Proper documentation of on-the-job (On-Site) briefings
As promised, in this issue we continue the topic of proper documentation of different types of briefings and the frequent mistakes in their conduct.
It is time we discuss the on-the-job (On-Site) briefings.
On-the-job (On-Site) briefings are conducted for the specific workplace before the employee or worker is assigned independent work according to a program approved in advance by the employer. The conducted on-the-job briefing is documented in the book for on-the-job briefings, recurrent briefings, extraordinary briefings — Appendix No. 1 to Art. 11 (5) of Ordinance РД-07-2/16.12.2009 on the terms and conditions for conducting recurrent trainings and briefings of the employees and workers on the rules for ensuring healthy and safe working conditions (the Ordinance), entering the type of briefing — (on-the-job) in column No. 6 for the type of briefing.
The Ordinance allows for simultaneous onboarding and on-the-job briefing in enterprises with staff of up to 50 employees, and/or a limited number of production activities. In these cases, the on-the-job briefing is conducted on the day of the onboarding briefing (they match).
In the described case, the dates of the conducted briefings in both books (for onboarding briefing and for on-the-job briefing, recurrent briefing, extraordinary briefing) match. – match.
To the workers and employees whose work is related to the use, maintenance and upkeep of machines and other technical equipment or are engaged in activities that endanger the health and life of people, regardless of their training, education, qualification, and work experience in the same or another profession, in addition to the on-the-job briefing, the Ordinance also requires a training on the rules for ensuring safe and healthy conditions at work.
In these cases, a training is conducted, for which an examination report is drawn up and after the exam has been passed, the employees are allowed to work independently. An examination report is issued — according to Art. 13 of Ordinance РД-07-2/16.12.2009 for the conducted training, which is stored in the employment file of the employee. The employer is the one to determine the workplaces and the employees who should be briefed and pass an exam; the curriculum; the duration of the training; the trainers; and the form of the exam.
For cases when a training is conducted, for which an examination report is drawn up, the entry in column No. 6 (on-the-job) in the book for recurrent briefings has the same date as the passed exam and the admission to independent work of the employee, according to Appendix No. 3 to Ordinance РД-07-2/16.12.2009 on the minimum duration of onboarding briefings and on-the-job briefings. Appendix No. 3 to Ordinance РД-07-2/16.12.2009 on the minimum duration of on-boarding briefings and on-the-job briefings.
For activities with high production risk and dynamics in the organization of work and technology, the onboarding and on-the-job briefings have a minimum duration according to Annex No. 3 to Article 11 (3) of the Ordinance, and namely:
1.1. Underground work (beginner workers) — Onboarding briefing — 5 business days, on-the-job briefing — 20 business days;
1.2. Underground work (workers who have been transferred from other underground sites): Onboarding briefing — 3 business days, on-the-job briefing — 15 business days;
2. Work in open mines and quarries; above-ground workers working in underground sites: Onboarding briefing — 2 business days, on-the-job briefing — 10 business days;
3. Carrying out construction works; work in geological research sites and in oil and gas production: Onboarding briefing — 1 business day, on-the-job briefing — 5 business days;
4. Maintenance of machines, equipment and technological processes with increased risk: Onboarding briefing — 1 business day, on-the-job briefing — 3 business days;
5. Work in metallurgical and chemical enterprises; work with hazardous chemicals and preparations: Onboarding briefing — 1 business day, on-the-job briefing — 2 business days;
6. Employees directly engaged in a railway transport activity: Onboarding briefing — according to the legislation, but no less than 1 business day, on-the-job briefing according to the legislation, but no less than 3 business days;
7. Employees producing or using explosives: Onboarding briefing — 2 business days, on-the-job briefing — 6 business days;
For any activities and types of work not covered in the appendix, the duration of the briefing is determined by the employer.
In the book for recurrent briefings, the person (the Manager) who allows the employee to work independently must sign (for example: production manager, foreman, shift manager, etc.) for the registered record (on-the-job) in the column (signature of the manager who allowed independent work)
General rules for proper documentation of the briefings.
The briefing books must comply with the Ordinance.
⚠ ️Columns and rows cannot be removed and/or omitted.
It is possible to order the briefing books in a printing house with data of the organization/enterprise, as well as with more pages or larger format, bigger line spacing, watermark or logo, etc., however, this is not common practice.
Serial number of the briefing (consecutive numbering).
The first column of each briefing book is (consecutive numbering). This is the number documented in the briefing book. When conducting initial briefing and onboarding for three people at the same time, these are three separately conducted briefings. Accordingly, each individual briefing of each employee should be recorded with its own serial number. In the next initial briefing, the consecutive numbering should be continued, i.e. without repetitions or interruptions.
All three names of the briefed person should be written in the columns.
In the sample of all three books in column 2 “First Name, Middle Name and Last Name of the Briefed Person” should be entered. This means that the set sample, according to the Ordinance, mandates spelling all three names of the briefed person and no abbreviations or writing down just the first and last name is allowed.
In the next two columns, the unit and the position of the person should be written down.
Two of the columns of the briefing books are entitled respectively:
"Workshop, unit, department, section"; "Position, type of work, profession"
Two of the columns of the briefing books are entitled respectively: "Workshop, unit, department, section"; "Position, type of work, profession"
It is important to write down fully the unit or position.
Abbreviations can be used, which unambiguously define "Workshop, unit, department, section" or "Position, type of work, profession". There is no explicit prohibition on their use, if they are common in the organization/enterprise.
The inspectors should check that the books have been filled in correctly and that the briefing actually took place, and not just as a formality. If the books are filled in incorrectly, they might be interpreted incorrectly later when they are needed.
The usage of the repeat sign is prohibited ⚠ ️ ( - || - )
Using the repeat sign ( - || - ) is common practice when people need to write down 10 or more times the name of the same office or position.
There is no explicit prohibition in the regulatory framework, but the title of each column explicitly stipulates how the respective box should be filled in, regardless of the fact that the regulatory framework does not contain an explicit prohibition. The briefing books are important documents that protect you from a number of complications. It is important that the records look diligent and not kept just as a formality.
If the books are filled in incorrectly, they might be interpreted incorrectly later when they are needed.
A separate signature of each instructor should be affixed to each trainee.
Sometimes, when a group briefing is held, the instructor affixes several long signatures horizontally in the column, certifying the conduct of the briefing to a group of employees/workers.
Remember that the briefing of each employee is a separate act and it needs to be certified separately. Signing in the above-mentioned manner hints at formalism and is not conclusive evidence of conducting the briefing.
There should be no blank rows in the books.
Sometimes, for the sake of clarity, one or two rows may be skipped between two briefings or a new page can be started without finishing the previous one, in which case its rows remain blank. This creates conditions for more briefings to be added later.
Of course, you can start the next briefing on a new page and you can leave blank rows between two consecutive briefings, but they must be (closed), i.e. the blank rows should be marked with the commonly accepted for the purpose "Z" sign or in another way suitable to you, so that these cannot be used later.
The Ordinance does not explicitly describe whether or not you can leave blank rows or pages, but consistency, integrity and traceability of the records must be ensured and accidental or illegal destruction of information or its alteration by unauthorized persons must be prevented.
Mandatory signature of the trainee.
If there is no signature of the trainee, this practically means that no briefing has been conducted. The signature of the trainee is the written proof that he/she has been "briefed".
Mandatory signature of the instructor.
The lack of a signature of the instructor means that the legal requirement for documenting the briefing has not been met.
It also leads to the conclusion that there was something wrong with the briefing, i.e. the briefing book is left only for collecting signatures as no actual briefing has been conducted. The consistency of taking enough time to conduct a briefing but not finding sufficient time for the instructor/trainee to sign the book and certify the briefing causes doubt.
There is no legal requirement to whom should fill in the briefing books.
The only obligation is that the signatures should be affixed by the persons themselves.
The officials conducting the briefings are provided for with an order, and they must have been trained and have a valid certificate issued.
In a separate edition we will address the topic of briefings and briefing books in the conditions of remote work.
If you need assistance in filling out the briefing books, the team of HEALTH & SAFETY Occupational Health Service is at your disposal.