Fourteen (14) States in the Union require a workplace safety committee of one sort or another but only the State of Pennsylvania has a true certification process. This process not only builds the development of a strong management & employee-driven safety culture but also offers a financial incentive through a discount on the company’s workers’ compensation premium. Let us go over the fundamental elements a business needs to put a workplace safety committee into place.
So where do we begin? At the top with commitment from management. The state requires a specific ratio of management versus “front-line” employees, weighting heavier towards front-line employee participation. Ideally, management pledges to support the safety committee operation and encourages the front-line employees to run the required, monthly meetings.
A workplace safety committee must include a minimum of four (4) members, must elect officers, and monthly meetings must be conducted. Once your workplace safety committee has been formed, the state requires documentation of the committee activities. This documentation is in the form of written agendas, participant documentation (sign-in), and minutes that follow the meetings. The documents should detail old/new business, safety training(s) conducted, facility/job site safety inspections, and the details of any workplace accidents/incidents including the corrective actions that the committee has taken. These records again, are an important and required piece of the certification puzzle.
For the initial certification of your workplace safety committee, your company will need documentation of at least six (6) consecutive monthly meetings and completed annual safety committee training by a state-certified trainer. There are additional detailed items that are required by the state, and these can be discussed during the annual required training. This documentation MUST be submitted to the state’s website at least thirty (30) days prior to the renewal of your workers’ compensation policy (Example: WC policy expires December 31st; submission of initial application must be no later than December 1st). Obviously, we do not recommend cutting it this close, so Pennsylvania allows you to begin your submission process up to ninety (90) days prior to that renewal date.
The HMK Risk Management department is here to assist you through each step of this process. We can guide you on committee formation, conducting your annual training, and assisting with the submission of your initial certification application. Have a safe day!
Jade Simmers
Director of Risk Management
