Does your JHSC have a term of reference? Does it need one?

What is the Term of Reference?
 
A term of reference is a document containing the Joint Health and Safety Committee (JHSC)’s guiding principles, designed to keep the JHSC performing at peak efficiency. It’s a written statement that describes the function of the JHSC and outlines the procedures that the JHSC will follow. 
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​Why does the JHSC need a Term of Reference?
 
A JHSC is comprised of many moving parts. A term of reference helps to ensure that the JHSC operates consistently, and in accordance with the Occupational Health and Safety Act (the Act). It’s a great way to ensure that nothing important is ever missed. It also provides a point of reference (hence the name, term of reference) any time there is a disagreement or a question about how to proceed. 

Is a Term of Reference Required Under the Act?
 
While a term of reference isn’t a legislative requirement, an effective JHSC should have one. It is important that the term of reference align with the Act and the requirements within. Think of the term of reference as your JHSC’s rules of engagement. It’s a framework that includes: the names of the members, what they’re supposed to do, and how they’re supposed to do it.

A Term of Reference provides a point of reference any time there is a disagreement or a question about how to proceed

What is Included in a Term of Reference?

A term of reference should include:

Committee Structure

• Composition (ideal number of worker and management members)
• Election and selection processes
• Length of terms
• Who requires what training

Workplace Inspections

• Schedule
• Checklist
• Report Template
• Follow-up processes

Committee Meetings

• Schedule
• Location
• Quorum (the minimum number of members need to run a meeting)
• Process for writing and submitting recommendations
• Name of minute taker
• Timelines for posting minutes to the safety board
• Follow-up procedures

Accident Investigations

• Role of the designated member
• Process for investigations
• Reporting requirements

JHSC Member Training

​A copy of the term of reference should be provided to each member of the committee and be made available at every meeting. New members should review the term of reference as part of their JHSC onboarding. Along with the information and processes listed above, the term of reference should also include the number of desired worker and management members and the number of members required to have adequate representation from all shifts and departments. It may also include the designation or election process for co-chairs, the role of the secretary, incident investigators, and workplace inspectors. 

​When it comes to running an effective JHSC, a term of reference is an invaluable tool. It ensures that the JHSC knows what to do, and how to do it. This allows the JHSC to focus on what is important: identifying hazards, making recommendations, participating in workplace inspections, and acting as an advisory voice to ensure health, safety, and wellness for the entire workforce.
 

Having a Term of Reference can help the JHSC to focus on ensuring health, safety and wellness of the entire workforce

Trust MidSouthWest Training and Consulting

Training is key when it comes to having an effective and efficient JHSC. When all members are trained, they have a basic health and safety foundation of knowledge and are better equipped to make decisions that benefit works and the organization.
 
MidSouthWest Training and Consulting provides JHSC training in association with Langlois Safety Training and Consulting Services, an approved CPO Provider. We offer in-house and on-site JHSC Part One, Part Two, and Refresher training. You can trust MidSouthWest Training and Consulting to provide you with cost-effective training solutions tailored to meet your organization’s unique health and safety needs.
 
To learn more, contact us online or call 289.309.1143. Visit us 24/7 on the web at midsouthwest.ca.

​Last updated May 31, 2022