in the document that teachers must report violent incidents.
- If you inform your principal of an act of violence that has been committed by a student, you still must fill out the Safe Schools form.
- If your principal suggests that a form (Safe Schools or Accident / Incident) should not have been completed, please report this to your ETFO-YR Health and Safety Officer. If your principal suggests that you should not have submitted a form, citing a safety plan, IAP, baseline behaviour, age, etc. as the reason, please contact your ETFO-YR Health and Safety Officer immediately. This misinformation needs to stop!
Remember, you have the power to make change. Please continue to fill out the Accident / Incident reports and the Safe School forms.
November 2024
Preventing Slip, Trip and Same Level Falls in the Winter
As the days get shorter and the weather gets colder, we should start to shift our thinking to those winter hazards that may cause injury. A high number of “slip, trip and same level falls” occur during the first snow day. It may look like a glorious winter wonderland; however, it is also the cause of many accidents. Please use extra caution on icy and snow-covered pathways and parking lots. One of the most common accidents involve people getting out of their cars and slipping on black ice or slipping on the wet floors in the school. Here are a few things you should consider when keeping yourself safe this winter season:
- Wear appropriate winter footwear that has a slip resistant thick sole (i.e. rubber/polyurethane rather than leather) and a wide, low heel.
- Leather soled shoes with no tread and high-heeled boots are especially hazardous in the winter.
- Walk along the paths that are clear of snow and ice. Caretakers clear these areas and put down salt to help keep you safe.
- When getting in and out of a vehicle, take your time. Check to see if the area is clear of ice.
- Scan your pathway for obstructions or slippery conditions.
- Don’t hurry when conditions are likely to be slippery.
- Do not carry parcels that will obstruct your vision.
- Go around areas that appear to be slippery. Do not take shortcuts over snow piles. Always use cleared pathways.
- Keep one hand free so that you can use the handrails when walking up the stairs.
- If you teach in a portable, use the paths provided by the caretakers. Take extra care when walking up the wooden steps to the portable door. These steps can be very slippery in winter conditions.
- Check the bottom of your feet every time you enter a building and clean off the accumulated ice and snow.
- Dry your footwear on doormats near the entrances.
- Beware. The floors of the school will be wet and slippery at the beginning of the day, during recess and after school. Always be vigilant.
Always remember, if you are involved in an accident or incident, you need to complete the 540.02. If there is ice on a path of egress, do not wait for someone else to notify your principal of the hazard. Tell your principal immediately. It is their job to keep you safe.
September 2024
As we enter a new school year, it is important for all staff members to fill out the Accident / Incident Form (540.04) and the Safe School Form when experiencing violence in the classroom. It is the legal duty of all employees to report these acts of violence using the proper forms. Here are some highlights from the YRDSB Board Procedure #250.1 that may be helpful.
2.2.2 By a student against a staff member
- a) All incidents of violence by a student against a Board staff member must be immediately
reported to the school principal.
- b) All incidents thathave causedphysical harm, could have caused physical harm, or threats
of physical harm to a staff member must be reported and investigated by the supervisor in
accordance with Board Policy and Procedure #540.0, Health and Safety – Employees.
- c) The employee must complete the Employee Accident/Incident Report and the supervisor
must record any steps taken to prevent a recurrence. This form must be completed regardless of age of student or mitigating circumstances.
Please notice the highlighted portion of this section. Many supervisors will argue that staff must not report violence if a student is in K to grade 3 or if they have baseline behaviour. This section of the policy is very clear. Mitigating circumstances or age does not prevent someone from filling out the accident / incident form. This also includes the Safe Schools Form as well.
2.2.3 By a member of the community against a staff member
- a) All incidents of violence by a member of the community against a Board staff member must be immediately reported to the school principal or supervisor of the program or department.
- b) All incidents that have caused physical harm, could have caused physical harm, or threats of physical harm to a staff member must be reported by the employee and investigated by the supervisor in accordance with Board Policy and Procedure #540.0, Health and Safety – Employees.
- c) The employee must complete the Employee Accident/Incident Report and the supervisor must record any steps taken to prevent a recurrence.
You do have protection from parents who are a threat. If you feel threatened by a parent, please fill out an accident / incident form. Your principal must put steps in place to protect you in the workplace.
The accident / incident form is a key tool in combating violence in the workplace. It is an important step in recognizing potential threats within the workplace from both fellow staff members, students and members of the community. The only way to stop violence in the workplace is to report violence in the workplace.
All the forms may be accessed through the employee self-serve under “my eforms”. If you are having trouble finding the necessary forms, please reach out to your steward for assistance.
Compliance training will be held on September 27.
Thank you,
Michael, Peter and Allen
May/June 2024
During the months of May and June, the weather can become quite hot and humid. It is
important that every staff member at the school locate and read the school’s hot weather action
plan. This plan will outline steps that can be taken to reduce health risks caused by sudden hot
and humid weather.
Hot Weather Action Plans should be activated when any of the following weather/environmental
conditions occur:
- When heat waves occur during 3 consecutive days reaching temperatures of 32°C or higher;
- When the humidex on site reaches or exceeds 35°C;
- When there is a smog alert combined with higher temperatures; or
- When there is an Environment Canada Humidex advisory regarding ambient air temperatures exceeding 30°C and a humidex rating which exceeds 40°C.
Staff must be notified whenever the hot weather plan is activated.
Here are the strategies for managing hot weather.
- Encourage students and staff to make use of shady areas in the school yard such as
under trees, beside the building and under umbrellas. - Keep blinds/curtains closed in classrooms directly exposed to sunlight and turn off any
unnecessary lights. - Relocate classes to cooler areas such as gymnasiums, libraries or first floor hallways to
provide relief. - Encourage water breaks and remind students and staff to bring their own water bottles
to refill throughout the day.
If you have any concerns, please share these concerns with your principal.
February 2024
February Health and Safety Message
SharePoint Accident / Incident (P540.02) and Safe Schools
Since the Board has transitioned to SharePoint, several online tools are still being fixed.
Accessing the Accident / Incident forms and the Safe Schools forms through the online tools
section of the SharePoint does not consistently work. In the interim, the following steps are to
taken to access these forms.
***Please note, in some cases, these forms can only be accessed while on board WiFi.***
Step One: Log into SharePoint
Step Two: Hover over “Employee Corner”. Select “My Employee Self Serve”
Step Three: Select My eForms tab from the top of the screen OR scroll down to the bottom of the page.
Step Four: On the left hand side of the page, select the form that needs to be filled out.
If problems continue to arise accessing the accident / incident reporting form, please contact Service Desk.
January 2024
Winter Hazards
With the dark mornings and the overcast conditions of the Canadian winter, we
must all be extra diligent when walking around the school. You have the right to a
safe workplace. These are some steps you can take to keep yourself safe.
1. Keep your eyes open to the hazards around you (e.g., icy parking lots,
slippery floors, snow pants and boots in the hallway). These are all hazards
that may contribute to a slip, trip and fall.
2. If you see slippery conditions, notify your caretaker or administration
immediately. You have a right to participate in your own safety in the
workplace.
3. Wear proper footwear. Appropriate winter footwear may include non-slip,
thick soled winter boots or shoes which may include grippers for the outside.
Also, dry your footwear before entering the building.
4. Take your time. Do not rush. If you rush and stop paying attention to your
surroundings, you are at a greater risk of being injured. Take short steps and
take it slow. “Slow and steady wins the race.”
5. Do not carry too many things at once. It can prevent you from seeing the
hazards around you. Try to keep one hand free so you can use a handrail
going up the stairs in the school or portable.
6. Use the paths cleared by your caretakers. They have been salted for your
safety. Do not take shortcuts. The conditions may be slippery.
If you have slipped or fallen, fill out an accident / incident report. You may not have
broken a bone; however, you may have strained a muscle. It is important to
document, even if you feel fine at the time.
December 2023
Throughout the month, the Message from The MOL has been very clear…
- Violence in the classroom is one of the major concerns for our members. The MOL are encouraging every member to complete the accident / incident reports for all acts of violence, whether they are a threat, a near miss or an actual physical act. It is our legal duty under the Ontario Health and Safety Act to report these events. Do not suffer in silence. Reporting is one of the main tools we have at our disposal to try to affect positive change.
- COVID is on the rise in the workplace and in our communities. If you are afflicted with COVID and believe you contracted it at your workplace (e.g., from a student, parent or staff member), please fill out an accident / incident form. Even though Public Health is not concerned with COVID, The Ministry of Labour is tracking the data. With the tools at their disposal, the Ministry of Labour is trying to protect workers by ensuring proper measures are still in place (e.g., hand sanitizer, ventilation, proper cleaning and disinfecting).
- We now have access to the accident / incident forms and the Safe School forms. Please report all past incidents. Even though people could not report during the cyber-related outage, it did not mean that violent incidents stopped occurring over those past three weeks.
Remember, you have the power to make change. Please continue to fill out the accident / incident reports. Knowledge is power.
November 2023
During the ETFO Annual Meeting in August, violence in the classroom was brought up
frequently. It is possibly the number one concern among teachers throughout Ontario schools.
Here in York Region, we have seen a rise in violence committed by students against our
educators. Sadly, one question is often asked repeatedly. What can we do to address this
issue?
Many years ago, our former Health and Safety Officer came into my school to help address a
violence issue that was occurring daily. His advice to us seven years ago is the advice I offer
today. It is your duty and responsibility to report any acts of violence (e.g., threats, near misses
and actual contact). It is only when staff fill out the accident / incident forms can change begin
to occur. I do remember the words of our former Health and Safety Officer that day. Change
will not happen overnight. It does not happen with just one teacher filling out one form. Change
occurs when many voices rise up and report acts of violence within a school.
If you find yourself experiencing violence within the classroom, do not suffer in silence. There
are many steps you can take to empower yourself when you feel powerless in your classroom.
1. You have a right to bring your concerns to your principal. They have an obligation
under the Ontario Health and Safety Act to address your concerns.
2. Fill out the accident / incident forms and the safe school forms. Do not suffer in silence.
No one has the right to work in an unsafe environment.
3. Your administrators have 24 hours to respond to the accident / incident form and 72
hours to respond to the safe school form.
4. If you are not receiving a response to the Safe Schools forms, immediately reach out
and contact me at healthandsafety@etfo-yr.on.ca or contact me at (905) 758-7176. I am
always willing to help.
It is time for all of us to stand up and say, “Enough Is Enough”. We all deserve a safe working
environment.
Sincerely,
Your Health and Safety Team at ETFO-YR.
September 2023
Welcome back to another exciting year in education. As you settle into your classroom, we would like to remind you of several things to consider when you start to hang items around your room and as you create a welcoming space for your students.
There have been a lot of inquiries regarding fadeless paper or fabric on bulletin boards. We are all used to creating colourful, welcoming environments for our students. We have been in communication with the Health and Safety Department at the Board Office, raising many of your concerns. Sadly, fadeless paper and fabric are considered fire hazards. In an effort to reduce the amount of flammable material on our bulletin boards (fadeless paper plus student work), we are requesting that fadeless paper or fabric be removed. You are still able to use colourful borders to brighten up the space. We understand that it is not the same as a bright green or yellow bulletin board; however, colourful borders are the best we can suggest.
Here are several other things to consider when you are setting up your classroom in the month of September.
- Please do not decorate your doors. The fire marshall has been very clear. Anything on your door is a fire hazard, especially when it is the only route to safety.
- Any decorations around your door must be one meter away from the opening. The only exception to this rule are posters that are for the safety of the students (e.g., Warning of Life Threatening Food Allergies, COVID signage, etc.).
- Make sure all exits are clear of items. If there was a fire, you need to be able to exit the room without tripping over shoes or toys.
- Use proper Board approved (ordered through Purchasing) metal clips when hanging items from the ceiling.
- Any hanging material must have a clearance of seven feet. This will prevent items from being hit by a mop handle or by an excited student.
- You must not have any cleaners in your room from your home (e.g., Lysol wipes, bleach, etc.). These chemicals have a negative reaction to the cleaners used by the caretakers.
These are just a few things you will need to consider when setting up your classroom.
We wish you all the best in the coming school year. We look forward to visiting your school over the next several months.
Sincerely,
Your ETFO-YR Health and Safety Team.
March 2023
Now that the focus is no longer on COVID, the Fire Prevention Officers have begun to identify issues that need attention. These areas include:
- Combustibles on doors,
- Items that are hanging too low from the ceiling
- Items in Kindergarten vestibules
- Items in stairwells,
- More than 20 percent of walls covered and,
- Items on the top shelf of bookcases and storage shelving.
The Health and Safety people at the board have also started to shift their attention to a variety of concerns. These concerns include:
- Hepa units in the kindergarten and special education classes are not turned on or missing,
- Foam puzzle pieces being used in place of carpets and vinyl mats,
- Cord covers missing for AV carts,
- Windows left covered after lock down drills,
- Portable doors left unlocked and,
- Safety plans that have not been signed off by all the staff.
In all these cases, we are the ones who have to relay these messages to the staff. Remember, we are there to identify concerns and to make sure you are safe in your workplace. Our role is to protect staff, ensure everyone is following protocols and to ensure that in the event of an accident investigation, staff are protected. We are not here to make your life difficult. We are here to work with you and to support you.
January 2023
Winter Hazards
With the dark mornings and the overcast conditions of the Canadian winter, we must all be extra diligent when walking around the school. You have the right to a safe workplace. These are some steps you can take to keep yourself safe.
Keep your eyes open to the hazards around you (e.g., icy parking lots, slippery floors, snow pants and boots in the hallway). All these are all hazards that may contribute to a slip, trip and fall.
If you see slippery conditions, notify your caretaker or administration immediately. You have a right to participate in your own safety in the workplace.
Wear proper footwear. Appropriate winter footwear may include non-slip, thick soled winter boots or shoes which may include grippers for the outside. Also, dry your footwear before entering the building.
Take your time. Do not rush. If you rush and stop paying attention to your surroundings, you are at a greater risk of being injured. Take short steps and take it slow. “Slow and steady wins the race.”
Do not carry too many things at once. It can prevent you from seeing the hazards around you. Try to keep one hand free so you can use a handrail going up the stairs in the school or portable.
Use the paths cleared by your caretakers. They have been salted for your safety. Do not take shortcuts. The conditions may be slippery.
If you have slipped or fallen, fill out an accident / incident report. You may not have broken a bone; however, you may have strained a muscle. It is important to document, even if you feel fine at the time.
Critical Injuries
When it comes to critical injuries, many think of the loss of a limb, loss of a lot of blood or loss of an eye. Remember, critical injuries also include a loss of consciousness or a broken bone. If you have lost consciousness due to a fall or broken a bone, fill out the accident, incident form and indicate it is a critical injury.
If you have experienced a critical injury, you must apply for WSIB as soon as possible. Your administration will submit a form 7 on your behalf. You will need to have a doctor fill out Form 8. It is important to get all this in place, just in case you have to take time off due to a concussion or a broken bone. Remember, if you are unable to fill out the WSIB form, your administration can fill it out on your behalf.
If you have any questions, please contact your union or send us an email at HealthAndSafety@etfo-yr.on.
December 2022
Know Your Safety Rights
Under the Occupational Health and Safety Act, you are protected against reprisals for exercising your right to refuse unsafe work.
ETFO has excellent online resources about your workplace rights and responsibilities. Click below for a few tools, and visit etfohealthandsafety.ca for more info.
· Poster – You Have the Right to Refuse Unsafe Work
· Video – Understanding Your Right to Refuse Unsafe Work
· Tip sheet – Your Rights and Your Employer’s Duties
November 2022
From The Desks of Michael Neve, Peter Pendli and Sangeetha Stephen
Health and Safety Message: November Edition
Over the past week, we have had quite a few questions regarding school inspections. The most common one is “We are having our Health and Safety visit November 22nd . I have just found out we have a Health and Safety inspection on December 7th. Is this a mistake?”
Starting this year, each school will have a health and safety inspection every month. These visits will be completed by either an ETFO inspector, a CUPE member supporting the caretakers, or from a CUPE member supporting the DECE’s, support staff and office staff. The Ministry of Labour requires all work places to be inspected every month.
You will only receive a survey if an ETFO inspector is assigned to your school for that month. Your principal has received a schedule. Your principal will know which union is visiting the school. If an ETFO inspector is scheduled to visit your school, you will receive an email with a link to a survey. We encourage everyone to fill out the surveys. If you do not receive an email with a survey link, please check your junk mail. Sadly, some of our emails containing the survey links end up in the spam folder.
Remember, do not wait for us to visit your school if you have a health and safety concern. Report your concerns to the Principal immediately. You are required by law to report a workplace concern. You are also protected from reprisals if you report your concerns to the Principal.
Remember, a safe workplace starts with you.
From Your Health and Safety Team.
March/April 2022
PPE:
- Medical Grade ASTM masks and non-fit N95 will continue to be provided to staff
- Unless directed to wear for specific circumstances, the wearing of masks is optional
- Staff may wear their own personal masks.
- Eyewear protection must be worn when disinfecting
Disinfectants:
- Staff will continue to use PDQ for disinfecting. As schools run out of PDQ they will be switching over to ”PREempt”, a product that is already being used in the Special Education classrooms.
- As with the PDQ, Instructions for use for the PREempt must be posted in classrooms, gyms, libraries and anywhere the product is used.
- PDQ and PREempt must be properly stored away from students.
- Tech wipes cannot be used to sanitize materials, equipment or surface areas. They can only be used to sanitize hands.
Screen Windows:
- Report any missing or torn screen windows to Admin so that they can be replaced/repaired to prevent wasps from entering
February 2022
Violence
1.Definition
“Violence” is defined in the H&S Act as:
a) the exercise of physical force by a person against a worker in a workplace that causes or could cause physical injury;
b) an attempt to exercise physical force against a worker in a workplace that could cause physical injury to a worker; or
c) a statement of behaviour that is reasonable for a worker to interpret as a threat to exercise physical force against a worker in the workplace that could cause physical injury to the worker.
2.Reporting
It is mandatory that all Violent Incidents (as defined above) directed at a worker are reported using the Board Accident/Incident Reporting Form NP540-02 regardless of the offending persons age or other mitigating circumstances ***(eg. Age or Cognitive Ability) ***
The Accident/Incident Report Form is found online on the BWW in the Employee Self-Serve section under the My eForms tab.
Incidents of violence involving students may also have to be reported using the Board online Safe School Reporting Form
3.NVCI/Safety Plan/IAP
Sites with individuals with a history of violence are required to develop a site NVCI Plan. For individuals with a history of violence, a Safety Plan/Truncated Safety Plan or an Individual Action Plan must be created, and shared with all staff who can be expected to encounter the individual in the course of their work.
January 2022
COVID Exposure
Where any member develops Covid-like symptoms requiring them to stay home from work, and believes the symptoms were the result of a workplace encounter, they should complete a Board online e-form – “P540-02 Accident/Incident Reporting Form”. The member should indicate on the Form that it is a “possible exposure”. Include the date and times of the possible exposure to/transmission of Covid-19, and give the details of the individuals they were in contact with and the symptoms that these individuals were exhibiting at that time. Do not use individuals’ names (refer to them as staff and/or students). Notify your Principal if you have confirmation of Covid through testing. Continue to watch for announcements and Q & A’s on the Board’s “School Reopening Staff Site” on the BWW for information and direction on reporting.
If you believe you were exposed to Covid in the workplace you can also complete a “WSIB Workers Exposure Incident Form”, available on the WSIB website.
Work Refusals
Any worker has the individual right to refuse work that they believe is unsafe. There are resources available on ETFO’s Health and Safety website to help understand the process at http://etfohealthandsafety.ca/site/workers-rights/. The resources include:
- A tip sheet of worker rights including the right to refuse;
- A checklist for members to help determine if their workplace is safe; and
- A video explaining the right to refuse.
YRDSB Policy/Procedure 540 Work Concern/Refusal Process
- As per the Health and Safety Act – You must inform your Supervisor/ Principal of all workplace health and safety hazards. If your concern is not resolved you should contact the ETFO-YR Health and Safety Officer (contact information is on the Health and Safety Board). After investigating the concern, a Work Concern Form P540-01 may be completed by your ETFO-YR Health & Safety Officer.
- If you are in imminent risk of danger and you have “reason to believe” that your work is “likely to endanger” your health and safety, you have the Right to Refuse unsafe work. Contact the ETFO-YR Office or Health and Safety Officer if you have any questions regarding the Work Refusal process. (Policy/Procedure 540.0; Sect 2.4.3).
New Disinfectant
- PDQ replaces ES15 (If ES15 is found, stop using it and return the bottle to caretaking for replacement with PDQ) PDQ Instructions must be posted in your work area.
- Eye Protection is required for use (face shield, safety glasses or goggles)
- In academic areas this product must be secured (ie stored to prevent student access such as in a locked cupboard, office or cabinet) by staff when not in use.
- Elementary students must not use disinfectant products.
- Special education classes will continue to use PREempt for cleaning and disinfecting classroom shared items and items contaminated with bodily fluids.
N95 Masks
- Staff now have the option of wearing an ASTM-rated medical mask or non-fit-tested N95 masks
- Must wear Board issued PPE
December 2021
COVID Protocol Highlights
1. Designated Eating Rooms
- Ensure occupancy load is posted for all designated eating rooms: Occupancy load is to allow for 2m distancing between unmasked individuals
- Chairs must face the same direction
- Ensure there is sign in system that included “Date and times” for the purposes of contact tracing: All members (Board Employees) must sign-in when eating in designated eating rooms
2. Disinfectant (ES15)
- Ensure ES 15 instructions are posted in all rooms where disinfectant is used (PreEmpt instructions will be posted in Special Education rooms where used)
- Ensure that members are following instructions/protocols when using the product: Ensure that ES15 is put on to the paper towel and not directly onto the surface of the item being disinfected. Allow for 5 min. contact time
- ES15 must be properly stored (out of sight and out of reach of students) when not in use
- Students MUST NOT use ES15 or any other sanitizing/disinfecting products
3. PPE
- Board Employees are expected to wear Board provided PPE (Face Masks and Eyewear Protection) unless they have a Board approved accommodation
- When within 6 ft of an unmasked student, eye protection must be worn ie. When working with unmasked kindergarten students, or engaging with unmasked students during recess or snack time
- Members should have eyewear protection with them at all times, in case they encounter an unmasked individual and cannot maintain 2m physical distancing.