B.C.'s Energy College


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Working Alone Procedures

THE PROCEDURE(S) 

The written procedures must be specific to the worker or job. All written procedures will include at minimum:

  • The name, number and alternate number of the contact person responsible for the check in communication. If an alternate worker is assigned then their information must be included as well
  • Instructions to the isolated worker regarding means of communication.
  • The means of communication that will be used (cell phone, sat phone, etc)
  • Clear definition of reasonable time as quoted in 2.3 and the process that will be used for the call out procedure. The persons that will be summoned in the event of a no contact such as Campus Administrator, Supervisor, RCMP or BC Ambulance must be list along with appropriate contact information.
  • The intervals of check in times according to the worker`s job and the risk of injury involved.
  • Workers travelling must have estimated departure and arrival times documented and expected route of travel.

Family members or friends can be utilized for the man-check purpose provided there is documentation illustrating their contact info and the process followed. 

Documentation such as a log book must be kept of all check-in and check-out contacts. All unusual occurrences must be documented and copies forwarded to the worker’s supervisor and the Manager, Safety and Facilities Services within 24hours.

EXAMPLE PROCEDURES 

Northern Lights College Travel 

When a worker is required to travel between the campuses or out of town for College business a man-check system must be utilized. Workers will: 

Advise their supervisor of the trip and itinerary via email. If sending an email is not a possibility for whatever reason and the worker will be travelling outside of normal working hours then the worker would be advised to call the supervisor and leave a voicemail with the same information. 

Advise the staff member designated with performing the check-in duties, of the approximate arrival time and if there are going to be half way checks such as checking in at Pink Mountain if travelling from Dawson Creek to Fort Nelson 

If the worker does not check in within a half hour of the allotted time person performing the check-in tasks will make two attempts at 5 minute intervals to call the worker via cell phone. If the worker or the worker’s destination contact cannot be contacted the man-check designate will advise the worker’s supervisor or if the supervisor is unavailable, the Duty Manager (250-784-7610 or local 7610) and if necessary then advise the nearest RCMP detachment and follow the direction of the RCMP. 

All checks, contacts and non-contacts along with any unusual observations will be documented. All documentation will be forwarded to the Manager, Safety and Facilities Services monthly for review. 

All records will be retained for the period of one year. 

The procedure will be reviewed yearly by the Manager, Safety and Facilities Services and local JOHSC. 

Working After or Outside of Normal Operating Hours 

When an instructor chooses to come in after normal working hours a man-check system must be utilized. Instructors working after hours will: 

Advise their supervisor or chair that they will be coming in after hours and expected duration. 

Advise the check-in designate, (in Dawson Creek or Fort St. John Security can be utilized), upon arrival at campus and the expected duration of time to be spent on campus. 

If the instructor does not check in within 15 minutes of the allotted time Security or the check-in designate will attempt to call the worker via cell phone. If the worker cannot be contacted security will then investigate and if necessary activate the emergency response procedures, advise the worker’s supervisor or if the supervisor is unavailable, the Duty Manager (250-784-7610 or local 7610) and if necessary then advise the nearest RCMP detachment and follow the direction of the RCMP. 

All checks, contacts and non-contacts along with any unusual observations will be documented. Copies of all incident documentation will be forwarded to the Manager, Safety and Facilities Services monthly for review. 

All records will be retained for the period of one year. 

The procedure will be reviewed yearly by the Manager, Safety and Facilities Services and JOHSC. 

Workers in isolation at campuses 

If a worker is performing tasks that fall within a low risk category such as administrative or office type tasks the man-check need only be at the beginning and end of shift. Workers that are working alone or in isolation in a low risk environment will: 

Call the campus secretary or designate and advise them that their shift has begun any exceptional events that might occur that day and if any outside visitors are expected. 

Call the campus secretary or designate and advise them that the shift has ended and if there were any unusual observations to be noted for that shift. 

Documentation of check in and check out and any observations must be recorded and kept for one year. The findings must be reviewed yearly by the Campus JOHSC or Regional Safety Committee Representative. Any deficiencies must be reported to the Manager, Safety and Facilities Services. 

*Note* this policy pertains not only to those workers assigned to work in isolation, after normal work hours or are travelling on College business but also to any workers coming into work after hours on their own accord are under the authority of this policy. 

It is the responsibility of any worker to ensure they have taken steps to ensure their safety if they choose to enter an isolated environment, work after hours or travel after working hours if they are not required to. 

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