HEALTH AND SAFETY ORIENTATION GUIDE

4.1A Health and Safety Orientation Guide v2

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HEALTH AND SAFETY ORIENTATION GUIDE


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This guide is intended for all employees of Holt, Renfrew & Co., Limited and its divisions (collectively referred to as “Holt Renfrew” or the “Company”)

Every workplace has its health and safety hazards, but no one ever expects accidents, injury or illness to happen to them at work. At Holt Renfrew, we are committed to the health, safety and wellbeing of our employees and the prevention of occupational injuries and illness. Each year we renew our dedication to health and safety by reviewing our Health and Safety Commitment and updating it though our continuous improvement process. As well, each employee receives this Health and Safety Orientation Guide as a general resource offering safety and wellness tips. At Holt Renfrew, workplace health and safety is everyone’s responsibility, so refer to this document often to ensure you’re informed.


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TABLE OF CONTENTS

Part 1 Health and Safety Commitment……………………………………………………………………………………..........................................4 Roles and Responsibilities……………………………………………………………………………………………………………………………………..4 Training, Awareness & Competence………………………………………………………………………………………………………………………4 Workplace Inspections ………………………………………………………………………………………………………………………………………….5 Early & Safe Return to Work………………………………………………………………………………………………………………………………….6

Part 2 Common Hazards ………………………………………………………………………………………………………………………………………………….8 Manual Material Handling…………………………………………………………………………………………………………………………………….8 Slips, Trips and Falls………………………………………………………………………………………………………………………………………………9 Working with Ladders & Preventing Falls………………………………………………………………………………………………………………10 Avoiding Cuts and Bruises……………………………………………………………………………………………………………………………………..10 WHIMIS…………………………………………………………………………………………………………………………………………………………………12 Violence and Harassment in the Workplace………………………………………………………………………………………………………….12 Emergency Preparedness……………………………………………………………………………………………………………………………………..12


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Part 1

Health and Safety Commitment Holt Renfrew is committed to the promotion of the health, safety and wellbeing of its employees, the prevention of occupational injuries and illness and working towards the continuous improvement of its Health and Safety Program. Managers/Supervisors will ensure that all requirements of the Occupational Health and Safety Act and other applicable legislation are fully implemented and integrated into all Holt Renfrew work activities. Employees are expected to demonstrate their commitment towards a healthy and safe work environment by following all HS programs and policies. The Joint Occupational Health & Safety Committee (“JOHSC”) is formed at each location to ensure that we have a proactive H&S system in place and are actively looking for hazards, this is documented monthly during the formal workplace inspection. The JOHSC meets regularly. Employees can view a copy of the most current inspections and meeting minutes on the Health and Safety bulletin boards. All other copies are available to all employees by contacting your H&S Lead. Issues or concerns related to health and safety should be brought to the attention of the employee’s direct supervisor/manager and/or the JOHSC. Unsafe working conditions should be reported to your supervisor/Manager immediately. In the case of an accident, contact your supervisor/Manager and complete the initial reporting with the Certified First Aider on site Contractors, vendors, leased employees, suppliers, and visitors to Holt Renfrew are also expected to comply with the Occupational Health and Safety Act, its regulations and Holt Renfrew’s health and safety program. Given the importance of providing a safe workplace, individuals who fail to meet obligations concerning health and safety may face appropriate disciplinary action, up to and including termination.

Roles and Responsibilities The Company is committed to:

Keeping a safe, well maintained and organized work environment; A healthy and safe working environment; A positive “health and safety” attitude and working culture; Employees understand their legal requirements for Health and Safety and are versed in Holt Renfrew

Limited health and safety policies and procedures; A health and safety program which meets or exceeds all applicable provincial and federal legislated

health and safety requirements; Available training on any applicable health and safety subject; Safety rules and procedures (and supports the enforcement of them); Providing required protective equipment and employee use and care training; Support to our JOHSC.

Managers and Supervisors are expected to:

Ensure employees are trained in safe work practices and job safety appropriate for the tasks completed; Provide a safe workplace and assigns safe work duties;


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Provide appropriate supervision to ensure worker safety and proper use and care of equipment, Personal Protective Equipment (PPE) and materials;

Provide onboarding training to new/transferred employees and reinforcement training to existing employees;

Enforce rules, procedures, safe work and hygiene practices and health and safety standards; Advise of any known, immediate or potential danger to an individual’s health and safety; Correct any unsafe acts.

Employees are expected to:

Know, understand and implement safe work practices and procedures; Wear any required PPE, safety device or clothing and maintain it in good working order; Only use equipment and tools that you are trained to use; Use tools, equipment and materials only in the manner intended; Keep the workplace safe, orderly and organized; Report all accidents, injuries and unsafe conditions immediately to your Manager and complete the injury

reporting with a first aid-trained employee (all Asset Protection members are certified in First Aid); Report all hazards or potential hazards; Keep up to date with safety training. Act as part of the Company's Internal Responsibility System (IRS);

The Joint Occupational Health and Safety Committee Members are expected to:

Meet monthly (except December) and ensure that health and safety issues/hazards are identified, corrective action is implemented with responsible parties and target dates;

Act as part of the Company's Internal Responsibility System (IRS); Make recommendations to the Company and develop action plans on how to improve workplace Health

and safety and prevent future risk factors; Assist as required with all injuries and investigate defined critical injuries; Conduct Monthly inspections of the entire workplace; Record and post meeting minutes on the H&S board; Educate on health and safety topics as requested with collaboration with the National H&S Manager.

Training, Awareness & Competence The Company provides all employees with the appropriate health and safety education, training and/or experience needed to competently perform and complete their assigned job activities. Training starts right at the time of orientation during onboarding. Everyone is accountable for ensuring that the Company remains a safe and healthy place to work. Employees must know how to perform their responsibilities in a manner that is consistent with the Health and Safety policies and understand how incorrect performance of job activities may affect personal health and safety as well as that of colleagues.

Workplace Inspections Workplace inspections are conducted monthly prior to the scheduled JOHSC meeting. At least one management and one certified (Ontario only) non-management member of the committee conducts the audit by walking through the entire workplace and using the 3.8b JOHSC Inspection Checklist to take note of any existing or potential hazards. Alternately there is the 3.8e JOHSC Food Service Inspection Checklist or the 3.8h JOHSC Office Inspection Checklist.


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Following the inspection, any hazards are addressed with the JOHSC for resolution. The JOHSC reviews the inspection during their monthly meeting and identifies ways to address and prevent future hazards. The HS Lead retains a copy of the inspection results; a copy of the inspection is posted on the health and safety bulletin board for public review and a further copy is sent to the Store Support Center (SSC) H&S Lead.

Early and Safe Return to Work (“ESRTW”) The Worker’s Compensation Boards expects that an employee can return to safe modified work for their next scheduled shift. This expectation is based on the theory that the return to some type of work during recovery will facilitate the employee’s recuperation. Returning to daily work and life activities can actually help an injured worker's recovery and reduce the chance of long-term disability. There are many participants in the ESRTW process, and each has a different role and responsibility. The Company’s responsibilities (completed by the immediate supervisor/manager) during ESRTW

Report the incident/accident/illness using a Certified First Aider; To investigate the incident/accident with the employee using the 6.3a Employee Accident Investigation

Report; To review the 6.2B Benefits of the Modified Work Plan (MWP) with the injured Employee, Manager and

HR to understand the WCB process when offering modified work; o The H&S Manager can be consulted at any time through this process;

To discuss and offer modified work using the 6.2a Occupational Standard Medical Precautions and Modified Work Plan (MWP) to ensure it is clear between the two parties what tasks the employee will be performing;

o Ideally this will happen immediately following the incident so the MWP is discussed, documented and offered the day of injury;

NOTE: THE DOCUMENTED MWP MUST BE SUBMITTED TO HR IMMEDIATELY; To review these modified work options with the employee at the end and beginning of each shift to

ensure the accommodations are within the employees tolerances until the employee returns to their pre-injury job;

o To verify the options are within the recommendations from the external medical body IF external medical was sought;

The injury must be reported to the Human Resource department immediately if it results in one of the following:

o Loss of time or money past the day of incident; o Employee chooses to seek medical beyond the First Aider on site; o Performing modified work for more than reasonable, depending on the province legislation;

To report the injury to the HR who will submit the paperwork to the local Workers Compensation Board (WCB) within 72hrs as appropriate if one of the above happens;

To stay in contact with the employee throughout their recovery period until the employee has returned to full pre-injury duties;

Employee’s responsibilities during ESRTW

To report the injury to your Supervisor/Manager the day of injury prior to leaving the location; To stay in contact with your Supervisor/Manager after the day of injury or illness occurs and stay in

contact throughout your recovery period; To participate in identifying suitable work that is available and restores pre-injury earnings ; It is the employees CHOICE to seek external medical treatment following a work-related injury or illness;

o If the employee does choose to seek external medical treatment then they MUST follow the recommendations of their health care provider;

http://www.wsib.on.ca/wsib/wsibsite.nsf/public/EmployersIIshouldreport


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The 6.2a Occupational Standard Medical Precautions and Modified Work Plan (MWP) MUST be consistent with the functional abilities provided by the external medical; adjust them if they are not;

To have open and honest communication with the Supervisor/Manager, HR, H&S Mgr. and provide any information requested concerning your return to work;

To report any SIGNIFICANT CHANGE in your medical condition or income that may affect benefits (also called a "material change") to Human Resources immediately or at a minimum within 10 days of the change.

o If you are in doubt about whether a change is material, you must contact HR and communicate this information to them immediately;

Material changes include:

Returning to work (6.1j Employee Accident – Notice of Return to Work: To be completed the day you return to work and submitted to HR);

Beginning to receive other income or government benefits;

Significant changes in our medical condition.

Responsibilities of local Worker’s Compensation Board during ESRTW

To adjudicate the claim to DECIDE: 1. If the accident was out of and in the course of duty;

When medical attention is sought the claim is opened as a ‘Health Care Claim’;

As long as the employee returns to work regardless of whether there is modified duties or not, the claim will remain as a health care ONLY claim;

2. The WCB adjudicator will review the below and make a decision on ‘Lost Time’ payout directly to the employee;

DOCUMENTED MWP signed by the worker; The diagnosis of the doctor (NOT THE RECOMMENDATIONS); The details of the injury/accident;

NOTE: If the MWP is NOT suitable then the claim will be deemed a ‘Lost Time Claim’. The WCB will continue to monitor the claim, providing education and assistance to employees and

employers until the employee returns to their pre-injury duties. Responsibilities of the medical attendant include:

DIAGNOSE THE INJURY;

Report to the WCB within 72 hrs;

Prescribe medication or alternative treatment as necessary;

Review the MWP with the employee to verify that it is appropriate for the injury;

Schedule follow up appointment as needed. NOTE: THE DOCTOR DOES NOT DECIDE IF THE EMPLOYEE IS PAID – THE INSURANCE COMPANY (WCB) MAKES THIS DECISION.


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Part 2

Common Hazards Every workplace has hazards, even our offices and retail environment. A hazard is defined as “a source or situation with the potential for harm in terms of injury or ill health, damage to property, damage to the workplace environment, or a combination of these.” This section will present a list of our typical workplace hazards, along with prevention tips. There are many potential hazards in the workplace – the key is recognizing them and taking appropriate action to prevent or mitigate their impending effects.

Manual Material Handling Within our business, almost 85% of roles require handling merchandise or other objects. Improper handling and lifting of heavy or awkward objects can be a major source of strains/sprain injuries. No matter how light the object, it’s important to lift safely. Follow these seven steps to help prevent lifting injuries:


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In many cases items are big or heavy:

Ask for help;

Consider using a mechanical aid, such as a pump truck, dolly or car to move fixtures or large heavy items;

Prior to moving items plan your path; Consider where you will be putting the item you are moving and make sure your path

and the final area is clear and accessible;

Communicate your plan with the employees in the area and ask for assistance, such as holding a door open for example;

Attempt to move items outside of store hours so there are less people in the area. Early warning signs especially for gradual sprains and strains are

Swelling; Numbness; Redness; Pain; Tingling; Difficulty moving a particular body part.

As with any injury or illness, it is always beneficial to recognize the signs or symptoms early. If you notice any early signs or symptoms, you must inform your Manager immediately and report to the Certified First Aider to complete the initial report. Discuss modification to your work as your body will be recovering right away. Remember that the 6.2a Occupational Standard Medical Precautions and Modified Work Plan will have modification based on injury type to assist your selection of the appropriate modification to your job duties If you do get hurt be sure to drink lots of water or fluids to assist your body with its immediate recovery. Your Certified First Aider will have ice available for injuries. Remember the reason we use ice is to reduce swelling and to get blood to the injured area. ALWAYS put ice ON AND OFF – you can get an ice burn if you leave it on too long! Also remember that when the body senses cold it will send blood – your blood will assist your healing. Take ice on and off using the 5-10minute rule to get new blood into the injured area to assist recovery and decrease recovery time.

Slips, Trips and Falls A slip, trip or fall can happen to anyone, anywhere at any time. You can slip/trip on a slippery floor surface or when walking through a cluttered hallway. In retail, falls most often occur while rushing and/or working on stepladders. To avoid these injuries, a bit of caution can go a long way; To prevent slips, trips and falls:

Always wear well-fitting, non-slip footwear. Heels are not always necessary and there are many fashionable styles of footwear that do not have heels;

Shoes worn in the stores should be closed toe and heal to prevent the shoe from coming off and protect your toes;

Never carry more merchandise than we can handle – you MUST have line of sight at a minimum;


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Consider breaking down the load and/or use a cart; Clean up any spills right away and notify the people in the area (customers and employees). Always mark wet areas to warn others, if there is a spill; Never leave merchandise or boxes on the floor where people can trip over them. If there is a pedestrian line (blue line) on the floor – keep items within the line to ensure a clear path of

travel.

Working with Ladders & Preventing Falls

Ladders come in many different sizes and types. Select a ladder for the type of work that you are doing. Generally step ladders with 2-4 steps are used on the sales floor to retrieve merchandise but the site will have much longer ladders too. Prior to using a ladder you must complete the Holt for Safety - Basic Ladder Safety Tips training this course will be in a Holt’s Safety package that your supervisor/manager will assign to you. Ladders that are more than 5 steps require the full ladder safety course to be completed by the employee prior to use. As an introduction, when using a ladder, follow these safety tips:

Use the 3.7a Ladder Pre-Use Inspection Form to do a pre-use inspection prior to using any ladder;

o Never use a ladder that does not meet ALL the criteria on this form; If the ladder is damaged - notify the Facilities Manager immediately and tag the ladder

identifying what is wrong with it; Check the capacity of the ladder, think about your weight AND the load you will be carrying – your

combined weight must be under the rating for the ladder; When using a ladder plan your task, clear the area and get a co-worker to assist you; If you will be in a door way or blocking an area – put up signs and/or have a spotter; Place the ladder on a firm, level surface, if you will be going higher than the fourth steps – ask you co-

worker to hold the ladder and spot for you; Make sure the areas around the base and top of the ladder are clear of obstructions; Never place ladders against flexible or movable objects; Never use a step ladder closed up against a wall, it must always be fully opened and locked; When on the ladder, keep your center of gravity between the side rails, especially if carrying, retrieving

or dropping off materials; o If the load is heavy or bulky get your co-worker to pass the item up to you or pass the item down

to them; Never stand on the top two steps of a ladder; Climb facing the ladder with 3-point contact (2 feet and 1 hand or 2 hands and 1 foot) at all times. Descend facing the ladder with 3-point contact but don’t forget to look down to see the last rung and

ground;If you are using a straight ladder, make sure the base of the ladder is one foot out for every four feet high.

Put the ladder back in the designated safe storage location, such as the ladder hook after each use; o If you are assisting a customer it is ok to leave your ladder as long as you have a line of sight to it.

If you will not be able to see the ladder to assist the customer – put it away first.

Avoiding Cuts and Bruises

Knives, scissors, power tools and equipment are common sources of cuts, lacerations and bruises. Here are some tips for using these items; When using sharp cutting objects:

Use the right knife for the job and make sure it is sharp;


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o Utility knives MUST be the self-retracting type which cannot be locked open; o Round tipped blades are safer and preferable; o Make sure the blade is seated properly prior to use;

Consider using a cut resistant glove to perform your task; Always cut away from the body slowly and take your time at the end of the cut, the last pass of the blade

is the most dangerous to you and the people who are working in the area; Clear your work area and use a flat surface to cut on; Use a metal straight edge to cut a line; Focus on the cut while performing your task, if someone distracts you stop before talking to them; Only cut using your strong (dominant) hand; Be aware of others and your surroundings – communication is the key here; Never run especially with a sharp object in hand; Never put a utility knife or other sharp object in your pocket; Never try to catch a sharp object, watch the path it will fall and attempt to move your body parts out of

the path it is going, warn others around you as applicable; Clean your knife from the top of the blade down with the tip pointed away from your body; Use the ‘Sharps Container’ to dispose of dull blades; Store utility knives in the closed position, in a designated area by themselves.

Power Tools:

Power tools will vary in size, weight and capacity. Smaller power tools, such as rechargeable drills, may be available to many parties to use. Ask permission prior to using any tool and review the use and care documents.

WHEN USING POWER TOOLS: Make sure you use the right tool for the job.

o If the appropriate tool is not available – ask you supervisor/manager if another department may have it, such as Visual Merchandising or Facilities.

Do NOT use any power tool that you have not been trained to use; Review and follow all safety procedures related to the tool. Prior to use perform the pre-use inspection; Never use a faulty tool especially one that has a compromised cord or plug;

o All Electrical tools must have 3 wire (grounding) cord and plug; Never repair a tool without first ‘locking the tool out’;

o Lock-out is used to control all energy sources so that equipment can be maintained or cleaned; o The majority of lock is for electrical equipment and we have lock-out boxes available through our

procurement department; On/Off switches must be functional and positioned so Operator has access; Accessories can only be used that are:

o Designed for the tool; o Designed for the product being cut o Designed for the required rated speed;

Operational equipment guards MUST be in place and functional; O NEVER EVER REMOVE ANY GUARD!

Chisels, punches, screwdrivers, etc. to have tips that are in good working order; o Discard hand tools that are damaged;

All tools must be cleaned after use; If the mechanical tool is damaged let your supervisor/manger know immediately and tag the piece of

equipment; o Send mechanical tools out to be repaired or discard and replace;

All tools will have a designated storage location; o NEVER STORE A MALFUNCTIONING TOOL IN the regular storage location;

Tools to be used for designed purpose only;


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WHMIS The Workplace Hazardous Materials Information System (WHMIS) is a national system designed to ensure employees are familiar with the different types of hazardous materials used in the workplace, for example cleaning chemicals At Holt Renfrew we are committed to ensuring that all hazardous products are labeled with an approved work place WHIMIS label. In addition employees who handle and are exposed to hazardous materials will receive instruction and training on how to manage these types of hazardous materials. If your position requires this type of work you must completed the full WHMIS (Cat #263) training on the system. The 2015 WHMIS Hazardous Symbols are below:


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Violence and Harassment in the Workplace Ontario Bill 168, (OHS) Regulation B.C. Reg.

296/97, Alberta Part 27Quebec Loi n° 43

WORKERS IN THE RETAIL INDUSTRY ARE AT A GREATER RISK FOR EXPERIENCING VIOLENCE IN THE WORKPLACE THAN ANY OTHER INDUSTRY.

Violence and harassment includes:

Physical assault or aggression Unsolicited and unwelcome conduct, comment, gesture or contact which causes offense or humiliation Physical harm to any individual which creates fear or mistrust, or which compromises and devalues the

individual

Holt Renfrew is committed to providing a workplace that is free of harassment. We prohibit any form of harassment – physical, psychological or verbal – by employees, co-workers, supervisors and managers and view such action as extremely serious misconduct. As employees, you understand that violations of this policy will result in disciplinary action, up to and including termination. The test is whether a reasonable person knows, or ought to know, that the behaviour would be considered unwelcome or inappropriate by the recipient. It may be a single event or may involve a continuing series of incidents. It may involve the abuse of authority or position, or it may involve relations among coworkers and affiliated personnel. Abuse can victimize both men and women, and may be directed by or towards workers, clients and members of the public. Reprisal/retaliation in any form against a person involved in a complaint, or in an investigation of a complaint, is in itself a violation of the Workplace Harassment Policy, resulting in disciplinary action, up to and including termination. We all have a responsibility to ensure that harassment does not occur. Workplace harassment is unpleasant and intimidating. If we witness harassment or become aware that an individual is being harassed, we- have a responsibility to report the incident immediately to our Manager, Human Resources Department or anonymously to Alert Line at 1-800-667-9434 without fear or reprisal/retaliation.

How can we prevent Violence and/or Harassment? There are steps we all can take to reduce the number of incidents of violence or harassment on the job. The following practical suggestions are from a guide entitled “Violence in the Workplace” from the Canadian Centre for Occupational Health and Safety (1999).

Safe tips for dealing with a potentially violent person Verbal Communication

Focus attention on the other person to let them know you are interested in what they have to say. DO NOT glare or stare, which may be perceived as a challenge. Remain calm and try to calm the other person. DO NOT allow the other person’s anger to become your

anger. Remain conscious of how you are delivering your words. Speak slowly, quietly and confidently. Speak simply. DO NOT rely on official language, technical or complex terminology. Listen carefully. DO NOT interrupt or offer unsolicited advice or criticism. Encourage the person to talk. DO NOT tell the person to relax or calm down. Use silence as a calming tool. Acknowledge the person’s feelings. Indicate that you can see he or she is upset.


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Non-Verbal Behaviour and Communication

Use calm body language — relaxed posture with hands unclenched, attentive expression. Arrange yourself so that your exit is not blocked. Position yourself at a right angle rather than directly in front of the other person. Give the person enough physical space …this varies by culture, but normally 1-2 m is considered adequate Get to the other person’s physical level. If they are seated try kneeling or bending over, rather than

standing over them. DO NOT pose a challenging stance such as:

o standing directly opposite someone o pointing your finger o waving or crossing your arms

DO NOT make sudden movements which can be seen as threatening. DO NOT fight. Walk or run away. Get assistance from loss prevention, security or police.

Emergency Preparedness Every Holt Renfrew site has a plan for dealing with emergencies. We are all briefed on that plan within our first few days on the job and receive refresher training in the form of a practical drill annually. This guide provides us with some quick tips. On our first day, you will be trained on the follow: Emergency phone numbers are posted on the H&S Board; Fire extinguishers are mounted throughout the building and should only be used to clear an exit;Fire alarms

pull stations are generally posted near exits ; Each location has a designated evacuation plan for the building that is kept in the Asset Protection

Department; During a fire alarm, bomb treat or blackout (power outage) go to your designated evacuation meeting

location and notify your supervisor/manager that you are there; Helpful evacuation tips: Don’t panic; Follow the evacuation procedure for your building; Stay clear of the outside of the building; Go to our pre-planned assembly point according to your site’s evacuation procedure; Follow our site’s procedure for returning to work once the emergency is over. You can ask your Manager, Asset Protection Manager or Human Resources to go through the emergency plan and procedures for your site with you at any time if you are not confident with what the plan is .

Quiz Now that you have some basis introductory knowledge about hazards that you may encounter in your work environment please log into the training system and complete he Health and Safety Orientation Holt for Safety training quiz. If you have any questions, ask your supervisor/manager, HR department or H&S department.

HEALTH AND SAFETY ORIENTATION GUIDE

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