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

On this page

• Section 1: About the Reports
• Section 2: Definitions of injury and employment data
• Section 3: Definitions of harassment and violence data

Section 1: About the Reports

In this section

• 1.1 Organization jurisdiction has changed
• 1.2 Organization legal name has changed
• 1.3 EAHOR submissions from workplaces
• 1.4 Incorrect prepopulated EAHOR information
• 1.5 Additional workplaces than those listed on the prepopulated EAHOR
• 1.6 Workplace relocation
• 1.7 Regular "Offboard" and Onboard EAHOR
• 1.8 EAHVOR submissions from workplaces

1.1 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 that the organization's jurisdiction has changed.

1.2 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 are required to provide a copy of the legal document as proof of this name change.

1.3 EAHOR submissions from workplaces

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

1.4 Incorrect prepopulated EAHOR information

Employers having a valid email address on file with the Labour Program will receive their reports electronically at the start of the calendar year. 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.

1.5 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.

1.6 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.

1.7 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 Regular "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.

1.8 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

In this section

• 2.1 Number of Disabling Injuries
• 2.2 Number of Deaths
• 2.3 Number of Minor Injuries
• 2.4 Number of other Hazardous Occurrences
• 2.5 Total Hours Worked by All Employees (Full Year)
• 2.6 Average Weekly Hours Worked by One Full-time Employee
• 2.7 In Operation (Y/N)
• 2.8 Date Ceased

2.1 Number of Disabling Injuries

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

• prevents an employee from reporting to work or effectively performing all duties required in their regular work on any day following the day the injury or disease occurred, whether or not that day is a working day for that employee
• results in the loss of an employee's body member or part thereof, or in the complete loss of usefulness of a body member or part thereof, or
• results in the permanent impairment of a body function of the 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 (hospital, medical clinic) or doctor's office at which medical treatment can be dispensed (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 resulting in fire or the rupture of the boiler or pressure vessel
• damage to an elevating device rendering it unusable, or a free fall of the elevating device
• an electric shock, toxic or oxygen deficient atmosphere causing an employee to lose consciousness
• the implementation of rescue, revival, or other similar emergency procedures (Emergency Medical Services attends the scene)
• a fire

2.5 Total Hours Worked by All Employees (Full Year)

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

If your organization records work by distance travelled, please use the following formula(s) to convert 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

Mileage 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 Average Weekly Hours Worked by One Full-time Employee

For this field use the average weekly hours worked by a full-time employee.

2.7 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.

2.8 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

In this section

• 3.1 Total Number of Occurrences
• 3.2 Resolutions
• 3.3 Occurrences by Relationship
• 3.4 Locations
• 3.5 Occurrences Related to Prohibited Grounds

3.1 Total Number of Occurrences

Any reported notice of Harassment and Violence 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 harassment and violence.

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

Prohibited grounds of discrimination as per the Canadian Human Rights Act 3(1). In-depth explanation can also be found at the Canadian Human Rights Commission.