/ BC Forest Safety Council
420 Albert Street, Nanaimo, BC V9R 2V7
Phone: 250-741-1060 | Toll Free: 1-877-741-1060 | Fax: 250-741-1068 |

SEBASE

& ISEBASE

Explanation

Version 3

Do NOT use this form to

Submit an audit – use the

Submission form

Designed for 1-person employers that hire contractors

SEBASE - Designed for small employers with 6-19 employees or dependant contractors and their employees

ISEBASE - Designed for small employers with 2-5 employees or dependant contractors and their employees

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/ SAFE Companies SEBASE and ISEBASE Audit Explanation

Instructions

The SEBASEor ISEBASE Audit Submission Package is designed to help employers satisfy the submission requirements of the SAFE Companies audit. This document is a supplemental document designed to help explain the intent of the questions in the submission package for those wishing more explanation. The SEBASE and ISEBASE audits are very similar, so a common set of explanations has been developed.

The SEBASE submission document is intended for companies with

  1. An average size in its operating* months for the year of19.99 or less.
  2. Apeak size for any month of the year of 24or less.

*an operating month is any month that the company is at least 25% of its peak size. Companies at 19.99 average and 24 peak may still use this package.

The ISEBASE submission document is intended for companies with 2-5 workers or one-person companies who hire contractors.

If your company has had any changes in ownership, business activities, name, WorkSafeBC account or classification(s), please contact the Council prior to your audit.

Completing the package

The person completing this package must be a small company internal auditor. This means the person must have attended the Small Employer Occupational Health and Safety (SEOHS) training course. To be eligible for WorkSafeBC’s 2015 Certificate of Recognition (COR) incentive cheque, your company’s internal auditor may need to take the COR refresher training or equivalency before submitting your 2015 audit if their Small Employer OHS course was taken before 2013. The WorkSafeBC COR program requires small employer auditors receive 7 hours of refresher training every 3 years.

Please carefully read every question. Each numbered question, plus the CAL and the training chart are worth one point each. For the ISEBASE audit, listing a company safety representative on the profile replaces the SEBASE question on worker safety representative. Questions 2A, 2B, 9A and 9B are worth half a point each. A successful score is 80% or 19/24 points. For further assistance contact the Council at 1-877-741-1060 and ask to speak to a Safety Advisor.

Audit Submission Package

Completed audit reports should be forwarded by registered mail, courier or by hand to:

BC Forest Safety Council420 Albert StreetNanaimo, BC V9R 2V71-877-741-1060

The audit report may be submitted by:

  • e-mail to for files under 10MB
  • online submission for large files:
  • CD or thumb drive or a bound report. DO NOT STAPLE.

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/ SEBASE / ISEBASE Company Profile

PLEASE DO NOT STAPLE

Complete All Fields

Type of Audit (check one):

Certification Audit / This is a Joint Audit (complete a separate Company Profile for each company included in this audit)
Maintenance Audit / Existing SAFE Certification # (if any)
Recertification Audit / Date this audit was performed

A company starts with a certification audit and then has a maintenance audit in each of the next two years followed by a recertification audit in the 4th year.

However, if a company changes name, accounts, classifications, work activities, ownership, size, re-joins the program after a gap or was not eligible for COR in the previous year, an early recertification audit is likely required.

If there is any doubt that the company is eligible for a maintenance audit, please either contact the Council or select a recertification audit. A recertification audit only has 3 additional policies to submit compared to a maintenance audit. Otherwise, they are the same.

This form is provided in Microsoft Word. Double-clicking on any check-box brings up a pop-up window to check the box. Alternatively, this form can be printed and then filled out in ink.

Company Information

Legal Company Name / Company Trade Name/dba
WorkSafeBC account / SAFE Certification # (if any)
Address / City / Province / Postal Code

Please fill out the exact legal company name, exactly as it appears on any letters from WorkSafeBC.

The Council passes your company name to WorkSafeBC if the audit is recommended for a COR incentive, and errors can occur if the names do not exactly match.

Your address is requested each year to help update our database so that we keep in touch with companies that move.

List your WorkSafeBC account number.

If you are a new business that does not have a number yet, please write ‘pending’.

What does your company do?
WSBC Classification Unit(s) that the company has (list all)
WSBC CU(s) that this audit applies to (list all)
Operating Location(s) this audit applies to

Please describe what your company does. Examples can be ‘log hauling’, ‘stump to dump contractor’, ‘ranch with a woodlot and 3 trucks that haul for Tolko, 4 fishing boats in a guide business and a small mining construction operation’.

If your company has activities outside of forestry, they need to be listed as well.

List all your WorkSafeBC classification unit numbers in the top row. You can find these on your annual assessment letter. Most companies only have one. During QA, Council will check what WorkSafeBC has on file and contact you if there is a mis-match.

List all the classification units that this audit is about in the bottom row. Most companies list all their classifications, but some wish to exclude some business activities.

List the cities/towns that you have permanent offices in. This should be a match with your WorkSafeBC account. During QA, Council will check what WorkSafeBC has on file and contact you if there is a mis-match.

Contact Information

Company Safety Contact Person / Job Title
Office Telephone: / Cell Phone / Email address
Person Preparing Audit Check if same as contact person above / Job Title
Office Tel.(if different than above) / Cell Phone / Email address

List the company contact and the person preparing the audit. These are who we will phone if there is a problem with the audit, so please give current phone numbers. If the person does not have an email address that they at least check every business day, please put ‘none’ for e-mail address.

ISEBASE only:

Listing the safety contact person is worth one point in the ISEBASE audit. This is because the SEBASE audit has a question about Worker Safety Representative that is not applicable to an ISEBASE company.

Injury Management Election

Does the company have an implemented Injury Management / Return to Work program that they wish to include in the audit?
This element is optional and does not affect SAFE certification. / Yes - complete Element I
No - do NOT complete element I

If your audit is intended to include Element I (Injury Management / return to work) please select ‘yes’. If you are not including this optional element, select ‘no’. Selecting ‘no’ does not impact SAFE-certification.

Type of Work Activities: (Check allactivities that this audit applies to)
Mechanical Harvesting
Hand Falling / Bucking
Scaling / Sorting
Yarding / Loading
Integrated Forest Management
Forestry Consulting
Silviculture
Water Operations
Log Hauling / Trucking
Heli-Logging
Road Building / Deactivation / Site Prep
Forest / Road Engineering
Fire Fighting / Custom Wood Kiln / Co-Generation
Laminated Wood Structural Support Products
OSB manufacture
Sawmill or Planing Mill
Portable Wood Mill
Pressed Board Manufacture / Pellet Mill
Shake or Shingle Mill
Veneer or Plywood Manufacturing
Wood Chip Mill
Wood Preserving
Wooden Components (not elsewhere specified)
Wooden Post or Pole
Other (Specify):
Total Personnel Count per Month for past 12 months:
(Total = owners + management + office + supervisors + workers +workers of dependent contractors)
(Maximumpeak = 24 per month) (Maximum average permitted is 19.99)
Year
Month / Jan / Feb / Mar / Apr / May / Jun / Jul / Aug / Sep / Oct / Nov / Dec
Count

Please tell us about your business. Tick as many boxes as necessary. Attach additional pages as necessary for us to understand your operation’s background.

For the personnel count, include everyone in the company; owners, management, office staff, supervisors, workers, plus the workers of any dependent contractors each month with the maximum day each month being the number reported. Dependent contractors are workers (or supervisors) that are paid as contractors but otherwise function fully inside the company as if they were on payroll. If any month is over 24 or your average is over 20.00 then NEXT YEAR you need to perform a BASE audit. Contact the Council now to avoid QA delays about company size.

ISEBASE only: ISEBASE companies are limited to a maximum of 5 people per month, or must perform a SEBASE audit NEXT YEAR.

Authorization

Company Management Representative
I hereby acknowledge that I have provided true and accurate information to the best of my abilities throughout this audit and that the audit provides a representative sample of my company:
Name / Signature / Date
Person Authorizing Audit
I hereby acknowledge that I have reviewed the submission to the best of my abilities and that the audit provides a representative sample of the company. I am (select at least one):
A holder of an SEOHS course certificate and am a permanent employeeof the company.
A holder of an SEOHS course certificate and am an owner of the company.
A certified BASE external auditor.
AttendedanSEOHS course (or refresher training) within the last 3 years
Name / Signature / Date
Training Certificate Number / This space for BC Forest Safety Council notes only
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/ SEBASE / ISEBASE Company Profile

Please sign the submission. This is a legal document. The ‘Person Authorizing Audit’ must be a person who can tick at least one of the first 3 tick boxes. Another person, such as a clerk or contractor can prepare the audit, but the person authorizing the audit must review it for technical accuracy and sign off. In many cases, the management representative and the person authorizing the audit are the same person. In this case, please print and sign twice. If you have a training certificate number available, please enter that.

If you do not have a number available, please enter the town, year and approximate month of training and we will look up your number for you.

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/ Corrective Action Log (if not using CAL from last audit)
Company Name / Audit Year
# / Identified Item / Required Corrective Action / Person Responsible / By When
dd/mm/yyyy / Date Completed
dd/mm/yyyy

Note: Submitting a Corrective Action Log in any format related to the company safety program is worth one point in the SEBASE audit.

Minimum:

This corrective action log is intended for items related to the audit and your safety management system. Including day-to-day items such as equipment repairs does not count. You do not have to use this exact format. If you have your own company system, please submit that instead. Your last audit success letter may include a pre-started CAL of items from last year. You must include AT LEAST the recommendations from that success letter in order to be awarded the point for a CAL this year. You may choose to include or exclude ones marked ‘Continual Improvement’. You may choose to add additional safety management system items if you wish. Please contact the Council for a duplicate copy of your success letter from last year if you cannot locate the original. Council advisors are available to assist companies with corrective action planning.

Notes about ‘minimum’, ‘preferred’ and ‘best practices’.

The minimum level is what is needed to be awarded the point for the audit. Not meeting minimum level results in a Recommendation. The company needs to address this for the next audit.

The preferred level is a good solid system. Not meeting the preferred level may result in a Continual Improvement Suggestion. The company may choose to follow the suggestion or not, with no impact on SAFE certification. Meeting the preferred level does not gain any points over the minimum level.

The best practices level is a very efficient system. If the company has fully met the preferred level, they may choose to look at the best practices for more efficient systems or to head towards a large (BASE) company in the future. Best practices are worth no more points than minimum levels in the audit, but usually result in more efficient, safer and lower-cost operations in the long run.

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/ Worker / Contractor Training List

List all personnel in the company; owners, management, supervisor, workers (include field and office) and workers of dependent contractors.

If the company has this information in an alternate layout (including electronic), please use your format. Use additional pages as necessary.

NAME / POSITION / BCDL
class / expiry / 1st Aid
level / expiry / Faller # / Small Employer / refresher date / Other / Other / Other / Tick if contractor
1
2
3
4

‘Other’ training could include orientation, incident investigation, supervisory skills, injury management, etc.

Note: Submitting a training list in any format is worth 1 point in the SEBASE Audit.

Minimum:

Please list the people in your company, including ALL owners, managers, office staff, supervisors, workers, workers of dependent contractors and who has what training. There is no requirement that any person have any particular training, only that the company has appropriate overall training (i.e. as long as the company has sufficient first aid, it is not necessary for everyone to have first aid unless the company wishes or there is a legal requirement due to unique circumstances).

The number of people on your training list should match the number of people in the month-by-month grid in the company profile and the names should match the names in the monthly safety meetings and elsewhere in the audit. If the company has included ex-employees in the list, please note which line(s).

Best Practice:

It is highly recommended that each company tracks this information in a spreadsheet for day to day operations and prints out the spreadsheet (or sends electronically) with the audit. That allows the company to add extra columns as necessary for extra types of training (WHMIS, H2S, EMS, etc.).

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/ Company OHS Explanation
1 / Submit the safety policy statement (for certification and recertification audits only)
Minimum:
The company needs to submit a reasonable (generally supports safety in a way appropriate to the size, scope and complexity of the company) safety policy.
If this is a maintenance year, nothing needs to be submitted and the point will be awarded automatically, PROVIDED THE POINT WAS AWARDED IN THE LAST AUDIT FOR THE SAFETY POLICY and that there was no change to company name, operations, etc. as described in the explanation in the company profile page.
Preferred:
The safety policy is signed by management/ownership within the last 2 years
Best practices:
Contains responsibilities for management, supervision and workers, a commitment to legal and regulatory compliance as a minimum standard, commits to continual improvement and cooperation between all parties for the improvement of safety and health across the industry.
The policy is reviewed, re-signed, re-dated and re-submitted every year.
2 / 2A / Submit the progressive discipline policy (for certification and recertification audits only)
2B / Submit the Personal Protective Equipment (PPE) policy (for certification and recertification audits only)
Each of 2A and 2B is worth half a point. The half-point weighting is to stop the audit points being too heavy on policy.
Minimum:
The company needs to submit a reasonable progressive discipline and a reasonable PPE policy.
If this is a maintenance year, nothing needs to be submitted and the point will be awarded automatically, PROVIDED THE POINT WAS AWARDED IN THE LAST AUDIT FOR THE DISCIPLINE AND PPE POLICIES and that there was no change to company name, operations, etc. as described in the explanation in the company profile page.
ISEBASE only: The company has an option to explain how discipline works, instead of submitting a formal policy.
Preferred:
The discipline policy is appropriate to the size of the company. A six-step process with appeals is not usually an efficient choice for a 3-person company where everyone on the training list has the same last name.
The PPE policy should cover PPE appropriate for the work activities.
Best practices:
The policies are re-evaluated and re-dated every year.
The policies are re-submitted every year if only because the date of review has been updated.
3 / Submit one Emergency Response Plan (ERP) for the largest project of the year.
OR
Tick here if the company did not work during the past 12 months and submit one ERP for the home/office location.
Minimum:
The ERP for the largest project of the year is a combination of the general ERP and the site-specific ERP.
It needs to cover injuries, fire, fatalities and natural disasters.
It may include large portions from a licensee or Prime, but needs to include specific details for the site/project (i.e. where is the ETV and what frequency / phone is being used) and be customized for the company.
Preferred:
The ERP is very clearly written to workers, and directs them what to do, where to go and who to contact in case of emergencies and how to make contact.
The ERP contains other scenarios such as wildlife encounter, violence from non-workers, spills, etc. Maps are included where applicable.
Best practices:
Sample of a laminated ERP card given to all workers, vehicles or machines is included.
Photographs of instruction boards are included.
ERP fully manages all workers and activities on the site/project for all reasonably expected scenarios with drills involving all personnel at least annually.
4 / Submit one completed first aid assessment.
This may be for the company’s home/office if the company did not work during the past 12 months.
Minimum:
Include one assessment, correctly completed.
5 / Submit a list of first aid equipment locations. The following format is suggested but not required.
Level / Location (i.e. in each machine, in the ETV, in the shop, etc.)
Personal
Basic
Level 1
Level 2
ETV
other
Minimum:
Complete the above table. Do not forget the office and/or shop.
Best practices:
The company has a regular inventory process for all their first aid and emergency equipment and submits a completed copy of that.
6 / Submit one page out of a supervisor journal (or electronic equivalent) or other documentation showing that the supervisor is supervising workers and/or contractors.
e.g. a days’ collection of worker assessments, inspections and hazard assessments, etc.
Minimum:
Submit evidence that the supervisor is actively supervising workers.
This can include a day’s worth of assessments, inspections and pre-works, etc. provided it can be shown that the supervisor is doing the work. Site inspections by a third party are not sufficient.
Preferred:
Send in a page out of a supervisor journal showing daily supervision activities, or electronic equivalent.
7 / Submit one new worker orientation form that meets current regulatory requirements.
  • If no new workers were hired, submit a compliant blank form that the company would use for the next new worker.
  • Including the topic of Injury Management will also satisfy question I-8 of the optional Injury Management Audit

Minimum:
Submit a safety orientation that meets regulatory requirements (all of WSBC Regulation 3.23).
Best practices:
The orientation is part of a new hire covering safety, training, and business items.
Please black out any private information (SIN, BC medical, pay rate, bank information, etc.).
The process starts with orientation and moves on through competency assessment.
8 / Submit one worker assessment.
  • If the company has a new worker, the assessment must be for the new worker.
OR
Tick here if the company did not work during the past 12 months and submit a blank form that the company would use for the next worker assessed.

Minimum: