Employer's Annual Hazardous Occurrence Report: Additional information and resources

From: Employment and Social Development Canada

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Section 1: About the Employer's Annual Hazardous Occurrence Report (EAHOR)

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.

The federal jurisdiction has been grouped into 17 industrial sectors: Air Transport; Banking; Bridges and Tunnels; Broadcasting; Communications; Federal Crown Corporations; Federal Public Service; Feed, Flour and Seed Mills; First Nations; Grain Elevators; Long shoring; Energy and Mining; Pipelines; Postal Contractors; Rail Transport; Interprovincial Road Transport and Water Transport.

1.2 Organization jurisdiction changes into provincial

Indicate in the comments section of the EAHOR that you are a provincially regulated employer and the reasons. Upon receipt we will amend our system once the jurisdiction is determined to be non-federal by the Labour Program regional office.

1.3 Owner operator

Owner operators are business owners who have not employed staff or acted as an employer in an employer/employee relationship during the past calendar year. As such, they are not required to submit an Employer's Annual Hazardous Occurrence Report (EAHOR) for the past calendar year during which they had no staff. However, if you employed staff during the past year, even for a short period of time, you are required to submit your EAHOR.

If you are an owner operator and received a letter from Labour Program requesting EAHOR, you can indicate that you are an owner operator by email to Labour Program at EAHOR.INFO-RAESCR.INFO@labour-travail.gc.ca. After that, your account will remain active and marked as Owner Operator.

1.4 Organization legal name changed

You must clearly indicate the legal name change in the Comments section of the headquarters on your report. You will be asked to provide a copy of legal document as a proof of this name change.

1.5 Organization bought by another organization

You must submit an EAHOR for the period before the sale of the organization and clearly indicate when the transfer of ownership occurred and which organization is implicated. The newly amalgamated organization is then responsible to report for the period after the transfer of ownership.

1.6 Organization merged with another organization

You must submit an EAHOR for the period before the merge and clearly indicate when the merge occurred and which organization is implicated. The newly merged organization is then responsible to report for the period after the merger.

1.7 Organization ceased operations

If the organization ceased during the reporting year, you still need to submit an EAHOR for the period of operation. Upon receipt of your EAHOR, we will amend our system once it is verified by a Labour Program regional office.

1.8 Reporting for multiple organizations

Separate legal entities must report individually. One EAHOR 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 should be listed on one report which is submitted by the headquarters of the organization to the Labour Program.

1.10 Incorrect prepopulated EAHOR information

If address information for a workplace listed on the prepopulated EAHOR is incorrect, indicate the correct address in the Comments section for that workplace. Do not change any addresses on your prepopulated EAHOR form.

1.11 Additional workplaces than 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 the last submission. Add the missing or new workplaces with detailed addresses and indicate "New" for Workplace ID.

1.12 Workplace relocation

If the workplace has relocated during the reporting year, you are required to provide the injury and employment data for that workplace while it was in operation and provide a ceased date. In a separate row, add the workplace name and full address of the new workplace as well as the injury and employment data, and indicate "New" for Workplace ID.

1.13 Combining data for several workplaces

You are encouraged to report each workplace separately; however, if you have more than five workplaces in any one province and each employs less than 15 employees, you may group that information. Indicate the address for each workplace that has been grouped together in the Comments section. In all other cases, you have to report separately for each workplace.

1.14 Regular/Offboard and On-board EAHOR

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

Aviation

  • "On-board" 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.
  • "Off-board" personnel, for the aviation industry, usually consist of mechanics, engineers, office staff, flight instructors and airport maintenance personnel.

Rail

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

Marine

  • "On-board" 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.
  • "Off-board" 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.

Note:

  • The offboard report is only for offboard employees and activities, while on-board report is only for onboard ones. You have to report the offboard and on-board activities separately.
  • When an organization in aviation, marine or rail industry has no "on-board" business, you shall contact us indicating that your organization has no on-board business, and submit only Regular/Offboard EAHOR. Upon receipt we will amend our system.
  • When an employee worked for both offboard and on-board, the total number of hours worked should be separated based on the percentage of time spent working on each category. The injury data should not be duplicated on both reports.

Section 2: Definitions of injury and employment data

2.1 Disabling injury

"Disabling injury" means an employment injury or an 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 Minor injury

"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, of physician's office at which emergency medical treatment can be dispensed and is not to be confused with first aid.

2.3 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

2.4 Total number of employees

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

Calculate the total number of employees as FTEs

Step 1. Add up the total number of hours worked by all of the employees for the reporting year (including full-time, part-time, casual and seasonal).
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.

2.5 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 "full-time equivalents"(FTEs) as well. It is included in the total employees. The number of office employees should not be greater than the total number of employees.

2.6 Total number of hours worked

It should include all the hours work by all employees including full-time, part-time and seasonal workers, etc.

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.

For 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

For example:

  • Total mileage = 60,000 miles
  • Average speed limit = 60 miles/hour
  • 60,000/60 = 1000 hours
  • 60,000 miles is converted into 1,000 hours

Section 3: Other hazardous occurrences reporting requirements

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 period specified, and in the manner specified:

  • 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
  • In writing, within 72 hours 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
  • In writing, within 14 days 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

3.1 The Hazardous Occurrence Investigation Report (HOIR)

The Hazardous Occurrence Investigation Report (HOIR) form (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 above. Contact information for the various regional and district offices is available on our departmental website or by calling 1-800-641-4049 (toll-free number).

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