How to Handle a MOL Inspection: Tips for a Smooth Compliance Process
Ministry of Labour (MOL) inspections can be stressful and overwhelming, particularly in industries, such as construction, where safety legislation is stringent. But, with the right preparation and knowledge, you can help ensure that your workplace is compliant and that the inspection goes without a hitch.
What is an MOL Inspection?
The Ministry of Labour, Immigration, Training and Skills Development (MLITSD) conducts inspections to verify that workplaces adhere to Ontario’s health and safety standards. These inspections assist in identifying and correcting hazards, ensure compliance with the Occupational Health and Safety Act (OHSA) and investigate any workplace incidents or complaints. Inspectors can enter workplaces, ask questions, look at equipment, and request documents to verify compliance.
How to Prepare for an MOL Inspection
Review Your Health and Safety Program
Make sure your Health and Safety Program is up-to-date and compliant. These include processes for identifying hazards, policies on personal protective equipment (PPE) use, emergency response processes, and procedures for reporting and investigating accidents.
Conduct Internal Audits and Inspections
Conduct routine inspections of your workplace to find and fix hazards. Implement checklist reviews for equipment, signage, and safety protocols. You will need to document your findings and any corrective action taken. Detailed records will demonstrate to inspectors your commitment to a safe workplace.
Maintain Accurate Documentation
Inspectors may ask to see a range of documents. Ensure your health and safety policies, training records, equipment maintenance logs and incident reports are up to date and easily accessible. Organized records can help facilitate a quicker inspection process with minimal complications.
Train Your Staff
Workers must be fully aware of their safety responsibilities. Have regular safety training, ensure that all the staff members know how to report hazards and train supervisors to be confident about answering the questions during inspection. A safety-oriented culture and a well-prepared team is a proactive culture.
Appoint a Health and Safety Representative
When the inspector arrives, having a designated representative familiar with your safety protocols ensures the inspection goes as smoothly as possible. This individual must be prepared to answer questions, supply documents, and take the inspector around the site. Make sure your representative understands the standards your organization adheres to such as COR 2020 or ISO 45001.
During the MOL Inspection
Be Professional and Cooperative
Welcome the inspector and give him/her full access to the site. Answer questions quickly and honestly. Do not be defensive or hide information, which makes the inspection difficult.
Provide Documentation Promptly
Make sure your safety documentation is in order and ready for presentation. This means only providing what the inspector asks—you don’t want to confuse by giving more than they are asking for.
Take Notes
Document the inspector’s observations, any concerns raised, and recommendations provided. Keeping detailed notes will help you address issues after the inspection.
Address Immediate Hazards
If the inspector finds an immediate hazard, rectify it quickly. A timely response showcases your commitment to safety and may result in a more favourable outcome during the inspection.
After the MOL Inspection
Review the Inspection Report
Read the inspector’s report closely. Know any orders or recommendations and the deadlines for compliance. Resolving uncertainties right away will prevent problems down the track.
Implement Corrective Actions
Address any issues you identified as soon as you can. Whatever actions you take, keep documenting those actions as proof of compliance with the inspection.
Communicate with Your Team
Communicate and share inspection results with your team and corrective actions(if any) Encouraging safety protocols is useful for preventing next time, and also keeping everyone up to date.
Seek Expert Support if Needed
If you are not sure how to tackle certain inspection findings, consulting with a health and safety professional can help guide you to a way of compliance.
Need assistance preparing for an MOL inspection? Contact Health and Safety Advisors today for expert guidance and tailored safety solutions.