I have a BC WCB account that was included in my audit. Why am I not getting a certificate mailed to me?
Due to COVID-19 WorkSafeBC is not currently issuing certificates. Please refer to our COR Holders list on the following websites for an online listing of companies COR status: https://corcp.online.worksafebc.com/Home/EmployerSearch
No, Letter of Interim is sent only at the time of an audit submission.
The employer can send over their course certificate and course outline for assessment.
For employers that have no worksites in one province but has similar work occurring in another province, can they use that work to audit?
There is a process in place to apply for this type of scenario. The Extend Audit Scope Out-of-Province procedure can be found on the COR Materials and Resources page under COR Forms:
The Assessor creates a folder on their computer titled, Energy Safety Canada Yearly Audit. Assessors upload the H&S Management System Templates that are developed from the SECOR Audit Protocol and places them into the Energy Safety Canada Yearly Audit Folder. Next steps would be to add all the policies that are required as per the audit questions into each element. Throughout the year add all supporting documentation that is required as per the audit questions into each element. It is suggested that yearly the Assessor, prepares an organization chart and a company profile and completes the Employee Breakdown and Worksite Sampling Table and save them to the Energy Safety Canada Yearly Audit file. These documentations will be required to register an online audit. By doing the above steps the Assessor, is fully prepared for their yearly audit submission.
WCB allocates a certain number of industry codes to ESC, based on type of work your company performs. If you see your code on the list, you are a member. If your code is not on the list, you are considered a non-member. ESC cannot change your industry Code. Please contact your WCB Representative to ensure you are classified in the correct industry code. WCB codes can be viewed on the COR Fees page by clicking on Determine Member Status:
Sign into our website and click on My Account. Then click on Auditor Portal, left side of page. Select New SECOR Audit Request located above Auditor Portal button. Complete the registration form and submit.
Go to our website and sign in. Click on My Account and then click on Auditor Portal, left side of page. Then click on Closed located under My Active Audits above the Auditor Portal button. Then click on your 9-digit audit number to download your audit report.
When using the SECOR audit protocol the question instructions will indicate if the question can be marked not applicable (N/A), make sure to read the question instructions to see if the N/A applies to your situation. Please note: An owner/operator is a company with a single employee covered by the WCB account. If there is more than one person covered by the WCB premiums this would not be considered an owner/operator. The owner/operator must have the 2-day mandatory Safety Program Development assessor training to perform the SECOR audit. If the person who has completed this training is not on the WCB account, they will be counted as an employee making the company not an owner/operator (even if they aren’t covered by the WCB premiums).
I am an owner of several companies. Can one audit be conducted to achieve or maintain a COR on all companies?
Yes, if each company has their own WCB account, an auditor or assessor may conduct one representative audit of the group for the purpose of obtaining or maintaining a COR. The employers must be related through common ownership and controlled together, use a common health and safety program, and the audit must be representative of the overall operations of the entire group of employers. SECOR companies are required to submit the Group Audit of Related Employers Form to CORInfo@EnergySafetyCanada.com prior to the start of the audit. For COR companies, the auditor will complete the form at the time of audit registration.
I am conducting a Baseline or Qualification Audit. Why can’t I see the Audit Questions in the eCompliance Audit Tool?
Go to “Select Audit Content”, Select “Yes” to Include Certificate of Recognition (COR). Even though you are not conducting an audit to achieve or maintain a COR, the audit questions are linked to this option. This is so those conducting an Injury Management/RTW audit have the option of turning off the COR questions.
I have completed all my Documentation (or Observations) in eCompliance, why am I still seeing a red “x”?
The tool is designed to calculate average scores. If you said that you were going to visit 3 sites, and you have only entered scoring and notes into the head office, the tool will see this as you only went to 1/3 required sites. To fix this just start a new documentation review and click “Done”, repeat until a blue message appears: “You have completed a Documentation Review for every site visited”.
You need to perform an audit prior to getting a certificate, once the audit has been submitted for quality assurance review, we will issue a letter of interim that you can use as a temporary measure. Once the Audit has passed the quality assurance review and is approved by the provincial WCB the certificate will be issued. For large employers using an auditor this is something you may wish to discuss with the auditor to determine how long they will need in order to conduct the audit and submit to Energy Safety Canada for review.
ISN and ComplyWorks has flagged our company for having an expired COR certification. Our Audit is in the process of being reviewed by Energy Safety Canada. Can we get a letter of interim/ intent?
Once the Auditor has submitted the Audit report to ESC an automatic email is sent to the company contact. This is often used as a letter of interim/ intent. SECOR Online/Binder - Once the Audit submission is entered into our system an automatic email is sent out.
SECOR: I am filling out the employee breakdown table and the owner is also a worker, do I put the employees/owners name down twice?
No, When filling in the employee breakdown if you have an employee of the company that has multiple roles such as a manager that also performs supervisor or worker tasks, you would just enter them in once on this form under the highest level of responsibilities that they hold.
SECOR: My company has not had much work this year – Do I need to send in sampling for each quarter still?
The company needs to submit just a sample of documents, please see page 10 of the SECOR Assessor Audit Protocol that shows the table of samples expected to be included in your audit. If your company does not have enough records to support the sampling requirements, please contact us to discuss other options. It will be the second option under SECOR AUDIT PROTOCOL AND RESOURCES.
List of fees can be found on our website under fee structure.
The Formal Hazard Assessments follow a step-by-step (formal) process that looks closely at the overall operations of a company to prevent work related injuries. These assessments are used to identify hazards, measure risk (to help prioritize hazards) and implement and monitor effective controls. Once complete the company will have records of detailed assessments that identify hazards, risks, and controls for all tasks within the company. These records will require regular scheduled reviews and maintenance.
To become an Assessor for a SECOR company an employee (who is covered by the companies WCB) successfully completes the Safety Program Development course. This qualifies the employee to become the Assessor for the company and to submit annual audits for the company. This must be completed prior to registering and submitting an audit. To maintain Assessor status, you must complete one of the following refresher course every three years. Your refresher course must be completed prior to registering or submitting an audit. Note: Ensure the course is certified by Energy Safety Canada (note: training providers may offer courses with similar names, but which do not meet the refresher requirements).
In the first box you will review the organizational chart(s) and describe the departments/operations or service lines sampled. Identify why you may have left any out. Q2. select <1 year if new, 1-3 years for your first audit cycle, otherwise select 4+ years. Q3. Check off the Interview question boxes and describe how interviews were selected based on role, experience and shift. Q4. Describe how departments selected were representative of the company’s operations and tasks. Q5. If the company has multiple sites describe what tasks were observed at each site visited and verify if it represented the industry codes audited. Q6. Check the box Q7. In the last box describe any multi-role interview functions selected and if the senior management is operating in another province, etc.
In the event that a company is required to perform an audit for re-certification purposes, but does not have active worksites available to audit, an administrative audit may be performed, and a six-month COR may be issued. Documentation and interviews are still conducted, but observations are limited to the available administrative site.
Where an external auditor conducting a Certification or Recertification Audit of an employer’s health and safety management system identifies deficiencies that will cause the employer to not achieve 80% overall or at least 50% in each element, the employer may be eligible to apply for a Limited Scope Audit. A Limited Scope Audit is an audit that is conducted only on deficient areas of an employer’s health and safety management system. Limited scope audits have two objectives: 1. To produce focused and measurable improvements in an employer’s health and safety management system. 2. To offer an employer with minor system deficiencies the opportunity to achieve certification without repeating the entire audit process.
Did any near misses occur? Near misses should be investigated too. The Auditor may still ask interview questions to gauge employee’s knowledge of the investigation program. Companies who work in low risk office/admin type environments may apply N/A to Topic G3 in the Large COR audit tool.
A site-specific hazard assessment is performed before works starts at a site, and at sites where conditions change, or non-routine work is added. Site Specific Hazard Assessments identify and control unexpected hazards that cannot be anticipated in the formal hazard assessment system. These hazards are specific to a work location and are often changing. Examples of hazards identified on the site-specific hazard assessment: access and egress hazards, overhead hazards, powerlines, lighting levels, other workers in the area, noise: Site-specific information and template.
A COR may be issued based on an audit of the employer’s out of province operations, provided the employer has met all applicable Energy Safety Canada requirements, including the expectations of the province in which they are seeking a COR. Employers that do not maintain a continuous presence within their own province and continuously operate mobile equipment or temporary worksites in another province may also qualify for a COR.
With our online portal system, you can login and view the status of your audit as is flows through the different stages.
Your Maintenance SECOR audit should be submitted around your anniversary date. This date can be found on your SECOR Certificate by looking at the expiry date. For example, if your expiry date is May 31, 2022, you should be conducting your maintenance audit in May.
Review of the formal hazard assessments should occur: On a regular basis, designed to keep the results up to date. The company should have a predetermined frequency outlined in their program; when a new work process is introduced; when changes are made to operations or a work-related process; when site-specific hazard assessments, inspections, and/or investigations identify a previously unrecognized hazard. The industry recommended review times is annual review for changing operations with higher risk, and every three years for low risk administrative companies.
The best way to understand when your audit is due it is look at your certificate of recognition certificate and you will see an expiry date on it. The month is the month you should be submitting the completed audit to us. If you can not make that date you have until the end of the quarter that your expiry date falls in.
When Companies do not have designated Supervisors, the Auditor should be assigning those who direct the work of others to the multi-role position in the site summary table. The persons might be the Senior Manager, a Dispatcher, and Lead hand, etc. If you do not designate a person to the Multi-Role function, the Supervisory questions will score 0% in the audit tool. NOTE: Do not make all employees Multi-Roles as there needs to be workers selected in order to answer the worker specific questions.
It takes approximately 2 to 3 weeks before the certificate is received by Energy Safety Canada after your audit has been approved. We then forward the certificate on to your company. In the meantime, WCB Alberta and WorkSafeBC update their websites regularly with company certificate numbers and expiry dates. Also note that certificates are not issued in maintenance years.
Why is it important that Auditors inform Energy Safety Canada of any changes in the audit registration?
The Outline of Roles and Responsibility states that part of the auditor’s role and responsibilities is to report to Energy Safety Canada any changes, (e.g., start date, audit type, etc.) to the original audit registration as soon as those changes are known. Changes must be reported by completing the Change Request on the Auditor’s Portal.