Developing Safe Work Procedures (SWP’s)

  • Safe Work Procedures are developed by SUMMARIZING the IMPORTANT INFORMATION that has been identified while conduction a Job Hazard Analysis.
  • Some SWP’s will be more comprehensive than others based on the hazards associated with the job.
  • SWP’s may include: scope, qualifications of operators, or materials required
  • SWP’s must:
    • Use positive language
    • Summarize the information gather in the JHA
    • Identify the specific job that the procedure applies to
    • Identify who wrote and/or approved the SWP
    • Identify the original date it was produced and the latest revision date
    • Identify specific hazards you may encounter while performing this job
    • Identify Personal Protective Equipment (PPE) or devices required to perform this job safely
    • Identity any special equipment or controls that are required (lockouts, emergency stops, etc)
    • Describe the step-by-step procedures to perform the task safely
    • Refer to or describe the steps to follow in an emergency or during an equipment malfunction
    • Refer to guidance documents, standards or legislation that applies to the specific task

 Approval of Safe Work Procedures

  • Each course instructor will complete the following steps in terms of preparing documents for approval from HSD WSH Committee:
    • Critical Job Inventory
    • Job Hazard Analysis
    • Safe Work Procedure
  • Instructors may use the following resources for gathering critical information for all SWP’s.  WSH regulations; standards – CSA, ANSI; best practices; and manufacturer documents.
  • The instructor will then share the JHA/SWP’s with a “critical” friend for review.
  • The JHA will be submitted to the school administrator / shop supervisor for review.
  • The school administrator / shop supervisor will then submit the SWP’s to WSH Officer, who will then take them to the WSH Committee for review and approval.
  • Committee will meet and approve SWP’s quarterly.

Process to Approve Safe Work Procedures

  • SWP is developed by the staff member in consultation with the Divisional WSH Consultant.
  • Copy of SWP sent to Administration Office for review.
  • SWP’s presented to the divisional WSH committee for final approval.

Analyzing Jobs to Develop Safe Work Procedures (SWP)

The process to conduct a hazard assessment will include the following three steps:

  • Develop a Critical Job Inventory and assess the risk associated with those jobs.
  • Conduct a Job Hazard Analysis of each of the jobs in the Critical Job Inventory.
  • Develop Safe Work Procedures (step-by-step description on how to proceed safely from start to finish) using the Job Hazard Analyses that have be completed.

Developing a Critical Job Inventory (CJI)

All HSD staff will review the jobs in their workplace and prioritize them using the following three steps:

  • Develop a system of identifying critical jobs
    • Review specific tasks / list the jobs or tasks involved
    • Review the equipment used in the workplace / classroom / lab / shop
    • Review statistics on file (first aid records, incident reports, etc)
    • Review all new jobs, unknown jobs, or infrequently performed jobs.
  • Evaluate the critical jobs and determine the degree of risk – considering the following factors:
    • Severity
    • Probability
    • Frequency
  • Create the Critical Job Inventory that will be used to develop Job Hazard Analyses and Safe Work Procedures.  The following will be included in a CJI:
    • Date that the CJI was done.
    • Department job is conducted / manager/supervisors involved in the area/dept.
    • Teacher/Occupation that conducts the job.
    • List of jobs/tasks along with the potential loss or injury that may be encountered when conducting these tasks.
    • Critical rating or priority rating

Rubrics used to create CJI include:


Potential Loss

Severity Probability Frequency Total * Critical
Rating **







Critical Rating










Fatality or permanent total disability


Likely to occur immediately


> 75% of day


Lost time injury


Probable in time


50% – 75% of day


Reportable injury, no lost time


Possible in time


25% – 50% of day


Minor Medical Treatment


Remotely possible


<25% of day


Conducting a Job Hazard Analysis (JHA)

When a Job Hazard Analysis is done, the following three steps will be followed:

  • Break the job down into its basic steps.
  • Identify the hazards that are present in each of the steps (safety and health hazards).
  • Recommend controls for all hazards that have been identified.


Job Steps




Every task can be broken down into steps. This sequence of steps will eventually become the basis of the safe work procedure.

Identifying every step of the task is essential to the end result.

Ensure you write down everything the worker does. After each step is identified, you can go back and combine things or eliminate unnecessary detail.

Limit the number of steps that you actually record. If there are too many steps to your job, you may need to look at breaking the job down into two jobs.

* You generally should not have more than 15 steps in your job.
Workers must play an active role in this process.

Identify the hazards present in each of the Job Steps.

Safety Hazards

  • Falls
  • Pinch points
  • Sharp points
  • Sharp edges
  • Moving machinery
  • Dropping items
  • Pressure systems
  • Fire and explosion

Health Hazards

  • Chemical Hazards (acids, solvents, fumes)
  • Biological Hazards (bacteria, viruses)
  • Physical Agents (heat, noise, radiation)
  • Risks for Musculoskeletal Injury (MSI) (awkward postures, forceful exertions, repetitive motion)

Psycho-Social Hazards
(harassment, time constraints,

What controls can be implemented for each of the hazards that you identified?

At the Source

  • Elimination
  • Substitution
  • Redesign
  • Isolation
  • Automation

Along the Path

  • Relocation
  • Barriers
  • Absorption
  • Dilution

At the Worker’s Level

  • Administrative controls
  • Orientation, training and
  • supervision
  • Work procedures
  • Emergency planning
  • Housekeeping
  • Hygiene practices
  • PPE