Employers often have questions about their legal requirement to post certain health and safety documents in the workplace. Posting safety information is important because it:

• supports a worker’s right to know about the hazards in the workplace.
• helps clarify a worker’s duties and roles under the Internal Responsibility System (IRS).
• provides resources for workers with health and safety concerns.
• shows your company’s commitment to health and safety.

Here’s what you need to know about posting health and safety info in your workplace.

What health and safety documents am I required to post? 

Under Ontario workplace safety laws (the Occupational Health and Safety Act (OHSA) and the Workplace Safety & Insurance Act (WSIA) workplaces with 20-49 employees must post a variety of safety documents. These items must be accessible for all employees. They can be shared electronically or in the physical workplace, a lunchroom, punch clock, locker room or other well-frequented location.

Legislation and Posters

• The OHSA – You must post a physical copy of the OHSA in your workplace. This can be posted electronically, or you can make a physical copy available. If you run a farming operation, Regulation 414 for Farming Operations should also be posted.
• “Health and Safety at Work – Prevention Starts Here” - This free poster outlines the rights and responsibilities of workers, supervisors and employers. It must be shared or displayed in English and the language spoken by the majority of workers. It is available in 21 languages, and you can download the PDF versions from the Ministry of Labour, Immigration, Training and Skills Development (MLITSD)’s website.
• “In Case of Injury at Work” – This poster displays the steps workers and employers need to take if someone is injured at work. You can download the free poster from the Workplace Safety and Insurance Board (WSIB).

Policies and inspections

The following policies and inspections must be posted in your workplace with 6-19 employees.  Click on the links to access free templates for your workplace.

• health and safety policy statement
• violence policy statement
• harassment policy statement
• joint health and safety committee (JHSC) information, including:
  • member names and work location
  • JHSC meeting minutes
  • monthly inspection report by worker JHSC representatives

Emergency contacts

Place the following emergency contacts near all phones in the workplace:

• Emergency services - fire, police, ambulance, and utility (hydro/gas) contacts. 
• Poison Control Centre - 1-800-268-9017
• MLITSD - 1-877-202-0008 
• Ontario Ministry of the Environment - 1-800-268-6060

Other items

• Evacuation plans and fire maps: Include building-specific details, safe areas, and weather shelter spaces. Make sure these items are visible and in accessible locations for all employees and are specific to work areas.
• First Aid stations and providers – Under the WSIA, the locations of first aid stations and the information about workers trained to provide first aid (names, first aid certificates, and work locations) must be posted.
• Hazardous Physical Agents -Employers must post prominent notices warning of hazardous physical agents in the workplace where they are present or will be used. This includes hazards such as vibration, extreme temperatures, radiation, or noise levels (where sound regularly exceeds 85 dBA).
• MLITSD Orders and Notice of Compliance – If your workplace has received any MLITSD Work Orders or a field visit, post them where employees can see.
• Workplace Testing Results – If you’ve performed noise tests, air quality checks or other assessments, the results should be posted to share with your staff.
• Employment Standards in Ontario – This poster must be provided to all workers within 30 days of hiring and describes important rights and requirements under the Employment Standards Act. It is available in multiple languages, and the PDF can be downloaded for free from the Government of Ontario..

How to use your health and safety board to engage employees 

Use these tips to help ensure employees will benefit from your business' health and safety board.

• Translate materials into different languages. Translate materials into the main languages spoken at work to make them accessible. Consider asking existing employees who speak the languages to help with translation.
• Make sure your health and safety board is easy to find. Whether in a physical location or on your intranet, ensure employees know where your board is. Keep the board well organized and remove clutter so it's easy to read.
• Update the materials. Keep information current, especially your health and safety policy and violence prevention policy, which must be reviewed annually.
• Share your board during employee orientation. Show workers the health and safety board and first aid stations during their safety training. Encourage them to ask managers or supervisors about any safety concerns.
• Design safety talks or workplace activities around the board. For example, a safety board scavenger hunt. 

More resources

• WSPS Small Business Centre - Enhance your health and safety program with training, checklists and tools, available to workplaces of any size.
• What to post: workplaces with 20-49 employees (checklist)
• Who is responsible for health and safety in my workplace? (article)
• Posters required in the workplace (Ontario.ca)
• Small Biz Safety Podcast - Let our safety experts walk you through simple steps to make your workplace safer and your business better in this monthly podcast.

The information in this article is accurate as of its publication date.