Validation Bumps and Struggles

As you progress through your HSEp journey, you may notice it’s time to get those Evidence Boards ready for validation. For those who 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, we are always here to support you in this process. Today, we wanted to share some lessons learned as members submit their evidence for WSIB validation.

The purpose of the validation is to prove that you have completed the 4 steps of implementation (Plan, Do, Check, Act) and that you met all of the topic requirements found in the HSEP - Health and Safety Topics Guide.

Prior to submission, you would have sent your completed evidence submission templates for steps (1-4) to us to review to determine if we believe your submission demonstrates that the program is implemented and effectively “living and breathing” in your workplace. The expectation from the WSIB validation team is on you, the member, to understand the requirements and demonstrate your ability to implement 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 validation, 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 HSEp journey a positive experience. In order to do this, there are some things that they will always look for, no matter the topic. They are:

• Dates – They must be sequential in step and show that you have implemented the mandatory 60-day “Full Implementation” 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 will accept them.

• Training Retention – WSIB likes to see that your program is sustainable by demonstrating that training has been retained after your 60-day “Full Implementation” period. This can be done by randomly interviewing the impacted parties on the topic and asking them a few questions from the training. Remember to document the interviews so you can show proof. Audio or written documentation is accepted as long as it shows that training was retained.

• Multiple locations with one account number – If you have multiple locations 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 20%. Speak to Dunk before submitting your Evidence Step 3 to us for review, and we will assist you with this. It’s also recommended by the validation team that you use different locations for different topics, depending on how many locations you have under the account.

• Updated Contact Information in the WSIB Digital Portal – This is a big one, as 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. 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. Just know 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.