As the year comes to a close and we sit back and wonder where it has gone, it’s time to get those Evidence Boards ready to submit for validation. For those that are at that stage in their HSEp journey, you’re probably thinking, “how can I get through the validation as smoothly as possible”? Well never fear, Dunk is here to support you in this process. Today we wanted to share some learnings as members submit their evidence for WSIB validation.
The purpose of the validation is to prove that you have completed the 5 steps of implementation and that you met all of the requirements of the topic that were found in the HSEP - Health and Safety Topics Guide.
Prior to submission, send your completed Evidence board to Dunk & Associates to do a review to determine if we believe your submission demonstrates the program is implemented and effectively “living and breathing” in your workplace. There is a reliance on you, the members, to understand the requirements and meet them in your submission. Don’t fret, if you require assistance, we are here to help!
As the HSEp is always improving and as we grow and learn from each submission, we make your journey more efficient. During the validation process, it is the WSIB Validator’s goal to make this as seamless as possible and make the end of your journey a positive experience. In order to do this, there are some things they will always look for no matter the topic. They are:
Dates – They must be sequential in order and show that you have implemented the mandatory 60-day “Living and Breathing” period in your topic implementation. Don’t worry if some of your dates are out of order. As long as they are explained in your submission and make sense, the validator should accept them.
Training Retention – WSIB like to see that your program is sustainable. By demonstrating training has been retained after your 60 day “Living and Breathing” period. This can be done by randomly interviewing the impacted parties of the topic and ask them a few questions from training. Remember to document so you can show proof. Audio or written documentation is accepted as long as it shows it was retained.
Multiple locations with one account number – If you have multiple accounts with one account number, you can provide a sample of evidence to show that your locations have all met the topic requirements and have implemented them in the workplace. How many locations do I need to submit evidence for? Well depending on how many locations you have; the general rule is 1/3. Speak to Dunk before submitting your Evidence boards for review and we will assist you with this.
Updated Contact Information in the WSIB Digital Portal – This is a big one! If the validator has a small question regarding your submission, they will reach out and call you to clarify. If they can’t get ahold of you because your contact information is wrong, it will result in an Additional Evidence Request (AER) and there will be more work for you to do in the program and you only have one shot to get it right. Make sure to take the call or if you are busy call them back ASAP!
Above are just a few tips to ensure that your validation goes smoothly. Remember that you are not in this alone and we, at Dunk & Associates, are here to advocate that your hard work and evidence earned a rebate.