Safe work environment

The organisation should develop a management system to effectively meet the SA8000 performance requirements for SA8000 3. Health and Safety.
Additionally and more specifically, organisations should incorporate the following health and safety management system principles in a manner pertinent to the organisation’s type, its workforce and its suppliers/subcontractors:

A)   IDENTIFICATION OF POTENTIAL RISKS
A key first step for the developing a strong health and safety management system is to conduct a thorough risk assessment and hazard identification process of the complete organisation, including production lines, canteen and dormitory (3.2, 9.3). The results of the risk assessment provides the foundation for all aspects of the organisation’s health and safety management system and contributes to the organisation’s overall performance.

B)   APPROPRIATE POLICIES AND PROCEDURES
Based on that risk assessment, the organisation should develop health and safety policies and procedures (9.1.4 and 9.1.5) to set a clear direction for the organisation to follow. When based upon pertinent hazards and risks, policies and procedures provide the framework for the organisation’s commitment to maintain a safe and healthy workplace and to drive continual improvement (9.1.7).
 
C)    MANAGEMENT COMMITMENT
The organisation should establish effective management leadership, structure and procedures (3.4, 3.5, 9.1.4, 9.1.5 and 9.2) to implement the health and safety management system. Management should foster a positive health
and safety culture through visible and active leadership by senior management. Management should also ensure that all personnel are competent, motivated, trained, and empowered to work safely and to protect their long- term health, not simply to avoid accidents. This aspect of the management system should be supported by effective personnel involvement (9.5) and sustained by effective communication (9.1.5) and competence development (9.9) allowing all workers and their representatives to make responsible and informed contributions to the organisation’s health and safety management system (3.5, 9.2, and 9.6).
D)   EFFECTIVE IMPLEMENTATION OF ACTIONS
As noted in SA8000 3.1, the organisation should identify, plan and implement specific actions to promote a positive health and safety workplace based upon risk assessment results. Wherever possible, identified risks should be eliminated; if risks cannot be eliminated, they should be minimized through the use of appropriate operational control measures or, as a last resort, through systems of work and personal protective equipment. Policies, procedures, process controls (3.7) and performance standards should be established to communicate (9.1.4, 9.1.5) appropriate operational controls, safe working practices and to measure achievement.
E)    PERFORMANCE MONITORING, MEASUREMENT, FEEDBACK AND IMPROVEMENT
The organisation should monitor and measure short and long-term health and safety performance indicators (9.4.1). The organisation’s results should then be assessed against both internal requirements and applicable external requirements to provide management with information indicating how effectively health and safety management system and controls are functioning and where improvements are needed. Monitoring may be qualitative or quantitative, as appropriate, and should consider both hardware (premises, plant and substances) and software (people, procedures and systems). The organisation is required to implement appropriate preventive or corrective actions (9.4.2 and 9.8) when incidents or illnesses occur or where the management system fails to achieve the anticipated results. Information gathered through monitoring and measurement activities should be used initially to establish the organisation’s health and safety performance baseline and subsequently reviewed by management (9.1.7) to provide focus and evaluate if there is continual improvement over time.

F)    ADEQUATE EVIDENCE TO DEMONSTRATE THAT THE ORGANISATION’S POLICIES AND PROCEDURES ARE EFFECTIVELY IMPLEMENTED
To meet SA8000 requirements, the organisation needs to demonstrate that it meets its SA8000 and health and safety policy commitments and satisfies the health and safety expectations of external interested parties (such as regulators, auditors and insurance providers). To do so, the organisation needs to be able to provide evidence (records, demonstrated worker understanding and physical evidence, as appropriate). Similar evidence is needed to demonstrate effective planning for, and achievement of, continual improvement of health and safety performance (3.5, 3.7, 9.1.6 and 9.1.7).

All personnel shall have the right to remove themselves from imminent serious danger without seeking permission from the organisation.

SA8000 3.1 requires the development, implementation and continuous improvement of health and safety practices, including hazard identification and elimination/minimization in all areas under its control. The term ‘hazard’ is defined by the ILO as “the inherent potential to cause injury or damage to peoples’ health.9” For example, hazards associated with the use of chemicals or machinery may result in ill-health or injury respectively. The organisation should regularly evaluate the workplace environment to identify hazards, particularly at times of changes to equipment, materials, working processes, personnel etc. Based on an ongoing analysis of workplace hazards and risk assessments (3.5), a well-planned health and safety management system actively promotes the elimination or reduction of workplace hazards. One widely utilized method for addressing risks is the hierarchy of controls, as explained below:
1.    Eliminate the risk if possible (e.g. by redesigning processes to eliminate the use of a hazardous chemical or substituting a less hazardous chemical)
2.    Minimize the impact of the risk (e.g. enclose the area where the chemical is used or use Personal Protective Equipment (PPE))
3.    Mitigate any impacts of the risk (e.g. train personnel on spill control, first aid and emergency procedures in case of accidents and incidents involving hazardous substances.)

Organisations with mature and effective health and safety management systems typically develop and implement appropriate procedures for hazard identification and risk assessment on a regular basis and when there are changes to the organisation’s operations or circumstances that may impact the hazard identification and risk assessment (e.g. new equipment or materials). It is important to note that in order to be effective, hazard identification and risk assessment should be ongoing and dynamic process, not a one-time activity.
The organisation should generate records (SA8000 9.1.6) that include the results of identification and evaluation activities, including an updated list of hazards and their associated risks. Subsequently, the organisation should demonstrate that appropriate elimination/minimization control measures are implemented and communicated to affected personnel.
WHAT ARE “EFFECTIVE STEPS” ?
In conjunction with the overarching requirements of SA8000 9. Management System, the term ‘effective steps’ in SA8000 3.1 strongly implies the introduction of a formalized health and safety management system, commensurate with the size, nature and risks of the organisation. A focal point for any management system, the policy or policies establish broad direction and goals for the organisation and provide benchmarks against which leadership, commitment and organisational performance may be evaluated. Health and safety policies should also provide a framework for decision-making within the organisation’s health and safety management systems and be developed and promulgated to take precedence over more narrow operational requirements. Effective steps also includes the actions that the organisation takes to reduce workplace hazards, as outlined in the policies and procedures. The organisation should conduct root cause analysis to ensure that the actions taken systematically address underlying issues, and not just superficial problems.
It is important to note the links between the health and safety requirements of SA8000 and other requirements, such as those related to working hours. Health and safety incidents are more prevalent when workers work long hours and overtime, or when written or oral communication, instructions, training, protection and monitoring are insufficient. Exhaustion and lack of concentration are significant contributing factors to accidents. As a result, accidents and injuries are especially prevalent during peak seasons, when overtime is common. Long hours leading to exhaustion also reduce workers’ immune resistance to illness and ability to cope with external stress, increasing their susceptibility to illness and reducing their ability to recover from physical accidents or exposure to chemical substances. Health and safety culture is placed at risk when production demands lead to a fast pace and health and safety policies are neglected or not enforced. Such risks are fundamentally the responsibility of the management. Some practices that may indicate management failures that impact health and safety include: unrealistic production planning timelines; work scheduling that fails to account for fatigue; inadequate resources allocated to training and safety drills; organisational restructuring that places individuals in positions for which they have insufficient experience; neglect of hazards that are not under the direct control of the organisation (e.g. armed security personnel, kitchen facilities).
MONITORING OF WORKPLACE HEALTH AND SAFETY
Workplace monitoring is important and should occur regularly. Monitoring may take the form of inspections and should typically occur at least once a month. High-risk industries and workplaces subject to frequent change may need more frequent inspections. Health and safety inspections can take various forms, including: regular inspections of workplace, regular inspections of particular activities, specific inspections arising from complains/concerns, inspections before and after substantial change to the workplace, inspections after an incident/injury. An organization also needs to conduct full safety audits that review the health and safety management system.

EMERGENCY PREPAREDNESS AND RESPONSE PLANNING
A critical element of a safe and healthy workplace environment is an effective emergency preparedness and response plan. The planning process should include the health and safety committee members, additional personnel as needed and representation from senior management. The list below includes the key steps of developing a plan, and some key indicators of an effective plan. (Note: this list is non-exhaustive and non-mandatory.):
1.    Review of outputs from the organisation’s documented hazard identification, emergency preparedness and response, health and safety risk assessment. In addition to the basic health and safety risk assessment for a specific site, the risk assessment process should also include geographic risks and threats, including seismic activities, flood, landslide, etc. Mitigation measures should be based upon the likelihood of threat and potential scale of impact.
2.    As a result of the hazard analysis and risk assessment process, the organisation should develop an emergency preparedness and response plan. The plan should take into account actions by all personnel related to fire and/or other emergencies (manmade and/or natural disasters), and include clear definition of responsible persons to prevent, reduce and address any such emergency event.
3.    The organisation should formally designate competent individuals to implement the plan.
4.    Indicators/evidence of implementation of an effective risk assessment and emergency preparedness and response plan should generally include the following:
a.    Prevention: A system of precautions to prevent ignition of fires from sources of heat, open flames, electrical sparking, hot surfaces, welding, smoking, heat or sparks. This includes:
i.    Removal and decontamination of uncontrolled combustible material through adequate housekeeping
ii.    Safe storage and handling of hazardous material. Flammable and hazardous materials properly stocked and kept away from ignition sources
iii.    Safe electrical wiring
iv.    Gas sensors around gas-using and processing equipment v.   Clean workplaces (free from dirt, dust, etc.)
b.    Early warning system: A fully operational early warning and evacuation alarm that can be heard and/or seen throughout the workplace and the entire building (including areas that may be occupied by another organisation). The alarms should be regularly tested and maintained with a backup power system to ensure that they are always fully operational. The number of alarms should, at minimum, meet legal requirements.
c.    Firefighting System: The organisation should also have fully operational firefighting equipment in place at all times. The number and type of firefighting equipment should meet legal requirements at a minimum. Personnel should be trained on the basic use of fire extinguishers, and emergency responders should receive advanced training to use all fire equipment. Other elements of the system include:
i.    Adequate connected and pressurized water supply for fire hydrant system and any sprinkler system on the premises.
ii.    Proper access for fire department vehicles.
iii.    Adequate number and type of firefighting equipment and portable fire extinguishers. These should be well-maintained, unobstructed, clearly marked, accessible and easy to use.
iv.    Fire extinguishers should be appropriate for the class of fire and ignition source at each’s respective location. v.   Emergency lights
d.    Maintenance system: A system to regularly inspect, test and maintain all early warning alarms and firefighting equipment.
e.    Evacuation System: This includes emergency exits and exit doors, evacuation routes, and assembly points.
i.    Emergency exits and exit doors: There should be a sufficient number of emergency exits for the building structure and number of other personnel on site at any given time. Exterior doors and doors to exit hallways and staircases should all open in the direction of travel and be readily opened from the inside by any worker without the use of keys or tools. For example, doors should have proper push-bars that can be bumped against to open easily. Other types of doors, such as vertical sliding doors, are allowed only if they are tested and maintained on an annual basis to ensure safe evacuation during emergencies. Doors should be checked and maintained to ensure they operate effectively at all times.
ii.    Evacuation routes: Routes should be clearly marked, continuously unobstructed and well-lit with emergency lighting with backup power.
iii.    Assembly points: The organization should have one or more designated and marked external assembly points in an area safely away from the company premises where fire operations might occur. The emergency exits should lead to open areas and pathways to enable all personnel to go to the assembly points, and there should be clear signs to the area. The emergency assembly area should be of sufficient size to accommodate the full number of personnel who may be on site at any given time. Finally, the assembly point should be far enough away from firefighting operations so that it is always safe in emergency situations. It should not be in a location that might trap the workers from rescue, such as the back of a compound. Finally, it should also take account of and positively manage other risks (e.g. crossing a road).

The organisation shall assess all the workplace risks to new, expectant and nursing mothers including those arising out of their work activity, to ensure that all reasonable steps are taken to remove or reduce any risks to their health and safety.

As part of the organisation’s overall risk assessment (SA800 3.5), SA8000 3.2 requires that the organisation specifically assesses the risks to new mothers (generally understood to be a woman who has given birth to or adopted a child within the past six months), expectant mothers (a woman who is pregnant) and nursing mothers (a woman who is breastfeeding her child) arising out of their work activity and take all reasonable steps to remove or reduce these risks.
This requirement cannot be used as justification for the organisation to conduct pregnancy testing. SA8000 5.4
Discrimination makes it clear that the organisation cannot discriminate based on pregnancy.
The organisation meeting SA8000 requirements should be able to readily demonstrate that due consideration is being given to such risks and that operational controls adequately protect the health and safety of new, expectant and nursing mothers
WHY THE FOCUS ON EXPECTANT AND NURSING MOTHERS?
Expectant and nursing mothers may be less able to do heavy lifting or remain standing for long periods of time and exposure to certain chemicals may be more dangerous to the foetus or the breast-fed baby than for adult workers. Thus, in addition to general health and safety hazard analysis, the organisation should complete an on-going risk assessment for new, expectant and nursing mothers and to minimize risks particular to them in order to remove and reduce workplace and job risks to these women. . The organisation should communicate the results of the assessment to personnel. Finally, the organisation must not discriminate against new, nursing and expectant mothers. As noted above, this prohibits discriminatory pregnancy testing and the firing or demotion of new, nursing and expectant mothers. The organisation should comply with all national maternity laws when assessing all employment and workplace risks and providing facilities to new, nursing and expectant mothers.

Where hazards remain after effective minimisation or elimination of the causes of all hazards in the workplace environment, the organisation shall provide personnel with appropriate personal protective equipment as needed at its own expense. In the event of a work-related injury the organisation shall provide first aid and assist the worker in obtaining follow-up medical treatment.

Personal Protective Equipment (PPE) is gear worn by workers in order to limit exposure to hazardous situations. PPE may include, but is not limited to: safety goggles, hardhats, high-visibility clothing, gloves, earplugs, hairnets, safety boots, safety harnesses, respiratory equipment, and hazmat suits. SA8000 PPE requirements reflect the universally accepted principal that the use of personal protective equipment (PPE) is a last resort rather than a first response. Therefore, the organisation should rely on PPE controls only after effective health and safety hazard elimination and minimisation efforts have been exhausted, or as an additional control measure when other controls have been applied. This reflects the Standard’s emphasis on preventive, remedial and continuing monitoring and responding activities.
Wherever possible, organisations should develop products and processes that eliminate or reduce workplace hazards and risks to the lowest reasonably practicable level. For example, the substitution of alternative, less volatile, less flammable or less toxic substances (such as glues, paints and solvents) can make a workplace significantly safer. Similarly, well-maintained machinery and equipment used in conjunction with appropriate operational controls can prevent unnecessary injuries.
Where hazard and risk elimination or reduction at source is not feasible, engineering solutions and work practices should be used to reduce exposure to workplace hazards. For example, significant risks to workers can be eliminated by mechanizing activities such as dipping components in toxic solvents or cutting material with sharp tools. If hazards remain after the application of prevention and control measures, the use of personal protective equipment should be considered as supplementary safety measure.
In order to ensure PPE effectiveness, organisations should have a clear PPE program in place. The program should address the hazards present in the workplace; the selection, maintenance, and use of PPE; the training of workers; and monitoring of the program to ensure its ongoing effectiveness. Components of such a program may include:
    Assessment and selection of PPE before use to make sure it is fit for purpose the task/hazards involved and designed for worker comfort
    Instructions for personnel on how to use it safely
    Maintenance and storage of PPE according to manufacturers’ instructions
    Regular monitoring of personnel to ensure that PPE is being used correctly
    Signage displayed in the area(s) where personnel is required to wear PPE.
When selecting PPE, the organisation should choose equipment that best suits its personnel and their protection needs wearer and conditions. It should consider the size, fit and weight of the PPE and the potential impact upon the wearer. For example, if equipment is very heavy, or wearers have pre-existing health issues, standard PPE may not be suitable. If the relevant personnel participates in the PPE selection process, they will be more likely to use it. The organisation should use only quality products, such as those that have been tested and certified by a credible independent body.
Below is a list of the types of PPE that the organisation might use to protect different parts of the bodies from certain hazards. As noted above, this list is non-exhaustive and is provided to give useful guidance for organisations seeking to implement this requirement of the Standard. Organisations should select appropriate PPE based on its risk assessment and the needs of its personnel.
EYES
Hazards: Chemical or metal splash, dust, projectiles, gas and vapour, radiation
Options: Safety spectacles, goggles, face-shields, visors
Note: Eye protection should have appropriate combination of impact/dust/splash/molten metal eye protection for the task and fit the user properly
HEAD
Hazards: Impact from falling or flying objects, bumping head, hair entanglement. Options: Helmets, hard hats
Note: Some safety helmets incorporate or can be fitted with specially-designed eye or hearing
protection. Workers should also use neck protection if necessary (e.g. scarves for use during welding).

RESPIRATORY SYSTEM

Hazards: Dust, vapour, gas, oxygen-deficient atmospheres
Options: Disposable filtering face-piece or respirator, half- or full-face respirators, air-fed helmets, breathing apparatus
Note: Ensure that the correct type of respirator filter for the substance is used
HANDS AND ARMS

Hazards: Abrasion, temperature extremes, cuts and punctures, impact, chemicals, electric shock, skin infection, disease, contamination
Options: Gloves, gauntlets, mitts, wrist-cuffs, armlets
Note: Ensure that the type and size of glove is appropriate. Wearing gloves for long periods can make the skin hot and sweaty, which can lead to skin problems, so it may be useful to wear separate cotton inner gloves
FEET AND LEGS
Hazards: Electrostatic build-up, slipping, cuts and punctures, falling objects, metal and chemical splash, abrasion
Options: Safety boots and shoes with protective toe caps and penetration-resistant mid-sole, gaiters, leggings, spats
Note: Footwear can have a variety of sole patterns and materials to help prevent slips in different conditions, including oil or chemical-resistant soles. It can also be anti-static, electrically conductive or thermally insulating. It is important that the appropriate footwear is selected for the risks identified. It is also important to note that although footwear may have protective value, it is not always culturally appropriate for it to be worn inside the workplace. In such circumstances, the organisation should consider the risks through its risk assessment and ensure that it provides alternative forms of protection against risks to the feet.

BODY
Hazards: Temperature extremes, adverse weather, chemical or metal splash, spray from pressure leaks or spray guns, impact or penetration, contaminated dust, excessive wear or entanglement of own clothing
Options: Conventional or disposable overalls, boiler suits, specialist protective clothing (e.g. chain- mail aprons, high-visibility clothing), safety harness, life jackets
Note: Appropriate materials should be chosen to address the hazard (e.g. flame-retardant, anti- static, chain mail, chemically impermeable, or high-visibility).
FIRST AID
First aid is the effective, often life sustaining, aid given to a casualty until professional aid can be reached. SA8000 requires that organisations provide first aid and assistance in obtaining follow-up medical treatment. The organisation should fully understand and follow all legal or regulatory requirements regarding first aid materials and waste management, first aid facilities, trained personnel, workers’ treatment and rehabilitation insurance and follow-up care. The organisation should also define its first aid emergency procedures and effectively manage appropriate first aid resources, including trained personnel, equipment and materials. Health and safety representatives and on-site first aid staff need to have clear knowledge of where to seek external medical aid in the case of an emergency. It is important to note that it is crucial for the organisation to have properly trained, competent first aid personnel who can save and sustain life with immediate competent action until professional assistance arrives (e.g. choking, stroke, burns, heat stroke, heart attack, drowning and other forms of asphyxiation).
Workers injured in workplace accidents or suffering from work-related diseases often lose their jobs and the working capacity to seek another job. It is therefore important that in the event of an accident or work related injury or illness, the organisation does not only provide first aid assistance, but, where necessary, also assists workers in obtaining follow-up medical treatment.
First aid equipment and materials appropriate to the nature of workplace hazards should be provided in a location close to work areas where injuries may occur. The nature and number of resources required depends upon whether the workplace is low hazard (such as a bank or office) or high-hazard (where there is a possibility of serious injury requiring immediate medical attention, such as electric shock, amputation, fracture, eye injury etc.), and should be determined through the risk assessment. The resources also need to meet applicable standards and regulations and be commensurate with the nature of the workplace; specific hazards present; the distance to
ambulance services, hospitals, medical centres; and the potential response times of external medical specialists. Generally, the organization should have sufficient and readily accessible first aid kits (in a sanitary condition, regularly inspected and replenished); stretchers, wheelchairs and other evacuation equipment; a first aid room; a cardiac defibrillator. The organisation should also ensure that it has sufficient trained first aid responders for its workforce. First aid responders should be adequately trained and retrained to respond to the types of accidents and injuries relevant to the workplace. Depending on the workplace, the organisation may also have full -time medical personnel on site.
FOLLOW-UP MEDICAL TREATMENT
Organisations should ensure that workers injured or sickened as a result of their employment and requiring long- term care and/or medical treatment are provided with adequate rehabilitation and/ or compensation. The organisation should provide appropriate assistance to injured workers for their follow-up medical treatment in accordance with all applicable requirements (for example, contractual or regulatory requirements).

The organisation shall appoint a senior management representative to be responsible for ensuring a safe and healthy workplace environment for all personnel and for implementing this Standard’s Health and Safety requirements.

Accidents and ill health in the workplace are seldom random, unpredictable events. They generally arise from systemic failures of planning or control and involve multiple contributory elements. While the immediate cause of an incident may be a human or technical failure, the root causes usually stem from organisational failings. Avoidance of such failings is ultimately the responsibility of senior management. The requirement to appoint a senior management health and safety representative assigns that responsibility and authority.
The appointed Health and Safety Senior Management Representative should be assigned overall responsibilities (in accordance with SA8000 requirements) for management of health and safety within the organisation, and be granted sufficient authority and resources to ensure that organisation policies are implemented and improvement plans are effectively carried out, as needed. Most organisations also find it useful to additionally assign responsibility and accountability for the health and safety of personnel under their span of control to managers and supervisors at all levels. Managers should be aware of these responsibilities and other health and safety expectations of senior management.

A Health and Safety Committee, comprised of a well-balanced group of management representatives and workers, shall be established and maintained. Unless otherwise specified by law, at least one worker member(s) on the Committee shall be by recognised trade union(s) representative(s), if they choose to serve. In cases where the union(s) does not appoint a representative or the organisation is not unionised, workers shall appoint a representative(s) as they deem appropriate. Its decisions shall be effectively communicated to all personnel. The Committee shall be trained and retrained periodically in order to be competently committed to continually improving the health and safety conditions in the workplace. It shall conduct formal, periodic occupational health and safety risk assessments to identify and then address current and potential health and safety hazards. Records of these assessments and corrective and preventive actions taken shall be kept.

Worker involvement is essential to create a safe and healthy work environment, since they are the ones who are directly impacted by health and safety risks and behaviour. Therefore, SA8000 requires the establishment of a Health and Safety Committee. In addition to any relevant professionals as identified by the organisation and required by law, SA8000 requires the committee to be a well-balanced group of workers and management representatives. This committee is tasked with continuously improving health and safety in the workplace. The committee is required to conduct formal, periodic occupational health and safety risk assessments (for example, by performing job hazard analyses and ongoing assessments – see also 3.1, above) to identify and address current and potential health and safety hazards. This includes protecting workers’ health and safety by proactive risk control measures, such as, engineering controls, regular training, and communication.
Evidence shows that businesses with a high level of workforce involvement in health and safety have better health and safety performance, and also tend to have higher productivity and workforce motivation. Like strong leadership, personnel engagement is essential because everyone, from the most senior managers to individual workers, has a part to play in building a strong health and safety culture - a culture built on the principles of trust, respect, co-operation and joint problem solving between management and workers. These principles are vital because to reap the real benefits there has to be more than consultation; there has to be genuine worker participation in risk identification and the decision-making processes that affect their well-being.
HEALTH AND SAFETY COMMITTEE STRUCTURE
According to SA8000, there is no required number of committee members, unless required by local or national law. Generally, the committee should be structured to meet each organisation’s needs. The number of management and worker representatives on the committee will depend on the size of the organisation and the type of work, but the team should be balanced and cross-functional. The health and safety senior management representative should participate on the committee if possible. The committee should also include management representatives who have the authority to give proper consideration to views and recommendations and worker representatives (either appointed by a trade union, elected by the workforce, or a combination of both) who have knowledge of the work of those they represent. There must be at least 1 worker representative on the committee, but the number of worker representatives should be proportional to the number of workers in the workplace to ensure sufficient representation. It is also important to ensure that migrant, contracted, temporary and seasonal and shift workers are represented on the committee.
Personnel with specific relevant health and safety competencies, such as an organisation doctor/nurse, health and safety adviser or other specialists should provide support to the committee as needed. It is good practice to provide the health and safety committee representatives with sufficient resources to perform their duties. This includes training and access to relevant information. Committee members also need to be provided with sufficient time to prepare for and attend the meetings.
Participation in health and safety committee activities is part of the personnel’s role within the organisation, so members should not suffer any loss of pay when they attend meetings or carry out other activities on behalf of the committee.
HEALTH AND SAFETY COMMITTEE FUNCTIONS
The health and safety committee should meet regularly; typically on a monthly basis. However, the frequency of meetings is dependent on the volume of business; size and spread of the workforce; type of work done in the workplace and associated risks; issues to be discussed and other relevant factors. The meetings provide the committee with the opportunity to discuss health and safety matters that require consideration and cooperation of management and workers. The committee should establish and implement standard operating procedures to
ensure that it is effective. Generally committee should agree on standing items for the agenda, such as statistics on accidents or illnesses, accident investigations, workplace inspections, health and safety training, and emergency procedures. The committee should also discuss other items that arise as needed, such as changes to the workplace that may impact the health and safety of workers.
According to SA8000, the committee is tasked with conducting the health and safety risk assessments. Members of the committee may have a range of involvement in the risk assessment process depending on their level of expertise in the area of health and safety. Members should receive training to enable them to participate in and understand the process, but all members do not necessarily have to conduct the risk assessment themselves.
The health and safety risk assessment should assess specific health and safety hazards according to the likelihood of a resulting injury or illness, the degree of harm they could cause, how many personnel would be impacted and for what period of time, and any safety measures already in place.  The process should include all personnel and individuals in the workplace (e.g. cleaners or security guards. It should also address all types of activities (routine and non-routine), and consider all types of accidents or emergency situations, such as a spill, explosion or fire, and conditions that may occur during extreme weather conditions, flood etc.
The health and safety risk assessment should be documented and the committee should recommend appropriate corrective and/or preventive actions to senior management. Management should then respond with a timetable for steps to address the hazard.
Due to varying levels of expertise within the committee, all members may not be involved in all the committee’s activities. In addition to the risk assessment, the following list provides guidance on other suggested activities of the committee:
1.    Surveillance of the factors in the working environment and working practices that may affect the worker’s health, including sanitary installations, canteens, and dormitories (if provided)
2.    Advice on planning and organisation of work, including the design of the workplace, machinery and other equipment, and substances
3.    Participation in the development of programs for the improvement of working practices as well as testing and evaluation of health aspects of new equipment
4.    Advice on occupational health, safety and hygiene, ergonomics and personal protective equipment
5.    Surveillance of workers’ health
6.    Collaboration in providing information, training and education in the fields of occupational health and hygiene and ergonomics
7.    Organizing first-aid and emergency treatment
8.    Participation in analysis of occupational accidents and occupational diseases
COMMUNICATION TO PERSONNEL
Minutes of the committee’s meetings should be made available to all personnel. Information regarding inspection results, annual reports, and new procedures developed by the Committee should also be shared with personnel through meetings, newsletters, and memos.

The change number to personnel, on a regular basis, effective health and safety training, including on-site training and, where needed, job-specific training. Such training shall also be repeated for new and reassigned personnel, where incidents have occurred, and when changes in technology and/or the introduction of new machinery present new risks to the health and safety of personnel.

In order to maintain a safe and healthy working environment, personnel at all levels need to be aware of risks and control measures associated with their activities and be competent to effectively fulfil assigned duties and responsibilities. Initial and ongoing trainings are therefore critical elements of any health and safety management system, and SA8000 3.6 specifically addresses this type of training (general training requirements are found in SA8000 9.9).
SA8000 requires regularly scheduled training for all personnel (including temporary, seasonal, contracted workers, etc.) to address general health and safety topics as well as job-specific training as needed. Organisations with mature health and safety management systems routinely identify and implement training activities in accordance with the risk assessment findings. Training may be formal (such as classroom, or online programs) and informal, (such as on-going supervisory instruction resulting from observation). Records of both types of training should be maintained (9.1.6). If a specialised or particularly complex issue is identified as part of the risk assessment or through incident investigation, it may be beneficial for the organisation to invite external health and safety experts to deliver the training. The organisation should also provide training or re-training whenever there are changes in the workplace that impact the health and safety. The organisation should always conduct training in the language of the workers and use appropriate methods for it workforce (e.g. use of a video or illustrative graphics where illiteracy rates are high). The organisation should review the effectiveness of the organisation’s overall training plan and update it as needed. After completing the training, workers should be able to explain and, where appropriate, demonstrate their understanding the key learning points. Drills, such as fire drills for example, are useful to reinforce workers’ learning and illustrate the practical application.
Ongoing training should be conducted frequently enough to ensure that all personnel understand the information presented and at least as often as is required by law. All new personnel should receive training and participate in a walk-through of the facility to review health and safety hazards and preventive and evacuation procedures.
Additional training is also necessary after an incident occurs and when there are changes in the workplace that impact the health and safety (e.g. new machinery). The ongoing risk assessment processes will enable management to understand the hazards associated with the changes and plan training accordingly.
Training should be extended free of charge to all personnel and should occur during working hours, not as an extension of the work day. If training is conducted during weekends or other off-time hours, personnel should be compensated with overtime premium rates of pay, or with rest days to offset time spent.
TRAINING ON EMERGENCY PREPAREDNES AND RESPONSE
Organisations should have a program that specifically trains all personnel in emergency and preparedness and response, including emergency evacuation drills on an ongoing basis.
Guidelines for Emergency Evacuation Drills:
1.    Emergency evacuation drills should take place at least once every 6 months for all shifts.
2.    All personnel should evacuate and assemble at an external assembly point in an area safely away from any danger on the organisation premises. The organisation should ensure that all personnel are accounted for at this assembly point.
3.    The organisation should conduct and rotate the location of emergency evacuation drills so trained personnel can demonstrate that they know what to do in the case of any emergency, whether it is a fire, chemical spill or other situation.
4.    Organisation should designate a group of trained personnel (e.g. fire wardens) to support the evacuation process and take some fire prevention and action, as appropriate with their level of training. Adequate regular training for fire wardens additionally includes firefighting techniques, special hazards, and leadership training.
5.    The organisation should maintain documented evidence of the evacuation drills and time it takes to evacuate.

The organisation shall establish documented procedures to detect, prevent, minimise, eliminate or otherwise respond to potential risks to the health and safety of personnel. The organisation shall maintain written records of all health and safety incidents that occur in the workplace and in all residences and property provided by the organisation, whether it owns, leases or contracts the residences or property from a service provider.

SA8000 requires the organisation to document its health and safety management system through procedures and record-keeping. The purpose of these requirements is to create formalised, standardised and planned risk management processes in order to ensure consistent operational control and performance monitoring.
Subsequently, such documentation facilitates evaluation, analysis and investigations and enables management to prioritize system changes, thereby avoiding or reducing potential future issues and driving continual improvement.
The following health and safety documentation is typically maintained by organisations (list is non-exhaustive and non-mandatory):
   Organisation health and safety policy and procedures
    Health and safety organisational structure with responsible personnel
    Risk assessment and identified controls to eliminate or reduce the risks
    Short and long term objectives for addressing health and safety risks and lowering incident rates and evidence of implementation
    Records of regularly scheduled reviews of safety performance against goals and objectives
    Records of regular emergency drills
    Records of corrective and preventive actions taken to improve performance
    Records of decision-making and communication (e.g. minutes of meetings, memos sent to staff or management, posters used to communicate and inform)
    Readily available information and instructions regarding specific risks for workers
    Investigation reports for all incidents and near misses
    Training records and instructional materials
In addition to general documentation and recordkeeping requirements, SA8000 explicitly requires the maintenance of written records of all health and safety incidents in the workplace and in any residences and property provided by the organisation. The objective of this requirement is not to assign blame, but to identify and eliminate the root causes of incidents. It emphasizes the importance of formally recording and investigating every incident; this includes accidents (injury-related events) or near-misses (an event where no injury is sustained but which, under slightly different circumstances, may have resulted in injury). Following an accident or near miss, an incident investigation should identify root causes and control hazards that may not have been previously identified or subject to adequate control. Every contributing factor to an incident should be identified and appropriate corrective and preventive action (9.8) taken to prevent reoccurrence.
NEAR MISS INCIDENTS
Many serious accidents are preceded by near misses. Just like injury-causing incidents, near misses are caused by faulty processes or management systems. Systemic recognition of near misses drives safety activities that are proactive rather than reactive, enabling organisations to prevent injuries or save lives by taking steps before further incidents occur. Many organisations do not have a reporting culture where personnel are encouraged to report near misses, but rather, unfortunately, have a culture of fear for being blamed after reporting a near miss. This requirement seeks to address that problem.
Best practices in establishing a health and safety culture that encourages reporting of near misses include the establishment of a reporting culture that reinforces every opportunity to identify and control hazardous conditions and behaviour; the establishment of a reporting process that is easy, non-punitive, and if desired, anonymous; consistent investigation of near misses, accidents and incidents in order to identify root causes and use of investigation results to effect system improvements.
INCIDENT RECORDS
Incident records should, as a minimum, describe the incident or near miss, include the reason, root cause(s), time, name of person(s) involved in the incident and the actions identified to prevent a recurrence. Further additions to the incident records should be included on a case-by-case basis (e.g. days of work lost and compensation paid). Records should be maintained, reviewed and analysed to identify opportunities to reduce the incident rate. The organisation should conduct a risk analysis of all incident-related health and safety hazards, recording which remaining hazards require increased controls and who is responsible for ensuring those are implemented and followed.

The organisation shall provide, for use by all personnel, free access to: clean toilet facilities, potable water, suitable spaces for meal breaks, and, where applicable, sanitary facilities for food storage.

SA8000 requires the organisation to provide clean and sanitary conditions, facilities, access and working practices in order to minimise risks to workers from an unsanitary environment.
SANITATION :
All workers should have access to sufficient potable water in working, eating and sleeping areas. Where the risk of contaminated water is high, the water supply should be regularly and appropriately tested to ensure it remains safe to drink, with a valid certification of potability. Workers should have access to suitable spaces for meal breaks, as well as adequate, functional, accessible and clean toilet and hand-washing facilities in working, eating and sleeping areas. In the absence of such dedicated spaces and adequate facilities, workers may improvise unacceptable and unsanitary solutions, which could present hazards to their health.
HYGIENE
The food safety requirements of SA8000 demand adequate protection of food from contamination or degradation due to environmental conditions. In particular, the organisation should ensure that food (e.g. workers’ lunches) may be stored safely to avoid contamination from the air or from chemical residue on containers. Where food is prepared or sold on site (e.g. in a cafeteria), the organisation should ensure that it is kept in sealed containers to be free from contamination, and that preparation, handling and storage, comply with relevant regulations and hygiene standards. This obligation for the organisation applies even when food preparation and catering services are subcontracted (as per SA8000 9.10). Regular, safe and hygienic disposal of refuse is typically required in order to avoid pests, noxious odours and other unsanitary conditions.
FACILITIES
As noted in SA8000 3.8, adequate, functional, accessible and clean toilet and hand-washing facilities must be provided in both work areas and housing. Facilities and their surrounding rooms should be kept clean and be adequately ventilated and lit. Washing facilities should have running hot and cold or warm water (if possible), soap and clean towels or other means of cleaning or drying. If required by the type of work, showers should also be provided. Wherever possible, men and women should have separate facilities unless each facility is in a separate room with a lockable door and is for use by only one person at a time. Generally, these facilities should preserve the dignity of workers in the workplace (e.g. communal showers should not be used).
Adequate, suitable and secure space should be provided for workers to store their clothing. Changing facilities should also be provided for workers who change into special work clothing. The facilities should be readily accessible from workrooms and washing and eating facilities, and should ensure the privacy of the workers.
Suitable, sufficient and readily accessible rest facilities should also be provided in a place where personal protective equipment need not be worn. Seats should be provided for workers to use during breaks. Rest areas or rooms should be large enough and have sufficient seats with backrests and tables for the number of workers likely to use them at any one time, including suitable access and seating adequate for the number of disabled people at work. Suitable rest facilities should also be provided for expectant women and nursing mothers. Canteens or restaurants may be used as rest facilities provided there is no obligation to purchase food.
Where workers regularly eat meals at work, suitable and sufficient facilities should be provided for the purpose. Work areas can be recognised as rest areas and as eating facilities, provided they are adequately clean and there is a suitable surface on which to place food. Toilet and washing facilities should be readily available in the general proximity of eating facilities. Where hot food cannot be obtained in or reasonably near to the workplace, workers should be provided with a means for heating their own food (e.g. microwave oven). Facilities should also include the means of preparing or obtaining a hot drink.

The organisation shall ensure that any dormitory facilities provided for personnel are clean, safe and meet their basic needs, whether it owns, leases or contracts the dormitories from a service provider.

Dormitory facilities and housing (whether owned, leased or contracted from a service provider) should also meet the basic needs of personnel and requirements of SA8000.
If the organisation provides dormitory facilities or another form of housing, the facilities should be:
    Clean, tidy, and not overcrowded
    Well-ventilated and heated/cooled to ensure comfortable conditions
    Outfitted with adequate and culturally appropriate toilets and warm showers
    Outfitted with appropriate and culturally acceptable arrangements for laundering clothing
    Subject to adequate emergency planning arrangements and fire safety precautions
In addition to tracking and monitoring health and safety performance in the workplace (3.7), the organisation is expected to apply similar processes to track and monitor health and safety performance in any dormitories, property and other venues under the organisation’s control or influence. The organisation should also maintain records of accidents and injuries that occur in dormitory and other facilities.
The organisation should ensure that any housing which the organisation finances or arranges, directly or indirectly, for its workers is safe and adequate. Internal and external auditors require access to inspect those areas and verify that requirements are met. The organisation should also conduct a risk assessment for any housing provided to workers, and address key risks in that area (e.g. if fire is a risk, the organisation should conduct fire evacuation training and drills in that area as well).
The Standard makes it clear that, at times of imminent serious danger, all personnel (including all workers, managers and subcontracted persons on the premises) have the right to remove themselves from the danger without the prior permission of management. The requirement, based on ILO Conventions, is meant to prevent workplace fatalities caused by the lack of permission for workers to leave their work positions upon the first signs of a growing, serious danger, such as fire or building collapse.
In order to effectively implement the requirement, the organisation should include the requirement in its health and safety policy, communicate and train personnel on the policy, ensure that personnel understand the policy and improve the system if it becomes apparent that personnel do not understand the policy or the requirement.