Employer's Annual Health and Safety Reports: Additional information and resources

Section 1: About the Reports

1.1 "Federal Jurisdiction" employers

Federal Jurisdiction means any work, undertaking or business that is within the legislative authority of Parliament. It also includes any work deemed to be for the common good of two or more provinces and outside the exclusive authority of provincial legislatures.

1.2 Organization jurisdiction has changed

Indicate in the comments section of the EAHOR that you are no longer a federally regulated employer and the reasons. Upon receipt, the Labour Program will review jurisdiction and amend their records if it is confirmed, the organization’s jurisdiction has changed.

1.3 Owner Operator

Owner Operator's are business owners who have not employed staff or acted as an employer in an employer/employee relationship in the previous calendar year.

In this case, there is no requirement to submit an Employer's Annual Hazardous Occurrence Report (EAHOR) or an Employer's Annual Harassment and Violence Report (EAHVOR) for the past calendar year. However, if during the past year, there were employees, even for a short period of time, you must submit an EAHOR and an EAHVOR.

If you are an owner operator and received an email from the Labour Program requesting an EAHOR, please reply to the email indicating you are an owner operator. If you are an owner operator and received a letter from the Labour Program, please call 1-800-641-4049 or email the Labour Program at EAHOR.INFO-RAESCR.INFO@labour-travail.gc.ca. The Labour Program may reach out by email or phone for identification purposes. Once confirmation is complete, your profile will remain active and identified as Owner Operator. You will still receive reminder letters each year, which you can disregard, unless you had employed employees at any point throughout the reporting year.

1.4 Organization legal name has changed

If there was a legal name change, you must clearly indicate the legal name change in the Comments section for the Headquarters workplace on your EAHOR. You will be asked to provide a copy of the legal document as proof of this name change.

1.5 Transfer of ownership

You must submit reports for the period before the sale of the organization. Clearly indicate when the transfer of ownership occurred, and the legal name of the new owner. The new owner will then be responsible for reporting for the period following the transfer of ownership.

1.6 Organization has merged with another organization

You must submit reports for the period before the merger. Clearly indicate when the merge occurred, and the name of the newly merged organization. The newly merged organization will then be responsible for reporting the period following the merger.

1.7 Organization ceased operations

If the organization ceased during the reporting year, you must submit your reports for the period you were still in operation. Upon receipt of your reports, the Labour Program will amend the database accordingly.

1.8 Reporting for multiple organizations

Separate legal entities must submit their reports individually. An EAHOR and an EAHVOR for each organization is required.

1.9 EAHOR submissions from workplaces

EAHOR submissions from individual workplaces of an organization are not acceptable. All federally regulated workplaces must be listed on one report, and submitted by the organization’s headquarters to the Labour Program.

1.10 Incorrect prepopulated EAHOR information

Employers having a valid email address on file with the Labour Program will receive their reports electronically each January. These reports are prepopulated with workplace information captured from the employer's most recent annual report submission. If the address information of a workplace listed on the prepopulated report is incorrect and a workplace move has not occurred, indicate the correct address in the EAHOR Comments section for that workplace. Do not change any addresses on your prepopulated reports.

1.11 Additional workplaces than those listed on the prepopulated EAHOR

You must report for all federally regulated workplaces. The prepopulated EAHOR displays the workplace addresses of sites which were reported in your last submission. Add the missing or new workplaces with detailed addresses and indicate "New" for Workplace ID.

1.12 Workplace relocation

If a workplace relocated during the reporting year, you must provide the injury and employment data for the workplace while it was in operation at the previous location and provide a ceased date for when the location changed. On the EAHOR, in a separate row, add the workplace name and full address of the new workplace location as well as the injury and employment data, indicating "New" for the Workplace ID.

1.13 Regular/Offboard and Onboard EAHOR

Organizations in the aviation, rail, and marine transport industries are required to submit two separate EAHORs - Regular/Offboard and Onboard. These two reports are distinguished between the activities based on the following definitions:

Aviation

"Onboard" personnel, for the aviation industry, may include all employed personnel that deal with cargo transport, carrier operation, express service, freight transport, passenger transport, aircraft under taxi operation, airmail and charter flying while the aircraft is in operation
"Offboard" personnel, for the aviation industry, usually consist of mechanics, engineers, office staff, flight instructors and airport maintenance personnel

Rail

"Onboard" personnel, for the rail transport industry, usually consist of all employed personnel that are on a train while it is in operation
"Offboard" personnel, for the rail transport industry, may consist of mechanics, engineers, office staff, baggage carriers, and station maintenance workers

Marine

"Onboard" personnel, for the marine transport industry, usually consist of all employed personnel that are on a ship, vessel, barge or ferry while it is in operation, and personnel involved in the direct loading and unloading of ships
"Offboard" personnel, for the marine transport industry, may consist of mechanics, engineers, office staff, dock operation and maintenance personnel, pier and wharf operational workers, and steamship agency staff

Notes:

The offboard report must only identify employees working offboard, while the onboard report must only identify employees working onboard. You must report employees' offboard and onboard activities separately.
When an organization in the aviation, marine or rail industry has no employees working onboard, you must contact the Labour Program and indicate your organization has no onboard business, and submit only the Regular/Offboard EAHOR. Upon receipt, the Labour Program will amend the database accordingly.
When employees work both offboard and onboard, their injury and employment data must be captured separately on each of the reports. Their employment and injury data must not be duplicated on both reports.

1.14 EAHVOR submissions from workplaces

One EAHVOR must be submitted to the Labour Program by the organization’s headquarters, which accounts for all Harassment and Violence notices of occurrences within the organization. Separate reports for each workplace will not be accepted.

Section 2: Definitions of injury and employment data

2.1 Number of Disabling Injuries

"Disabling injuries" means any employment injury or occupational disease that:

prevents an employee from reporting for work or from effectively performing all the duties connected with the employee's regular work on any day subsequent to the day on which the injury or disease occurred, whether or not that subsequent day is a working day for that employee
results in the loss by an employee of a body member or part thereof or in the complete loss of the usefulness of a body member or part thereof, or
results in the permanent impairment of a body function of an employee

2.2 Number of Deaths

"Death" means the death of an employee which:

occurred in the workplace, or
occurred while the employee was engaged in work activities for the employer, or
resulted from an injury that occurred in the workplace, or
resulted in an injury that occurred while the employee was engaged in work activities for the employer (even if it appears to be from natural causes)

2.3 Number of Minor Injuries

"Minor injury" means an employment injury or an occupational disease for which medical treatment is provided and excludes a disabling injury.

Note: Medical treatment is that which is provided at a medical treatment facility, which means at a hospital, medical clinic, or physician's office at which emergency medical treatment can be dispensed and is not to be confused with first aid.

2.4 Number of other Hazardous Occurrences

"Other hazardous occurrences" are any other situations where events have occurred that resulted in:

an explosion
damage to a boiler or pressure vessel that results in fire or the rupture of the boiler or pressure vessel
damage to an elevating device that renders it unusable, or a free fall of an elevating device
an electric shock, toxic atmosphere or oxygen deficient atmosphere that caused an employee to lose consciousness
the implementation of rescue, revival, or other similar emergency procedures
a fire

2.5 Total Number of Hours Worked

The report must include all the hours worked by all employees including fulltime, parttime, seasonal, student, etc. Do not include data from contractors that do not fit the legal employer/employee relationship criteria.

If your organization tracks work by mileage rather than hours worked, you can use the following formula to convert mileage into hours worked.

Take the total mileage travelled and divide by the average speed limit encountered.

Kilometer to hours conversion example:

Total mileage = 60,000 kilometers
Average speed limit = 100 kilometers/hour
60,000/100 = 600 hours
60,000 kilometers is converted into 600 hours

Milage to hours conversion example:

Total mileage = 60,000 miles
Average speed limit = 60 miles/hour
60,000/60 = 1,000 hours
60,000 miles is converted into 1,000 hours

2.6 Total Number of Employees

For statistical purposes, the total number of employees is expressed as "full-time equivalents" (FTE), rather than simply counting the total number of people on staff.

To calculate the total number of employees as FTEs:

Step 1. Add up the total number of hours worked by all the employees for the reporting year (including fulltime, parttime, casual and seasonal, students, etc.).

For example: 34,400h

Step 2. Identify the average hours worked by one full time employee in your organization for the full year.

For example: 50h x 52 weeks = 2,600h

Note:

The acceptable range for the average number of hours worked by one full time employee for the full year is between 1,440 and 3,120 hour/year.

If your average hours worked by one full time employee is less than 1,440h, divide your total hours worked by 1,440h
If your average hours worked by one full time employee is more than 3,120h, divide your total hours worked by 3,120h

Step 3. Calculate the total number of employees (FTEs)

Divide the total number of hours worked by all employees for the reporting year by the average hours worked by one full time employee in your organization for the full year.

For example: 34,400/2,600=13.2

Exception: If the total number of hours worked by all employees for the reporting year is less than 1,440, indicate 1 (one) employee for the Total number of employees.

2.7 Number of Office Employees

Any employee whose occupation or trade mostly entails office, sales, or clerical duties in a controlled environment inside a building, will be included in the "office employee" category.

Office employees are expressed as FTEs as well. It is included in the total employees. The number of office employees must not be greater than the total number of employees.

2.8 In Operation (Y/N)

If the workplace is active and there has been no move during the reporting year, enter "Y".

If the workplace has moved or ceased, enter "N", and then enter the date in the "Date Ceased" column.

*If there is a new workplace, add the address to the report on a separate line and indicate "New" for the Workplace ID (do not remove an existing address from the report).

2.9 Date Ceased

Enter the date when the workplace location ceased operations.

Give the reason, in the "Comments" column, why (examples: moved, closed, etc.) the workplace location ceased operations.

If there was a move to a different location partway through the reporting year, the data must be captured for each workplace based on the hours worked at each location during that year.

Section 3: Definitions of Harassment and Violence data

3.1 Total Number of Occurrences

Any reported notice of Harassment and Violence (H and V) from the previous calendar year that meets the below definition:

"Any action, conduct or comment, including of a sexual nature, which can reasonably be expected to cause offence, humiliation or other physical or psychological injury or illness to an employee, including any prescribed action, conduct or comment."

This includes all types of harassment and violence, including sexual harassment, sexual violence, and domestic violence.

Please see here for examples with the Definition of Workplace Harassment and Violence.

Fatalities

Only record fatalities on the EAHVOR that are related to H and V.

3.2 Resolutions

Negotiated Resolution: Any form of communication between the participating parties to discuss the occurrence and attempt to reach agreement on possible actions to resolve the occurrence.
Conciliation: A discussion or series of discussions that is mediated by a neutral third party who is there to facilitate the discussion(s) and assist the parties involved in reaching resolution. All parties involved in conciliation must mutually agree to participate in conciliation and agree on the person who will be acting as the conciliator. A conciliator can be a professional mediator, a supervisor, an Elder, a religious figure, a colleague, etc.
Investigation: Your employer or designated recipient must provide you and the responding party with notice that an investigation will be carried out. Your employer can appoint an investigator from a list of investigators that has been jointly developed with the following (depending on the size of your workplace): policy committee, workplace committee, or health and safety representative.
Workplace Assessment: An assessment done by the designated employer representative in collaboration with the applicable partner. Harassment and Violence Risk Assessment.

3.3 Occurrences by Relationship

Principal Party: Means an employee or employer who is the object of an occurrence.
Responding Party: Means the person who is alleged to have been responsible for the occurrence.

3.4 Locations

Record the number of occurrences which took place in each of the listed locations:

Workplaces - Controlled by Employer: Refers to employees who are on-site at a workplace at the time of the occurrence(s).
Workplaces - Not Controlled by Employer: Refers to employees who are off-site and working at the time of the occurrence(s)
Travel Status: Employees who are in ‘Travel Status' are traveling for work, though were not working at the time of the occurrence(s).

3.5 Occurrences related to Prohibited Grounds

Protected Grounds as per the Canadian Rights Commission: Canadian Human Rights Commission

Section 4: Other hazardous occurrences reporting requirements

4.1 The Hazardous Occurrence Investigation Report (HOIR)

The Hazardous Occurrence Investigation Report (HOIR) form (ESDC-LAB1070), is available from your nearest Labour Program office, or you may download a blank report: Hazardous Occurrence Investigation Report (LAB1070). You have to submit the completed HOIR to the Labour Program office closest to your workplace within the time period specified below. Contact information for the various regional and district offices is available on the departmental website or by calling 1-800-641-4049 (toll-free number).

When a hazardous occurrence results in one of the following consequences, you must report it to a Labour Program Health and Safety Officer within the time specified, and in the manner specified:

Report within 24 hours:

By telephone as soon as possible but not later than 24 hours after becoming aware of:

the death of an employee
a disabling injury to two or more employees
the loss by an employee of a body member or a part thereof or the complete loss of the usefulness of the body member or a part thereof
the permanent impairment of a body function of an employee
an explosion
damage to a boiler or pressure vessel that results in fire or the rupture of the boiler or pressure vessel
any damage to an elevating device that renders it unserviceable, or a free fall of an elevating device

Report within 72 hours:

In writing, after a hazardous occurrence which resulted in:

damage to a boiler or pressure vessel that results in fire or the rupture of the boiler or pressure vessel
any damage to an elevating device that renders it unserviceable, or a free fall of an elevating device

Report within 14 days:

In writing, where a hazardous occurrence resulted in any one of the following circumstances:

a disabling injury to an employee
an electric shock, toxic atmosphere or oxygen deficient atmosphere that caused an employee to lose consciousness
the implementation of rescue, revival or other similar emergency procedures
a fire or an explosion

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2025-01-21