Understanding your safety role at UBC

The UBC Board of Governors has delegated the responsibilities of an employer under the Workers Compensation Act and other applicable legislation to the UBC Executive. In turn, the UBC Executive is responsible for providing the resources and tools enabling UBC to meet its legal obligations to maintain a safe and healthy working, learning, and research environment.

The UBC Executive provides leadership and oversight for the University’s Occupational Health & Safety Program, in collaboration with Safety & Risk Services (SRS) and, where applicable, the Office of Research Services. Together, these units are responsible for the development, communication and evaluation of key components of the program.

This collaborative framework supports UBC’s compliance with legal requirements, including the Workers Compensation Act and associated Occupational Health and Safety Regulation, while fostering a culture of safety for all members of the university community.  To fulfill these responsibilities, the UBC Executive Team provides direction, allocates resources, and exercises oversight to ensure compliance in the following areas:

• Providing adequate information, instruction, training, and orientation to Supervisors and other UBC members.
• Ensuring that Supervisors receive the support and consultation necessary to implement effective health and safety programs within their units.
• Establishing and maintaining safety inspection programs to identify and correct hazards proactively.
• Implementing comprehensive incident management protocols, ensuring all incidents are reported, investigated, and corrective actions are completed in a timely manner.
• Maintaining Health and Safety Communication Programs to promptly alert the University community about harmful conditions, hazards, or unsafe conduct.
• Integrating health and safety considerations into the planning and operation of all facilities and processes, including the design, construction, purchase, and maintenance of buildings, equipment, and research activities.
• Ensuring access to appropriate first aid services and facilities across all UBC campuses and work environments.
• Supporting and maintaining a structure for health and safety governance, including Joint Occupational Health and Safety Committees (JOHSCs), Local Safety Teams (LSTs), and designated safety representatives to empower UBC members to advise, assist, and recommend improvements in their areas of responsibility.

By fulfilling these responsibilities, the UBC Executive Team ensures the University not only complies with applicable laws but also promotes a culture of proactive safety and shared responsibility across all levels of the institution.

Administrative Heads of Units are defined as individuals in key leadership positions at UBC, including (but not limited to):

• Directors of service units
• Heads of academic departments
• Directors of centres, institutes, or schools
• Principals of colleges
• Deans
• Associate Vice-Presidents
• University Librarians
• Registrars
• Vice-Presidents
• The President

These individuals hold overarching responsibility for ensuring a safe and healthy working, teaching, and research environment within their units. This includes both regulatory compliance and active leadership in cultivating a culture where safety is a core value.

Responsibilities of Administrative Heads of Units include:

• Emphasizing and reinforcing compliance with UBC safety policies and all applicable health and safety legislation, including Policy SC1 and associated procedures.
• Promoting a proactive safety culture in which all members of the unit recognize and act on their shared responsibility for workplace health and safety.
• Assigning responsibility for the development and oversight of the unit’s health and safety program.
• Selecting management representatives to serve on the Joint Occupational Health and Safety Committee or Local Safety Team, as applicable.
• Ensuring that all supervisors and managers are properly trained in their health and safety roles, including hazard identification, incident reporting, and appropriate response protocols.
• Addressing non-compliance with safety policies and procedures through appropriate channels, in coordination with their Responsible Executive(s) and in partnership with unit supervisors.
• Seeking support from Safety & Risk Services (SRS) when assistance or guidance is needed to manage safety-related responsibilities or challenges.

Administrative Heads of Units play a vital role in operationalizing UBC’s commitment to health and safety and ensuring compliance throughout all areas under their leadership.

A supervisor is any individual who instructs, directs, and controls workers in the performance of their duties, regardless of formal job title (WorkSafeBC).

The Supervisor’s Role at UBC

As a supervisor, you play a critical role in fostering and maintaining a safe work environment. Your leadership directly influences how workers perceive, prioritize, and act on health and safety expectations. You are accountable for the safety of all workers under your supervision. While you may delegate specific tasks, you cannot delegate your safety responsibilities.

Core Responsibilities of Supervisors

As someone who supervises workers at UBC, you are expected to:

• Prioritize the health and safety of all workers under your supervision at all times.
• Understand and enforce all applicable safety regulations, including those set by WorkSafeBC, UBC, and other relevant legislation.
• Inform workers of all known or reasonably foreseeable health and safety hazards associated with their work, which includes:
  • Developing and maintaining documented Safe Work Procedures (SWPs) for all safety-sensitive tasks.
    • See: Safe Work Procedure (SWP)
  • Reviewing relevant SWPs with workers to ensure they are clear, understood, and appropriate.
  • Identifying existing hazards and conducting hazard identification and risk assessments.
    • See: Hazard Identification & Risk Assessment
  • Providing both general safety orientation and task-specific training before workers take on new responsibilities.
    • See: General Required Training for all UBC Workers
  • Verifying that all required personal protective equipment (PPE) and safety clothing are available, used properly, and maintained regularly.
• Immediately respond to and address safety issues promptly, including:
  • Reporting (CAIRS) and investigating all incidents and accidents, whether actual or near-miss as soon as they are brought to your attention.
  • Taking immediate steps to ensure corrective actions are identified and implemented without delay to prevent recurrence and reduce risk.
    • See: Investigations for Supervisors

Training Requirement

At UBC, completion of the Safety Supervision at UBC course is mandatory for anyone who instructs, directs, and controls workers in the performance of their duties. This ensures that all supervisors have the foundational knowledge required to fulfill their safety obligations effectively.

For more references to your safety responsibility, review:

• Accident/Incident Reporting – Central Accident/Incident Reporting (CAIRS)
• Emergency Management
• Ergonomics
• Field Work Safety
• First Aid
• Joint Health & Safety Committees (JOHSCs)
• Occupational Hazards
• Preventing Bullying & Harassment
• Refusal of Unsafe Work
• Research Safety
• Safe Work Processes
• UBC Health & Safety Policy (SC1)
• Working Alone or in Isolation
• Workplace Conduct (Worker to Worker Violence)
• Workplace Inspections
• Workplace Violence Prevention (Non-Worker to Worker Violence)

All individuals employed by UBC, whether Executive members, Faculty, Staff, or student staff, are considered workers under the Workers Compensation Act. As a worker, you play an essential role in maintaining a safe work environment and are expected to fulfill specific health and safety responsibilities.

Your responsibilities as a worker include (but are not limited to):

• Taking reasonable precautions to protect yourself and others from injury or illness in the workplace.
• Asking your supervisor for guidance if you’re unsure how to perform a task safely—this applies to new tasks and refresher training for ongoing duties.
• Following established safe work procedures at all times.
• Ensuring all required training is completed before beginning work. If you are uncertain about training requirements, consult your supervisor.
• Correcting unsafe conditions immediately (if it is safe to do so) and reporting them to your supervisor.
• Using all required safety equipment and personal protective equipment (PPE) as designated for your work activities.
• Refusing unsafe work if you believe it presents an undue hazard to yourself or others. You must immediately report the concern to your supervisor. (Refer to UBC’s Refusing Unsafe Work procedure)
• Reporting all incidents, accidents, or unsafe conditions to your supervisor as soon as possible and submitting a report using the Central Accident/Incident Reporting System (CAIRS).

By actively participating in health and safety practices, you contribute to a safe and respectful workplace for everyone at UBC.

At UBC, Safety & Risk Services (SRS) provides resources and expert consultation to assist supervisors in fulfilling their obligations under the Workers Compensation Act and related health and safety regulations. Support from SRS includes:

• Serving as a central resource and auditor for the UBC Occupational and Research Health & Safety Policy (SC1) and Associated Procedures, as well as the Disaster Management Policy (SC10) and Associated Procedures.
• Addressing identified safety concerns through established channels, beginning with supervisors, Local Safety Teams, or Joint Occupational Health and Safety Committees, and escalating issues as necessary to Administrative Heads of Unit, and, if required, to the UBC Executive, in accordance with the University’s Occupational Health and Safety Program and the Workers Compensation Act.
• Attending and reporting at meetings of the Responsible Executives, as required by the UBC Executive.
• Reporting any significant research-related non-compliance with Policy SC1 or its procedures to the Office of Research Services.
• Providing training and resources to supervisors, including mandatory courses on safety supervision, to ensure they are equipped to manage health and safety responsibilities effectively.
• Offering guidance on incident reporting and investigations, including the use of the Centralized Accident/Incident Reporting System (CAIRS), and ensuring compliance with reporting timelines stipulated by SRS.
• Supporting the development and implementation of Local Safety Teams (LSTs) and Joint Occupational Health and Safety Committees (JOHSCs), including providing toolkits and training to facilitate their functions.
• Assisting in the coordination of emergency preparedness and response, ensuring that supervisors are prepared to address potential safety incidents promptly and in accordance with university policies.

For more detailed information and resources, supervisors are encouraged to use the Health & Safety section of the SRS website.

A Joint Occupational Health and Safety Committee (JOHSC) is a collaborative advisory group comprising both employer and worker representatives. Its primary function is to identify, address, and recommend solutions for health and safety issues within the workplace, ensuring compliance with the Workers Compensation Act, the Occupational Health and Safety Regulation, and UBC’s Occupational and Research Health and Safety Policy (SC1).

Roles and Responsibilities of JOHSC Members

As a JOHSC member, your duties encompass:

• Regular Attendance: Participate in all monthly committee meetings. If unable to attend, inform the Recording Secretary and, for worker representatives, designate an eligible alternate.
• Active Participation: Engage in all committee activities and chair sub-committees when requested.
• Inspection and Investigation Involvement: Review reports from inspections and investigations. Participate in these processes as requested or required.
• Policy and Procedure Development: Contribute to the recommendation and development of policies and procedures aimed at enhancing health and safety.
• Training and Education: Attend safety courses or seminars available to committee members. Each member is entitled to 8 hours of additional training annually.
• Promotion of Safety Policies: Advocate for the University Safety Policy (SC1) and associated safety procedures in your work.
• Regulatory Familiarity: Be well-versed with WorkSafeBC Occupational Health and Safety Regulations, the University Safety Policy (SC1), and the committee’s Terms of Reference.

Reporting Safety Concerns

If you observe or are informed of safety issues that have not been adequately addressed by supervisors or within your work area, you are encouraged to report these concerns. Reports can be submitted anonymously through Safety & Risk Services (SRS) if preferred. Detailed information should be provided to facilitate appropriate follow-up

For more detailed information and resources, visit Safety Committees website.

A Local Safety Team (LST) is a department- or site-specific occupational health and safety group. The LST is established to address and communicate area-specific health and safety concerns and provide information directly to the relevant Joint Occupational Health and Safety Committee (JOHSC), in accordance with the Procedures Associated with the University Health and Safety Policy (SC1).

Roles and Responsibilities of LST Members

As a member of a Local Safety Team, you are expected to:

• Attend and participate in regularly scheduled LST meetings, or designate an eligible alternate to attend in your absence.
• Operate within the team’s established Terms of Reference.
• Review and discuss reports related to:
  • Recent accidents, incidents, illnesses, or diseases within the area.
  • Remedial actions taken or required as a result of investigations and inspections.
  • Other relevant health and safety matters affecting the workplace.
• Conduct formal workplace inspections to identify hazards and safety concerns.
• Assist with incident and accident investigations as needed.
• Support management in developing and improving the unit’s health and safety program.
• Prepare, post, and distribute accurate meeting minutes to keep members and stakeholders informed.
• Make recommendations for improvements directly to the Joint Occupational Health and Safety Committee (JOHSC).
• Escalate unresolved or serious safety issues to the JOHSC when necessary for further action.
• Review and monitor the effectiveness of the unit’s Health and Safety Program, ensuring ongoing compliance and improvement.

This collaborative approach ensures that local safety issues are identified and addressed promptly, contributing to a safer and healthier workplace for all members of the university community.

For more detailed information and resources, visit Safety Committees website.

UBC Volunteers are individuals performing work under the auspices, direction, and supervision of The University of British Columbia. Their activities must be aligned with the University’s mission and objectives and carried out under the supervision of a designated UBC representative.

Eligibility and Restrictions
Special consideration must be given to ensure that volunteers are appropriately qualified for the tasks assigned. Under no circumstances may volunteers under the age of 19:

• Handle or have access to hazardous substances or dangerous materials/equipment;
• Access or use confidential or sensitive information.

Note: Volunteers are not considered “employees” and do not fall under the same protections outlined in employment law. However, UBC applies the principles of workplace health and safety to volunteers, particularly when they are exposed to risks that could affect people, property, or the environment.

Volunteers and the Unionized Environment

Volunteers must not:

• Replace or displace unionized or paid staff;
• Be used to circumvent hiring practices or the need for staff positions.

If there is any uncertainty regarding the appropriateness of volunteer roles in your department, contact your HR Advisor before initiating or continuing any volunteer arrangements.

Supervisor Responsibilities for Volunteers

If you supervise volunteers, you are accountable for all activities and workspaces under your direction. This includes ensuring that volunteers are safe, adequately trained, and properly supervised during all UBC-related activities. It also includes making sure volunteers complete required criminal record checks and immunizations.

Before any work begins, supervisors must:

• Identify and manage hazards: Supervisors must assess and control potential risks associated with the work environment and tasks.
• Provide appropriate training: This includes both general safety orientation and task-specific instruction, ensuring that volunteers understand the risks and how to mitigate them.
• Ensure proper supervision: Continuous oversight is required to monitor safety practices and address any emerging issues promptly.
• Communicate safety information: Clear and documented communication about safety procedures and expectations is essential.
• Maintain accountability: Supervisors are accountable for the safety of all individuals under their direction, regardless of their employment status.

Incident Reporting

Immediately respond to and address safety issues promptly, including:

• Reporting (CAIRS) and investigating all incidents and accidents, whether actual or near-miss, as soon as they are brought to your attention.
• Taking immediate steps to ensure corrective actions are identified and implemented without delay to prevent recurrence and reduce risk.

Supervisors play a key role in ensuring volunteer safety and program compliance. When in doubt, consult with Safety & Risk Services or your HR Advisor to clarify roles, responsibilities, or requirements.

For more Health and Safety information related to students, please visit the Student Safety website.

For information on insurance coverage for volunteers, please review the coverage details provided on the UBC Insurance Program website. This insurance is strictly for qualified volunteers who are under the direct supervision of a UBC (employee/department) and not while performing activities for another organization that is connected to UBC.

As a supervisor, you are responsible for the health, safety, and proper oversight of unpaid students engaged in academic, research, or operational activities under your direction. The level of supervision and care required is comparable to that provided for volunteers, regardless of the student’s employment or enrollment status.

Supervisor Responsibilities

As a supervisor, you are responsible for the health, safety, and proper oversight of unpaid students engaged in academic, research, or operational activities under your direction. The level of supervision and care required is comparable to that provided for volunteers, regardless of the student’s employment or enrollment status.

You are accountable for all activities and workspaces under your supervision. This includes ensuring that students are safe, adequately trained, and properly supervised during all UBC-related activities. It also includes making sure volunteers complete required criminal record checks and immunizations.

To meet your obligations as a supervisor of unpaid students, you must:

• Identify and manage hazards: Supervisors must assess and control potential risks associated with the work environment and tasks.
• Provide appropriate training: This includes both general safety orientation and task-specific instruction, ensuring that students understand the risks and how to mitigate them.
• Ensure proper supervision: Continuous oversight is required to monitor safety practices and address any emerging issues promptly.
• Communicate safety information: Clear and documented communication about safety procedures and expectations is essential.
• Maintain accountability: Supervisors are accountable for the safety of all individuals under their direction, regardless of their employment status.

Supervisors must remain actively engaged in overseeing student activities and provide ongoing support to ensure safety standards are upheld. For guidance or clarification on your responsibilities, contact Safety & Risk Services.

For more student safety related information, please visit the Student Safety website.

For information on insurance coverage, please review the student insurance coverage provided on the UBC Insurance Program website.