SEBASE and ISEBASE Audit Explanation

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

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.

PLEASE DO NOT STAPLE

Complete All Fields

Type of Audit (check one):

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

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’.

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

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

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.

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

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.

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.

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.

‘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.).

• 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

• If the company has a new worker, the assessment must be for the new worker.

Minimum: