In industry, there is clearly an urgent need and opportunity for employers to address this problem and safeguard newly hired workers. The following information will help you create a Short Service Employee Program or improve an existing program.
The “Short Service Employee (SSE) Program ” outlines minimum requirements of contractor companies using employees with less than six months service with the contractor company or in their craft/trade.. The requirements are as follows:
An initial employee orientation is required.
- SSE’s shall be kept to a minimum on a work location.
- SSE’s may only work under the direct on-site supervision of a designated contractor employee.
The contractor person-in-charge must provide written notification of all SSE’s working.
SSE’s should be easily identifiable while on work locations.
- Mentoring – a process of transferring skills and knowledge from one person to another in a work environment.
- Supervisor – The individual responsible for the direct supervision and oversight of an employee.
- Short Service Employee (SSE) – A newly placed full-time or temporary employee or subcontractor with less than six months’ experience in assigned job.
- Short Service Employee Mentor-Person with at least 6 months’ employment with the company who has demonstrated safe and efficient work habits.
The responsibilities of company leadership and management are to set expectations, evaluate effectiveness and:
- make and demonstrate a personal commitment to a strong and functional Health Safety and Environmental work culture,
- establish a written, signed and dated HSE policy that sets compliance expectations for management and employees,
- provide employees access to company policies, standards and procedures,
- establish written HSE Orientation and Short Service Employee Programs for all employees newly assigned to any job or task,
- ensure that all employees new to a job assignment are identified to the responsible supervisor(s) and placed into the HSE Orientation and Short Service Employee Programs, and
- audit, review performance and take timely corrective actions to continually improve the effectiveness of the orientation and Short Service Employee Programs.
The responsibilities of Supervisors in the Short Service Employee Program are:
- know which jobs and crews are using Short Service Employees,
- ensure Short Service Employees are appropriately identified per this plan,
- develop and communicate Job Safety Analyses (JSAs) to affected personnel upon initial assignment and when the operation changes,
- ensure Short Service Employee Mentor possesses proper knowledge and skills in the job task assigned,
- ensure Short Service Employee Mentor is adequately training SSE,
- ensure Short Service Employee is gaining the necessary knowledge and skills in the job tasks, and
- follow all safety rules and company policies.
The responsibilities of the Mentor in the Short Service Employee Program are to:
- be an experienced and responsible person assigned by the supervisor to work with the new employee,
- be selected based on a history of safe work and policy/procedural knowledge,
- be able to communicate the expectations and characteristics of work tasks and their associated hazards,
- have a patient disposition, as well as the desire and willingness to devote the necessary time to succeed as a mentor,
- possess knowledge and skills in the job tasks assigned to the SSE,
- be willing and able to effectively listen to the SSE to determine if the SSE is learning and retaining the knowledge being shared,
- be willing to watch a SSE perform a job without interfering as long as the SSE is not in a position to harm themselves, others, the environment or the equipment,
- adopt a positive safety attitude, avoid criticism, and strive to build confidence and self-esteem in the SSE,
- be able to teach the SSE the proper way to create a quality JSA and to follow that JSA in performing tasks,
- keep abreast of new equipment in their field of expertise,
- refrain from taking shortcuts and doing anything else that jeopardizes health or safety,
- demonstrate a positive work ethic at all times, and
- introduce the SSE Checklist to the new employee. The checklist is a tool to train the new employee and monitor progress,
- review the checklist with the new employee periodically over a six-month period, and forward the information for supervisor and management review, and
- follow all company policies and procedures.
Short Service Employee Responsibilities
The responsibilities of the Short Service Employee are to:
- be willing to watch and listen to the Mentor,
- establish a positive safety attitude toward assigned job tasks,
- learn how to create and follow JSAs,
- be willing to learn how to do each task in a safe and environmentally sound manner,
- stop and report unsafe conditions immediately,
- participate in safety meetings, and
- follow all safety rules and company policies.
SSE Quality Assessment and Control
- Management should review the effectiveness and quality of the Short Service Employee Program at least annually.
- SSE Orientation and Training documentation should be audited for accuracy, timeliness and completeness.
- Onsite inspections should be conducted to ensure that supervisors, mentors and Short Service Employees are adhering to the SSE Program.
- The number of incidents involving new employees should be measured, compared to the general workforce and evaluated for trends or performance variations.
- Management should ensure that all program deficiencies are promptly corrected and documented.
Safety training shall be determined and conducted by individual company policies and procedures, in compliance with all regulatory requirements. Create an open and inclusive work area that encourages questions. Supervisors should never criticize or belittle anyone for their questions! Again, this goes with creating an inclusive work area that encourages speaking up. Make it very clear that reporting unsafe or unhealthy conditions is a valuable response for employees.
- Ensure your new employees are properly trained for the task that they’re given and the safe work procedures that are required to know for the procedure.
- Be slow, clear and methodical with the information you give a new employee. Provide them with manageable chunks of information that won’t overload them.
- Make sure these at-risk employees are always under supervision until you can be sure that they’re working at an adequately safe level.
- Provide your employees with written documents and information that can be used as a reference down the road.
- Having good role models who are willing to talk, help, and provide feedback to new employees and guide through out the learning process
This is achieved through an observation cycle which consists of:
- Observe people
- Analyze their work practices by focusing on safe and unsafe behaviours
- Talk with them about safety
- Actively correct and prevent unsafe acts and conditions
- Reinforce safe behaviour of all employees
- Report the observations and how they can be improved
Some of the benefits for your company:
- Enhanced reporting
- Increased hazard recognition
- Share recognized Hazards
- Data gathered is used to develop trends
- Trended data can be used to improve overall safety for employees
- Employees have greater sense of ownership of the HSE program