The purpose of the Hazard Reporting Procedure is to outline steps to follow in reporting hazardous situations and conditions that may endanger the health and safety of yourself or others.

This procedure does not replace City of Toronto and legislated reporting and documentation requirements for workplace inspections, accidents or injuries, critical injuries, or work refusals.


This procedure applies to all City employees and is to be used when a potential or actual hazardous condition/act exists.

A hazard is identified as any condition or action in your work environment that could lead to someone developing an illness or someone being injured


This procedure is a two part process – the worker completes Hazard Report Form to report the hazard. The Supervisor, who receives the form, investigates and responds back by completing the Hazard Report Response Form.

  1. Every employee is responsible for the identification, immediate reporting and where possible elimination and control of hazards in the workplace.
  2. Hazards that individual employees are unable to correct or eliminate themselves must be reported. For those hazards they believe are high risk, or where the response to the hazard is inadequate or time sensitive, the hard copy Hazard Report Form or the on line Hazard Report Email is to be completed and brought to the attention of your immediate supervisor.
  3. Upon completion of the hard copy Hazard Report Form or the Hazard Report Email by the employee, the immediate Supervisor is to:
    • a) Assess the hazard and initiate an action under their own control or through another third party City Division (i.e. Facilities Management) immediately, with the intent to eliminate or control the hazard.
    • b) Provide feedback on their action to the employee having reported the hazard within a reasonable time frame, but no longer than 1 week of receipt of receiving the notification.
    • c) Make a notation of the action taken in the Hazard Response Form
  4. At any stage, the employee reporting the hazard may enlist the support of their Joint Health & Safety Committee or Health & Safety Representative, whose role it is to facilitate discussions between the employee and supervisory level in remedying the hazard. Committee Co-Chairs are notified on the Hazard Report Form/Email as a notification that a hazard has been reported and to track if they wish as part of Committee business. At all times, the JH&SC/H&S Rep and employee must first allow the Supervisor the opportunity to address the hazard.
  5. Upon receiving the completed Hazard Report Form, the supervisor will take every precaution reasonable in the circumstances for the protection of the worker. In order to define the probability and severity of the risk for the reported hazard, the supervisor will use the Workplace Assessment Tool on the back of the Hazard Response Form. The tool requests the supervisor to indicate the location, type and name of the identified hazard reported. The assessment tool then requests the supervisor to assess the severity, frequency, probability and significance of the hazard by giving each a numerical weight. Severity of a hazard is related not only to bodily injury, but also equipment damage or condition that can lead to bodily injury. The higher the sum of the weighting, the higher the significance of the hazard.
    • A. High ratings are Class A Hazard that could result in death, permanent disability, loss of body part or extensive loss of structure, equipment or material.
    • B. Medium ratings are Class B Hazards where serious injury or illness could result in temporary disability, property damage that is disruptive, but less severe than Class A.
    • C. Low ratings are Class C Hazards that may result in minor injury or illness that is non-disabling
  6. The supervisor will identify on the assessment tool if training is required to protect workers from the hazard and if controls are in place and are adequate. The higher the significance of the hazard and the less adequate the controls, the supervisor must take more immediate action.
  7. The supervisor will complete the second step of the form by identifying their response to the worker of the action taken to eliminate or control the hazard.
  8. To ensure communication and follow up, the supervisor will send copies of the completed Hazard Response Form to the Joint Health & Safety Committee Co-Chairs or Health & Safety Representative as well as the next level of management. Copies may also be forwarded to the appropriate Consultant in the Human Resources Health & Safety Section.

Hazard Reporting Procedures – Questions & Answers

1. What is the purpose of the Hazard Reporting Procedure?

The purpose of the Hazard Reporting Procedure is to outline steps to follow in reporting hazardous situations and conditions that may endanger the health and safety of yourself or others.

As well, it is a continuous improvement initiative that will enable us all to address hazards in a systematic way with the ultimate goal of eliminating and/or controlling the risk of injury, illness, or property damage.

2. Do I have to complete a Hazard Reporting Form each time I see a hazard?

No, by all means, if it is safe for you to do so, please eliminate and/or control the hazard. For example, if there is an electrical cord lying across a walkway, please either remove it safely, or tape it down to avoid a trip hazard.

The Hazard Reporting Form is an effective tool that can be utilized in more complex hazards that may require further analysis, investigation, or testing.

3. How was the Hazard Rating System devised?

The Workplace Hazard Assessment Tool is a method of determining the probability and severity of the incident if it is not addressed in a timely fashion. The information contained in the assessment tool is an accepted safety industry standard.

4. If I have identified a hazard, what should I do?

Some workplace hazards are easy to correct. If it is possible for you to eliminate the hazard (i.e remove a trip hazard from a walking surface) then do so. This action should still be reported to the supervisor for future follow up. If the hazard requires further intervention, report the identified hazard(s) to the attention of their immediate supervisor.

5. What should I do if I think I am being exposed to a Class A Hazard?

If you believe you are being exposed to a hazard where there are no protective controls and the hazard could result in death, permanent disability, loss of body part or extensive loss of structure, equipment or material you should suspend the work activity, isolate the work, and immediately report to the supervisor in charge of it

Approved by

Occupational Health and Safety Coordinating Committee

Date Approved

September 29, 2009

Reviewed by OHSCC

June 23, 2015

Related Information

Guidelines for Completing the Hazard Reporting Form and Hazard Response Form & Workplace Hazard Assessment Tool