osha visit protocol

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OSHA Visits - How to Prepare and What to Do

The Office of Occupational Safety and Health Administration (OSHA) helps companies reduce accidents that occur on the job, including injuries, illnesses and fatalities. Because OSHA is responsible for the health and safety of employees and the regulation of occupational safety standards, the compliance team frequently pays surprise visits to determine whether organizations are operating within mandated guidelines. Knowing how to prepare for an OSHA visit and what to do if you receive a surprise visit will keep your company in compliance year-round. Here are a few suggestions:

For surprise visits:

• Have your OSHA poster posted in a highly visible place.
• If a compliance officer comes to visit, do not refuse the inspection. Although it is within your rights, the refusal will be reported to the Area Director, which may result in further investigation.
• Listen carefully to the opening conference provided by the compliance officer to find out why they are inspecting your facility. The conference should explain the purpose, scope, standards and if the visit was triggered from an employee complaint, a copy of the complaint should be provided. The complaint will not have the employee’s name.
• Have access to all worksite injury and illness records, proof of certification if applicable, chemical inventories, training records and programs, equipment inspection records and personnel files if needed.
• Have a representative ready to accommodate the compliance officer’s needs and accompany them during the inspection. A union steward may also be included in the inspection tour.

For preparation:

• Use OSHA record keeping tools like OSHA reporting software or OSHA compliance software to assist in the preparation and maintenance of your records so they will meet the regulatory standards and be readily accessible for the compliance officer.
• Anticipate questions that may be asked and make sure your management team is on the same page. Questions may cover topics such as safety orientation for employees, job trainings, audits, how often safety meetings are conducted, information on safety rules, emergency policies and procedures, and employee feedback on the working environment.
• Participate in an OSHA voluntary compliance program and develop an internal complaint system for all employees.

Anticipating a surprise visit from OSHA can be beneficial as it will compel your organization to continuously operate within health and safety standards. Using OSHA compliance software will alert you to any inconsistencies or areas that need work. These suggestions will ensure your organization is always ready for success. Remember, safety is important .

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Hr tips from industry experts., how to prepare for an osha visit.

The Department of Labor's Occupational Safety and Health Administration, commonly known as OSHA, ensures safe and healthful working conditions for workers in the United States. OSHA's goals are to prevent injuries, illnesses, and deaths in the workplace by setting and enforcing standards through inspections. An OSHA inspection can occur at any time and without prior warning, so it's imperative employers prepare well in advance.  

Review our step-by-step guide below to know what to expect and how to prepare for an OSHA inspection.

What May Lead to an OSHA Inspection?

When an OSHA Compliance Safety and Health Officer (CSHO) knocks on your company’s door, you may wonder, “why are they here?” The agency regulates over seven million businesses nationwide, so there’s often a reason for their visit. OSHA will conduct inspections in the following order:

Imminent Danger Situations – The most hazardous situations take top priority. These situations could cause death or serious physical harm. Employers will be asked to immediately fix the hazardous situation or remove employees at risk of harm. 

Severe Injuries and Illnesses – E mployers must report 1) all work-related fatalities within 8 hours and 2) all work-related inpatient hospitalizations, amputations, or losses of an eye within 24 hours. A report of this kind will trigger an OSHA response. 

Worker Complaints – OSHA will address complaints of hazards or violations. Employees have the right to file a complaint anonymously.

Referrals – I ndividuals, organizations, federal, state, or local agencies, or even the media may refer OSHA to a business with alleged hazards.

Follow-up Inspections – R einspection will occur to ensure an issue has been resolved.

Advance Notice From OSHA

OSHA rarely gives employers a warning before they show up. However, there are four conditions under which OSHA will give employers advance notice of an inspection.

• In cases of apparent imminent danger when management needs to fix a condition immediately.
• When the inspection must be after regular business hours or when special preparations are necessary.
• If management and worker representatives are not likely to be on-site unless they have advance notice.
• In other circumstances where the OSHA Area Director thinks a more complete inspection will result, such as in a fatality investigation.

Preparing in Advance

There are a few key items to prepare in advance that will help you handle an OSHA inspection.

Assign a Representative. During the inspection, a selected representative of your company will be allowed to accompany the compliance officer. Know ahead of time who will be the designated representative. They should know where all your company records and policies are located. If they are not available, assign a backup representative.

Good Recordkeeping. Documentation is critical. Employers should keep a record of safety training, safety policies, employee complaints, and how those complaints were handled. For an OSHA inspection, have the following documents easily accessible: training records, workers’ comp files, insurance, and third-party audits. However, do not offer up anything that is not asked for; only produce documents or information that is requested. 

What to Expect From an On-Site OSHA Inspection

You’ve taken initiative to prepare in advance, so what happens on the day? Each OSHA inspection consists of the same stages. Understanding the steps of an inspection will help you know what to expect.

Presentation of Credentials. Upon arrival, the OSHA inspector will present their credentials. This will include a photograph and serial number. If the inspector does not immediately present them, ask to see their credentials right away. Be sure to verify who they are by calling the nearest federal or state OSHA office. 

You may invite the inspector in and allow them to take a seat while you privately notify managers, employees, on-site contra ctors, and other members of your designated inspection team, that OSHA is present on the property. Remember to always treat an OSHA representative with respect and professionalism. Do n’t keep them waiting too long.

Opening Conference. The inspector will explain the reason for their visit with your designated inspection t eam. If they do not readily provide this information, ask them politely to specify their reason for being here today. Also, be sure to establish whether the inspection will cover the entire facility or only certain areas involving a complaint.  During this time, t he inspector should also describe the scope of the inspection, walkaround procedures, and employee interviews.

Walkaround. After the opening conference, the designated representative of the organization will accompany the com pliance officer around the workplace. If requested by employees, a representative may also attend the walkaround on their behalf. During the walkaround, insist that the inspector not wander off alone.

Ask the OSHA representative(s) to follow all PPE and other safety and security procedures during the inspection, and show only the areas they came to inspect. For example, if the officer requests to review an operation near the rear of the building, consider taking them around the outside, rather than through the building. If an officer sees another violation in plain sight, they can legally expand the inspection beyond the original boundaries. 

It's recommended to take detailed notes of everything the inspector sees or discusses. Take pictures of everything the inspector photographs. The inspector may also conduct interviews with employees during this time. Be sure your designated representative and employees know to answer questions truthfully. 

Closing Conference. Following the walkaround, the OSHA inspector will hold a closing conference with the employer and representative to discuss the findings of the inspection and possible courses of action. Ask questions if there’s something you don’t fully understand.

Issuing Citations

If a compliance officer does find a violation during the inspection, OSHA has six months from the inspection to issue a citation or fine. The citation will list the violation along with a deadline for making a correction.

Contesting Citations

If you have a reasonable argument, contest the citation. When OSHA issues a citation, the employer has the right to an informal conference with OSHA to discuss the violation and even a potential opportunity to work out an agreement to resolve the issue. Act quickly – employers have 15 business days to contest a citation, attend an informal meeting, or pay the fine.

A surprise visit from OSHA can be a nerve-wracking experience but being prepared can help create a smooth inspection process and reduce the risk of a citation.

ABOUT THE AUTHOR

Greg andress.

Greg Andress, Director of Risk Management Services for Frank Winston Crum Insurance, is a 30+ veteran of the insurance industry who has spent more than 20 years in risk management/loss control. With clients in many industries, Greg has developed proactive loss control programs, training materials and technical bulletins; and delivered training for hundreds of clients nationwide to help them understand how they can identify and control their total cost of loss.

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The Do’s and Don’ts of an OSHA Visit at a Construction Site

Avoiding workplace hazards in the construction industry may be next to impossible, but it’s critical to ensure the health and safety of employees as well maintaining compliance with potentially dangerous OSHA regulations. 

Alitia Faccone:

Welcome to Jackson Lewis’ podcast, We Get Work. Focused solely on workplace issues, it is our job to help employers develop proactive strategies, strong policies, and business-oriented solutions to cultivate an engaged, stable, and inclusive workforce. Our podcast identifies issues that influence and impact the workplace, and its continuing evolution and helps answer the question on every employer’s mind. How will my business be impacted?

Avoiding workplace hazards in the construction industry may be next to impossible, but it’s critical to ensure the health and safety of employees, as well as maintaining compliance with potentially dangerous OSHA regulations. On this episode of We Get Work, we discuss real life examples of what to do and what not to do when OSHA comes knocking at your door to assess your work site safety hazards and accident prevention efforts. Our hosts today are Dion Kohler, a principal in the Atlanta office and co-leader of the firm’s construction group. Courtney Malveaux, a principal in the Richmond office and co-leader of the Workplace Safety and Health Group, and Sean Paisan, of council in the Orange County office of Jackson Lewis, and leader of the firm’s Cal OSHA subgroup and co-leader of the firm’s construction group.

Dion’s practice is broad in scope and includes traditional labor matters involving labor organizations as well as the defense of employment litigation and administrative charges. Dion is also recognized for his experience and counsel in matters relating to occupational safety and health, affirmative action, employment contracts, and wage an hour matters, including prevailing wage laws. Courtney, no stranger to regulatory action, enforced federal and state OSHA laws as Virginia’s labor commissioner before joining Jackson Lewis. Sean assists employers with all workplace safety matters, from compliance to investigations and inspections to the appeals of citations in California, Arizona, Washington, and Hawaii, and is knowledgeable on the myriad of Cal OSHA regulations imposed on businesses, especially in the construction, manufacturing, and healthcare industries, and the consequences for violations of those regulations. Dion, Courtney, and Sean, the question on everyone’s mind today is what strategies should construction employers use when the OSHA inspector shows up at their work site and how does that impact my business?

Dion Kohler:

Well, thank you everyone for joining us. Today, we’re going to answer some of the most common questions we get from our construction clients about OSHA inspections and provide you with some tips and advice regarding minimizing your liability and how to respond. Let’s start off by talking about when OSHA shows up. Should we allow the inspection to continue? Should we require a warrant or should we do something else? Courtney, why don’t you help us with that?

Courtney Malveaux:

Sure, thanks, Dion. And I’ll tell you one thing I always counsel people is act with intent. Don’t just react to whatever’s thrown your way. Having a game plan and knowing how you’re going to handle the inspection before it starts is really important. So an example, what you’re talking about, so should we consent to a search or should we require a warrant? Now you can require a warrant. You most certainly can. Do you want to? And I will tell you, most of the time my answer is no because they’re going to get a warrant anyway. And I’ve been inside the agency, I’ve done these inspections on behalf of the agency, soup to nuts. I kind of know their mindset.

And they’ll tell you, if you turn them around, make them go get a warrant, go through that process, then come back. It changes the tenor of the inspection. And so they may start to draw some inferences against you. They may start digging in a little bit more. They may try to push to topics that they want to inspect you for, and kind of push the limits on that. And so I like an inspection that is one that is professional, the tone, everyone’s calm, and we step with intent. We’re being cooperative, but not necessarily giving away the farm. So you can require it. I just don’t think it’s always a good idea. Sean, do you have any thoughts on that?

Sean Paisan:

Yeah, thanks Courtney. So in terms of consenting, I just had a few comments. When OSHA shows up, they conduct the opening conference, and they... Or they should lay out the scope of what they intend to inspect. And at that point, the employer has the option to consent to that. Or if you force OSHA to go get a warrant, they’re going to usually go get a wall-to-wall warrant; whereas if you’re consenting, it’s usually limited in scope to a specific item that they’re there to inspect. Another thing about consent is that just because you’re consenting to the inspection of that item doesn’t mean that you can’t revoke the consent or discuss the scope of your consent later on should the inspector go beyond what was originally discussed during the opening conference.

All right, let’s move on to the next question that I have, and that is, how does OSHA decide who they’re going to inspect on any given day? Sean, why don’t you help us with that?

Sounds good, Dion. So there are a number of ways that OSHA inspections usually get started. Most commonly is if there is a serious accident or serious injury and you’re reporting that into OSHA, more likely than not, they’re going to show up and conduct an inspection. Other ways that inspections can get started are programmed inspections for specific industries, construction may be included in one of those, especially if there’s an emphasis program in place for certain hazards. And then also if an inspector just happens to be driving by the site and see something occurring, they could stop at the site and start an inspection there.

I will tell you, and a little even more specific to construction, this is how it kind of goes down with OSHA. And I’ve been on these, I know. And so literally they will stake out sometimes... Construction sites are out in the open. And sometimes there’s some visual barriers here or there, but they’ll find high ground or they’ll find a place. And it could be like a lion in the Serengeti just waiting in the tall grass and with the camera, the video, everything, and they’ll just wait. I’ve been out there for a couple hours. And what happens in a couple hours at a site? Okay, you get up in the morning, you do the job hazard analysis, you make sure you do your toolbox talks, you make sure everybody’s on point. Great. Sure enough, I’ve seen it. An hour in, hour and a half in, people are hot, people get bored, they kind of go an autopilot with their brain and the mistakes start to happen. And they start stepping on the top rung.

I’ve seen it. They step on the top rung of that ladder when they know better. They don’t necessarily put on their PPE as necessary, or any of a number of things. It’s just how the human being seems to be built. And OSHA, especially with construction sites, not the same with manufacturing warehouses or some others where they don’t have that kind of visual. And they’ll sit and watch and wait for your guys to step out on ledges without fall protection. And it does happen. And by the time they cross the street or cross the field and come onto your site, they have the goods. That’s how construction unfortunately works for OSHA. And so OSHA is very attuned to construction because that’s about where half of injuries and illnesses tend to happen and more substantial ones occur.

So because they’re out in the open and because that is an industry that is higher hazard than many, they will actually kind of stake out and lay in wait and then come across the street and they already have the evidence they need. And so that’s what you have to be ready for. So is it fair? No, not at all. But also, a lot of construction sites, the inspector can see them on route while driving and will stop. Again, I’ve been in an enforcement mode and I see excavation done incorrectly, and whether that’s on the clock or not or whether I’m supposed to be inspecting that area, if I happen to see an excavation or fall protection or something else happening and I don’t address it, that’s on me.

So there’s a lot of exposure just because you could be seen. And inspectors, when they get up and they go to work, some of them don’t even make it into the office or where they say they’re going to go. They may run into so many infractions at construction sites, they may never get around to that programmed inspection they’re supposed to get to. That’s real and that happens. So again, is it fair? None of this is fair, but it is what it is. And so an inspector just can’t drive by a site, see a hazard, and do nothing. And so you know, may never have a programmed inspection like Sean mentioned. It may all be just what is seen in plain view by virtually every member of the public.

Okay. I want to shift gears here and flip it over to Sean. Sean, would you help us with telling us the different types of OSHA inspections, how they’re different? And what are the limits of an OSHA inspection?

Yeah, so as I may have mentioned earlier, there are different triggers for OSHA inspections. One could be a serious injury occurring, it could be programmed, or as Courtney was discussing earlier, it could just be the inspector driving by and seeing something. So those are what we usually call in-person inspections. There are also letter inspections where Cal OSHA may receive, or if not Cal OSHA, but any OSHA may receive a complaint. And out here in California, they’ll send a letter to the employer with the complaint items. At that point, the employer would respond in writing to that letter complaint. And we recommend making sure that that response is pretty comprehensive without, giving away the farm, of course, because a letter inspection is much more preferable to actually having an inspector come on site and sort of digging around and finding things to site for. So that is the type of inspection that we want to make sure that our clients are responding to in a comprehensive manner while not making any key admissions that may come back to earth them later.

My follow up question is can you limit the scope of an OSHA investigation? And how should you handle that if the inspector just starts wandering around and wants to look at things that weren’t part of your original discussion? Or how much freedom should you give the inspector when they’re conducting the investigation?

Great question, Dion. So that all stems from the opening conference, and you want to make sure that you’re paying attention during that opening conference because the inspector is obligated to set forth the scope of his or her inspection during that opening conference. And whatever you consent to is, it’s knowing consent. So at that point, the inspector tells you what he or she’s going to inspect, and you are either going to consent to that or not. If during the walk around, the inspector wants to see things that were weren’t in the scope of the inspection or the scope of your consent, you could certainly bring that up with the inspector in a polite way of course, and invite some discussion about that. And the inspector could choose to have another opening conference where they call into the scope the additional items. Of course, there’s got to be some probable cause for them to do so.

But if the inspectors during that walk around see something in plain view, that’s fair game. So it’s very important that if you want to limit your inspection, that you’re not sort of leading the inspector into areas that would be fair game for them to conduct the inspection on. So for a construction site, for example, let’s say you’ve got some trenching occurring on the no north side of the property, but the inspector wants to inspect something on the south side of the property. Well, take the inspector directly to the south side of the property so that they’re not seeing something that wasn’t in the scope of the inspection to begin with.

And to add on to what Sean said, I have to highlight, while usually my practice is oftentimes to have a consent to an inspection, there are times when you do require a warrant. Now if you do require a warrant... And sometimes, it should be necessary, then you can actually develop in writing the limits to the scope of that inspection. And when Sean says probable cause, it’s what that inspector has probable cause to believe is a hazard at that work site based on what they observe or what might have been reported to OSHA before they came on site. And so if they have a report of, for example, failure to provide personal fall arrest systems to employees, well they should go to those employees who seem to be exposed to potential fall hazards and then inspect their equipment and even ask about how it’s provided and whether they’re trained on it, et cetera.

But that doesn’t mean they go running off, as Sean said, to another part of the site where fall protection’s not required and start jumping into something else, unless it happens to be in plain view. And again, think about, well think about, for example, if a police officer was investigating your home or somewhere, then whatever’s in plain view is fair game. But except for that, if you get the warrant, you are actually requiring the agency to get wording into the warrant and into an affidavit attached to it, defining exactly what they’re supposed to be looking for. No more, no less. And that’s it.

My next question deals with the interview of employees and managers. Should those be, how should those be handled and should they be handled differently by the employer?

Absolutely. And I can’t tell you how many times I’ve been given a case where we have made admissions that provide evidence unnecessarily to the agency. Now of course, we don’t obstruct inspections. We’re very, we are truthful in answers at all times. Certainly. We also don’t necessarily need to lay out every sin possible at that time. We are responsive, we’re professional, and just like a witness on the state of trial, when you speak, you answer the question and you stop talking. Now, the difference between a manager and a non-manager is this, when a manager speaks, the manager’s speaking on behalf of the company. And when a manager makes it admission, that’s not just that one individual making admission, it’s the company. And that is extremely difficult to undo if a manager reveals all sorts of hazards or violations that are occurring. So if an employee does, well, the employee might be, may misunderstand the hazards around him or her or may not necessarily know the engineering controls that have been put in place that they’re not aware of. And so that’s more easily corrected.

But a manager really has to be extremely careful about what they say. And also they have a right not to be interviewed. So we may think strategically, okay, before we allow a manager to go, should we go forward with that interview? And also, in all likelihood, that manager may want to have counsel and other managers present for the interview, which is allowable or otherwise they can decline. Employees are more sacrosanct. There is a sacrosanct right for employees to be interviewed privately by an OSHA inspector. And so we respect that. We respect their right to be interviewed and we respect their right not to be interviewed. But an important tip is this, oftentimes the inspector will write down their version of what the hearing employee say, and all this is happening behind closed doors, and you are on the opposite side of the door.

And the inspector will write down these notes and then slide it across the table to the employee, hand the employee a pen and say, “Here, sign this.” Employees don’t have to sign anything. And they oftentimes think that they do. And OSHA gets a lot of written admissions from employees that, from people who, and I’ve had nightmare scenarios where the employee couldn’t read it because they don’t speak, English may not be their native language or because they didn’t have their reading glasses. And so there are times when employees are asked with some assertion to sign a statement and the statement may not reflect accurately what the employee said. So the employees do have some rights, but making sure that we observe their right to either be interviewed or not in private with the inspector is tantamount.

Sean, I have a follow-up for you. Does the employee have the right to a copy of any statement they may give? And do we have the right as the employer to advise the employee of their rights and to give them advice regarding that?

Great question, Dion. And it’s important to keep in mind and also remind the employees, because at least in my experience, the inspectors out here in California do a pretty poor job of advising the employees of their rights. And as Courtney mentioned earlier, the employee holds the right to either consent to the interview, decline the interview, or perhaps consent to the interview with some sort of qualifications present, such as having maybe an attorney or someone from management present. So a lot of times, the inspectors treat the employees just basically as a given that they have to give these interviews or they have to sit for these interviews. The employees without that advice won’t know that they have the ability to decline those interviews. Now, of course, we always want to tell the employees that we’re cooperating with an OSHA investigation. They’d like to interview you, we’d like for you to cooperate, but that’s up to you whether or not you want to be interviewed or not.

And so, yeah, it’s absolutely appropriate, at least in my opinion, to let the employees know what they can or cannot do in this situation. And also to let the employee know that we’re not going to hold it against you one way or the other. If you want to speak with OSHA, that’s up to you. If you don’t, that’s also up to you. Either way, we’re good with it. For managers, the company holds the right to consent. The managers themselves often get tricked into consenting. But really when managers are asked to be interviewed, they should be kicking that up the chain of command to perhaps the company’s legal department or outside counsel to determine whether or not it’s appropriate for that manager to be interviewed, whether or not that manager has the authority to consent to that interview.

Because again, it’s the company that holds the right to consent to that interview or not. And this goes back to what Courtney mentioned at the very outset of this program is to have a plan in place before OSHA even comes on the property so that they can advise these managers, hey, listen, if OSHA ever comes on site, you guys don’t have the authority to consent. You need to do this, this, and this before even consenting to the inspection to begin with. So I think having a plan in place, this all comes back to that, and just being prepared, is really the right way to go.

Thank you. My next question is, based on your experience, and I know you both have years of experience in advising construction employers regarding OSHA inspections, what are the biggest mistakes you see employers make? And this plan you talked about, is that something like in the form of a checklist and training that employers should do for their project managers and superintendents so they are prepared and follow a process when an inspection occurs?

I’ll say an act of admission is the greatest. In addition to admissions made by managers, my second highest is failure to build a dummy file. So when OSHA inspects, they’re gathering evidence, evidence they will use against you. And it will not provide you with its file unless, until you contest and you’re in litigation. So you will go months without getting the information OSHA has. So when the inspector takes a picture, I like a two-person tandem following that inspector. I like one person focusing on the inspector, asking lots of open-ended questions, asking what they see. And by the way, OSHA inspectors want to tell you what they’re seeing, they want to tell you, so let them.

And the second person is getting all the evidence. When a picture is taken, they take the exact same picture, same angle. When the inspector takes a video, same video, same everything. You don’t want to obstruct them of course, but you have every right to accompany them and get all the information they’re getting at the time. When they do interviews, make note of who they’re interviewing without interfering. And I do so in the context of being helpful to the inspector, but while I’m being unhelpful, I’m also gathering information that’s going to be helpful to our case.

Now one thing I’ve seen that’s jumps out to me, to answer your question, Dion, is reenacting accidents. Let’s say there’s an accident on a site and the OSHA inspector is out there to investigate and basically sometimes the inspector will ask the employer to put the employees in place and sort of reenact what they think occurred so that the OSHA inspector can take pictures of it. I think that’s a really dangerous thing to take part in and I usually recommend against that. And so that’d be one of the biggest issues that employers should watch out for. It doesn’t happen a lot, but be very careful if that comment or request ever comes your way.

Thank you. Sean. From our last question, if you’re an employer and you get a relatively small fine with a citation, why shouldn’t the employer just settle it, pay the money, and move on? What are the kinds of factors and considerations an employer needs to take into account before they make that decision?

Yeah, so out here in California, I was working on a case a while back that involved a roofing contractor or a roofing supply contractor, and they’re responsible for delivering roofing materials to construction sites, residential construction sites. And you may have seen this if you’re in the construction industry, but it’s essentially a flatbed truck that has a conveyor system that delivers the roofing materials directly to the top of the home that’s under construction. Well, they got cited for not, someone fell off the back of the truck, of course, and they got cited for not having guardrails on their truck. And it was only a couple hundred dollars, they were thinking about paying it. But as we looked more into it was clear that the abatement was going to be in the six figures, if not more. And so even though you’re dealing with a few hundred dollars citation, the abatement itself, the cost to fix whatever is being alleged could be much more, magnitudes more.

And in our case, after they contacted me, we did some research and we learned that what the citation was based on wasn’t even a violation to begin with. And so we were able to make the citation go away just by taking a little bit of a more detailed look at the citation itself and the regulation that was alleged to have been violated. So it may be tempting to just go ahead and pay the fine, but take a look at the cost of abatement. Certainly one thing that you want to consider. Courtney, are there any other issues in that regard that that would jump out to you?

Specifically, Courtney, would you address the risk of repeat or willful violations based on an earlier settlement?

Oh, absolutely. Especially you look at what is being cited. Is it being cited correctly? And is it something that’s likely to repeat? So for example, if you get cited for failure to provide training and you did train that employee, but the employee didn’t get, it’s one of those citations that is easily repeatable. So you might actually in negotiations, yes, negotiations with the agency during the informal conference or even afterward in litigation to have the standard cited or the facts that are depicted in the citation to fit what is more specific to that situation, but also less likely to land you in a repeat. And I can’t tell you how many people think, oh, well, let’s just do other than serious, we can’t get a repeat on that. Answer is wrong. You can. It’s not common, but it does happen. And so what you agreed to in a final order can come back and hit you with a repeat with a penalty that could be 20, that could be 10 times higher. So that’s something you really have to watch for.

Hey, Courtney, your comment about the final order just reminding me. Another good reason to appeal even a few hundred dollars citation may be to get a non admissions clause in that final order, so that the citation and the fact that you settled can’t be used in any ancillary proceedings. Let’s say it’s a multi-employer site. Of course most construction sites are. And one of not your employees, but perhaps another subs employee was injured as a result of something that you were cited for. Well, getting that non admissions clause may prevent that employee, that other employee from coming back and trying to sue you civilly. It won’t prevent them from suing you civilly, but your civil attorney will have a much better shot at excluding that evidence through a motion in limine if you have that non admissions clause in. So another good reason to appeal and to perhaps just settle out to get that non admissions clause even if the citation has merit.

Thank you, Sean and Courtney. That’s all very helpful and excellent advice. Of course, if you have any follow up questions or would like any further information, feel free to reach out to Courtney or Sean.

Thank you for joining us on We Get Work. Please tune in to our next program where we will continue to tell you not only what’s legal but what is effective. We Get Work is available to stream and subscribe on Apple Podcasts, Google Podcasts, Lipson, Pandora, SoundCloud, Spotify, Stitcher, and YouTube. For more information on today’s topic, our presenters and other Jackson Lewis resources, visit jacksonlewis.com. As a reminder, this material is provided for informational purposes only. It is not intended to constitute legal advice, nor does it create a client lawyer relationship between Jackson Lewis and any recipient.

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What To Do When OSHA Visits Your Job Site

August 17, 2022.

Cecilia De La Rosa

Employers should always be prepared for a visit from an OSHA site inspector . Make sure that your documentation, including OSHA logs, is complete and readily available. If a site inspector visits one of your job sites, your employees need to be prepared as well. Because most inspections are unannounced, all workers need to know what to do if OSHA visits. Develop your plan ahead of time, train your workers, and practice your responses to ensure that your workforce is ready.

When will OSHA make a site visit?

An OSHA inspector can visit a job site for a number of reasons, including:

• Receipt of a complaint or concern from an employee, customer, or the media
• Seeing an employee working in a dangerous manner
• As part of a planned, scheduled inspection
• After an accident
• Targeting construction projects
• Follow-up inspection

In almost all cases, OSHA will not give notice before an inspection. The exceptions to this rule include:

• Where there is imminent danger, allowing the employer to correct the situation as quickly as possible.
• When special preparation is necessary, or the inspection would be most effective after regular business hours.
• When necessary to ensure the presence of employer and employee representatives who are needed during the inspection.
• When notice would enhance the probability of an effective and thorough inspection.

What to do when OSHA visits your job site

Since every company is structured differently, you should work with your employees and safety committee members to develop an inspection procedure that works best for you. Here are some general guidelines to help you develop your OSHA visit plan:

• You can refuse to allow an inspection and request that the inspector get a search warrant. This will buy you time before the inspector returns.
• Don’t allow the inspection process to begin until your preestablished management team members are present. These team members should represent your safety committee, supervision, and workers. In Oregon, OSHA inspectors are instructed to wait up to 45 minutes for the appropriate personnel to arrive on site.
• Ask the inspector the reason for the visit. You should know whether the inspection is the result of a complaint, random draw, or if the inspector was driving by the job site and noticed an unsafe condition.
• If the inspection is the result of a complaint, ask for a copy of the complaint. Employers are prohibited from retaliating against employees for making a complaint, so you won’t get any identifying information. OSHA inspectors are also tasked with investigating complaints regarding discrimination or retaliation against workers for making a safety complaint. These investigations don’t usually require a physical inspection.
• Inspectors are required to ask for an employee representative during the inspection. If you are a union shop, the union safety chairman, shop steward, or other union official may participate. For open shops, you may choose to have an employee representative from the safety committee participate.
• You can define the areas that the inspector will see and confine the visit to those areas. Don’t offer the inspector free reign on the whole job site. Inspectors can cite violations they see in “plain view,” even if that isn’t the reason for the inspection. Your team should escort the inspector to the area of concern to ensure that other areas are not seen.
• Don’t volunteer information. Take notes of what the inspector observes and who they talk to.
• Have your paperwork ready. Inspectors will routinely review current and past years’ illness logs and summaries of injuries. They’ll look for OSHA job site posters, and copies of your hazard communication , lockout/tagout , emergency evacuation, and bloodborne pathogen .
• OSHA inspectors will take photographs or video to document violations. You can take your own photos or videos of potential violations for your records. If you are concerned about trade secrets, let the inspector know, as inspection photos with trade secrets must be kept confidential.
• Your employees may be interviewed in private during the inspection. Your company representatives can be present in interviews with managers or supervisors (foreman and above). After their interview, debrief employees to determine what questions were asked and the scope of the inspection.
• Keep a record of the documents and records provided to or reviewed by the inspector.
• Repair small violations immediately, as this demonstrates good faith and may prevent a citation.
• During the closing conference, take notes on all of the alleged violations identified by the inspector. Be cautious when setting timelines for making corrections. Make sure you have ample time. Do not argue with the inspector but point out any obvious mistakes or disputed issues.

Setting up an OSHA visit protocol before an inspection will help make your employees more comfortable, as well as prevent mistakes. Practice the inspection protocol on regular basis to ensure that all employees know their roles.

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Safety plus, inc.’s 6 steps to prepare for an osha visit, 6 steps to prepare for unexpected osha visits.

An OSHA investigation can happen at any time – always be prepared.

When you hear that OSHA is waiting for you in the lobby to perform an unannounced inspection, the first thing that comes to your head might be a four-letter word that would send your mom running for a bar of soap. No one wants a surprise visit from OSHA, but they happen. And if you’re not prepared, odds are it could cost you big time.

First, you should know that OSHA only has about one compliance officer for every 59,000 workers across the nation, and about 2,600 inspectors and consultants to cover over 7 million workplaces. Furthermore, each inspection completed by a compliance officer takes about 22 hours of work. Simply put, OSHA can’t be everywhere. Since OSHA can’t be everywhere, they have criteria for determining where to investigate. If your worksite presents imminent danger, has a high incident rate , or has elicited a worker complaint, you are far more likely to receive a surprise visit. Other factors that increase your likelihood of inspection are referrals from other agencies (like the EPA or the MSHA), being part of a targeted industry that is labeled as being historically “high hazard,” and a recent inspection (follow-up inspections are common).

Knowing the odds of an OSHA visit can help an organization determine the urgency with which to address the steps below, but every company should ultimately be prepared for an audit. Should the day come where the OSHA inspector is waiting on you in the Lobby, rest assured that it likely was not “scheduled.” OSHA wants to catch you unaware so they can evaluate your worksite in a #NoFilter light.

1. Have a Designated Greeter in the Event of an OSHA Visit

2. have a comprehensive safety management program and be able to show proof during an osha visit.

This should be a no-brainer. If you don’t have a comprehensive safety management program, get one.

A safety management system will also provide a tremendous level of benefit if it includes the documentation discussed in the remaining steps.

3. Regularly Conduct Safety Audits and Maintain Records of Them to Show in the Event of an OSHA Audit

If you are regularly performing audits of your facility or jobsites to identify and correct hazards, keep these records in a safe and easily-accessible location. Show them off to OSHA! Prove that you regularly evaluate safety and make adjustments for improved safety and compliance. No one is perfect, but proving that you systematically identify and proactively correct hazards and behavioral issues will impress the investigator.

4. Train Employees

This tip is two-fold. Yes, train your employees to work safely and avoid injury when encountering hazards at work. But also, train your employees on how to interact with an OSHA investigator. Employees have choices. They can decline to be interviewed or request a lawyer or supervisor to be present during the interviews. Most importantly, make sure your employees understand the gravity of an OSHA audit and behave accordingly.

5. Have Safety Documents Stored and Easily Accessible for OSHA Review

The OSHA investigator may ask to see training records for employees, Safety Data Sheets , safety policies, and more. All of these should be easily located by multiple employees (especially the employee you designate to be your “OSHA Greeter”). Don’t let one person’s poorly-timed “sick day” submarine your investigation. Having these files hosted in the cloud and accessible from multiple devices is a bonus here.

6. Designate Walkaround Routes for Each Area of the Facility

If there is a specific location your OSHA investigator wants to see, take a direct route there! Yes, you should generally be keeping the entire workplace safe, but don’t take a longer route, inadvertently giving a full tour to the investigator, and stumble upon a few extra citations.

The main thing you need to know when preparing for an OSHA visit is this: they can happen at any time. The only way to prepare for an OSHA visit is to always be prepared for one.

For more information on OSHA visits and how to best prepare your organization to handle them, check out Safety Plus Inc’s May Webinar, “Managing Unexpected OSHA Visits Part 1 or 3: What to do before OSHA arrives,” and register here .

Related Terms

• Safety Audit
• Safety Inspector
• Inspection Phase
• OSHA Regulations
• OSHA Area Director
• End of Service Life Indicator
• Safe Operating Methods
• Reaction Time

Presented By

Written by Gary Blake | Vice President of Industrial Development

Gary Blake is the Vice President of Industrial Development at Safety Plus, Inc. He holds a degree in Industrial Technology for the University of Wisconsin and has worked in Safety and Logistics with Industrial, Maritime, and Construction companies throughout the country. In 2001 Gary began working with Safety Plus, Inc providing management services and assisting Owner Clients on preparing for regulatory audits with primary focus on OSHA-related issues. Over the past decade his focus has been on developing SPI’s Industrial Services Division with Safety Professional and Rescue Teams providing specialized services around the country. Gary has certifications in Safety/IH/Quality Control and is involved in multiple industry-related professional organizations. He is a father of two and currently resides in Mobile, AL with his wife Sue.

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How To Handle An OSHA Visit

Words and Photos: Tiffany Tillema, Senior Manager at Tillema & Sons Masonry LLC

Surprise! Unlike food health inspectors, OSHA does not give warnings, and they show up without notice! So how do you handle an inspection you are not expecting? Here are a few guidelines for the dreaded OSHA visit. 

Be Prepared 

Do not wait till the inspector shows up. You must prepare your team ahead of an inspection, and everyone should know what to do as soon as the inspector arrives. Don’t think it won’t happen to you. It is inevitable, so you must be prepared when it happens. 

Have a designated person who will deal with the inspector one-on-one. They can be your safety person, a foreman, or anyone else on the job daily. Also, you need a backup person in case the original person is not there for some reason. These designated “greeters” should know where all of the necessary paperwork is located and be able to present them to the inspector. OSHA inspectors do not want to wait. Typically they will give you 1 hour to submit the proper paperwork. Any job more than 30 to 40 minutes away should have copies of all the required paperwork on the job site. Have your designated person keep them safely in the truck, or if a job trailer is available, keep them there for the project’s duration. You may also have them electronically available in the cloud or a dropbox that can be quickly sent to your designated person. The persons you select to be in charge of the OSHA visit should be trained in what to expect from the inspector and how to handle each visit stage.

Train Your Team 

Training for a visit involves the entire team, and Toolbox talks are a good start. Make sure each person has access to the hazard analysis for every job you are working on. Make sure they understand every hazard and how to control the risk for each one. Ensure every employee has proper safety training and that training stays current. Everyone should also know how to use the appropriate PPE for each task. Preventing injury on the job is one step to ensuring that OSHA does not need to visit for an injury or death incident. However, since you can get a visit at any time, your team should be up to date on scaffolding and PPE inspection so that a surprise OSHA visit does not throw them off. 

Keep Records Up To Date 

Training your team is excellent, but if you do not keep immaculate records, it will not matter when OSHA shows up on the job. Training records for each week should be readily available, and any extra courses on safety an employee takes should also be on record. Besides the safety training records, OSHA will also want to look at other required documents. These may include hazard analysis sheets, workers’ compensation certificates, and any forms, including claims against your compensation. They may want to see proof of other required insurance. They will also likely want to see any internal audits, and if you had a third-party audit, they would like to see those and proof that you corrected any of the suggested changes.

Know The Steps Involved 

Knowing what steps are involved and what your rights are will make you less stressed and the inspection much more manageable. So what can you expect? 

They are obligated to show you their credentials. If they do not, you should ask for them. As soon as you ascertain who they are, it would be best to put them somewhere, such as a job trailer, so they can wait comfortably while you inform your company, the other employees, the jobsite supervisor, any vendors on site, and any other subcontractors. You may also gather the paperwork needed for the inspection during this time. Once you get back to the inspector, he will hold a short meeting before starting his assessment. This would be the time to ask why he is there. Is it just a random inspection? Was there a complaint? Is it in response to an injury or death report? If they say it is in response to an injury or death or a complaint was filed, immediately request your attorney be present and DO NOT allow any recording of any conversations! 

The next step is the actual inspection. The inspector will initially walk the site. He will inspect scaffolding and equipment, take pictures and measurements, and may talk to employees. If he does speak to employees, he must do it away from the other employees, and your employees must know their rights. Again no recording should be allowed. 

Be His Shadow 

Your assigned person should follow the inspector everywhere. You take a picture of the same thing if he takes a picture. If he measures something, you measure it as well. Take notes of everything he looks at, touches, and inspects.

After his initial inspection, you may now ask any questions you may have and what will be his next steps. Remember that all reviews must be done within six months. He can come back weekly or every day for that entire period, so you will be dealing with this inspector for quite some time. Be respectful but stand up for your and your employee’s rights. 

Know Your Rights 

You have rights, as do your company and all of your employees. Make sure you know and understand what they are before an inspection happens. Employees can but are not required to speak with the inspector. If they decide to talk with the inspector, they should be honest and polite when answering questions. Employees are also not required to sign witness statements. If they do, they should read them carefully before signing and get a copy. I will mention again that they shouldn’t be recorded if they decide to speak with the inspector. Finally, they have the right to be interviewed by someone who speaks the language of their heart, their native tongue. If the inspector or his assistant does not speak the language, they will have to return at a later date with someone who does. 

An OSHA inspection can be a very stressful time for all involved. If you keep calm, know your rights, and have your paperwork in order, it can be much less stressful for you and your crew.

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Guidelines for an OSHA Visit

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You must be a FrameSAFE subscriber to access FrameSAFE downloads, consider purchasing a subscription. Contact NFC Staff with questions.

Follow these guidelines for best practices to follow during a visit from an OSHA compliance officer.

These guidelines  were created to assist you in navigating an unannounced visit from an OSHA compliance officer. The information is intended as a general guide to best practices only and is not intended to provide specific guidance or opinion, legal or otherwise. If you receive a citation from OSHA, depending on the severity of the alleged violations, it is recommended that you should consider getting your legal representative involved.  

[Download English PDF]

Estas pautas  se crearon para ayudarlo a conducir una visita no anunciada de un oficial de cumplimiento de OSHA. La información pretende ser una guía general de las mejores prácticas únicamente y no pretende proporcionar orientación u opinión específica, legal o de otro tipo. Si recibe una citación de OSHA, dependiendo de la gravedad de las presuntas violaciones, se recomienda que considere la posibilidad de involucrar a su representante legal.

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Occupational Safety and Health Administration

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What Happens During an On-Site Consultation Visit?

Because consultation is a voluntary activity, you must request it. To make a request, locate your state's Consultation Program's contact information using our OSHA's Consultation Directory . The consultant will discuss your specific needs with you and set up a visit date based on the priority assigned to your request, your work schedule, and the time needed for the consultant to adequately prepare to serve you. OSHA encourages a complete review of your firm's safety and health situation; however, if you wish you may limit the visit to one or more specific problems.

The On-Site Consultants Will

• Help you recognize hazards in your workplace.
• Suggest general approaches or options for solving a safety or health problem.
• Identify kinds of help available if you need further assistance.
• Provide you a written report summarizing findings.
• Assist you to develop or maintain an effective safety and health programs.
• Provide training and education for you and your employees.

The On-Site Consultants Will Not

• Issue citations or propose penalties for violations of OSHA standards.
• Report possible violations to OSHA enforcement staff.
• Guarantee that your workplace will "pass" an OSHA inspection.

Opening Conference

When the consultant arrives at your worksite for the scheduled visit, he or she will first meet with you in an opening conference to briefly review the consultant's role and the obligation you incur as an employer.

Walk Through

Together, you and the consultant will examine conditions in your workplace. OSHA strongly encourages maximum employee participation in the walk-through. Better informed and more alert employees can more easily work with you to identify and correct potential injury and illness hazards in your workplace. Talking with employees during the walk-through helps the consultant identify and judge the nature and extent of specific hazards.

The consultant will study your entire workplace or the specific operations you designate and discuss the applicable OSHA standards. Consultants also will point out other safety or health risks that might not be cited under OSHA standards, but nevertheless may pose safety or health risks to your employees. They may suggest and even provide other measures such as self-inspection and safety and health training you and your employees can use to prevent future hazardous situations.

A comprehensive consultation includes:

• An appraisal of all mechanical and environmental hazards and physical work practices.
• An appraisal of the present safety and health programs or establishment of one.
• A conference with management on findings.
• A written report of recommendations and agreements.
• Training and assistance with implementing recommendations.

Closing Conference

The consultant will then review detailed findings with you in a closing conference. You will learn not only what you need to improve, but also what you are doing right. At that time you can discuss problems, possible solutions and abatement periods to eliminate or control any serious hazards identified during the walk-through. In rare instances, the consultant may find an "imminent danger" situation during the walk-through. If so, you must take immediate action to protect all employees. In certain other situations that would be judged a "serious violation" under OSHA criteria, you and the consultant are required to develop and agree to a reasonable plan and schedule to eliminate or control that hazard. The consultants will offer general approaches and options to you. They may also suggest other sources for technical help.

Abatement and Follow Through

Following the closing conference, the consultant will send you a detailed written report explaining the findings and confirming any abatement periods agreed upon. Consultants may also contact you from time to time to check your progress. You, of course, may always contact them for assistance. Ultimately, OSHA requires hazard abatement so that each consultation visit achieves its objective -- effective employee protection. If you fail to eliminate or control identified serious hazards (or an imminent danger) according to the plan and within the limits agreed upon or an agreed-upon extension, the situation must be referred from consultation to an OSHA enforcement office for appropriate action. This has rarely occurred in the past.

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How To Keep On-Site Visitors Safe

Workplace safety is not just about protecting workers but also anyone that visits the site. The visitor could be a client, a supplier, a consultant, or even a family member of an employee. It is the responsibility of contractors and businesses to ensure the well-being of visitors while they are on our premises.

A visitor safety checklist is designed to maintain and ensure safety of anyone who is visiting construction sites, mines, manufacturing plants and even hospitals. The visitor safety checklist could be a printed manual or a digital document. Usually, the safety checklist is created for both visitors and employees. 

The Occupational Health and Safety Authority (OSHA) has set out specific requirements for businesses to regularize visits to sensitive locations. This is the reason many organizations create the visitor safety checklists. 

What does visitor safety checklist include?

The vi sitor safety checklist includes everything from marking the hazards at the workplace to guidelines in case there’s an emergency. Both employees and visitors benefit from this checklist. 

The following points are included in this list: 

• Make visitors enter in a controlled manner through nominated entry gates.
• Make a count of total visitors present at a particular time because in case of an emergency condition, an accurate count of visitors will be needed to ensure everyone’s safety.
• Keep a complete eye on visitors’ location in emergency conditions so they can be guided quickly to move in a safe place.
• Take measures to keep visitors from entering restricted areas and if they accidentally do, have a plan to take immediate action.
• Educate employees in identifying authorized visitors and taking action when they see unauthorized individuals enter the site.  
• Keep a track of when all visitors have left the site.

What to do in emergencies? 

While preventive measures can go a long way in ensuring safety, there are times when emergency situations can occur. Here’s what organizations can do in this scenario:

• The emergency action plan has to be designed the way that it addresses the visitor safety checklist.
• Inform visitors about emergencies and how they will be dealt with in such situations.
• Inform visitors about safety issues when they come on a visit.
• Teach employees how to secure visitors in emergencies without compromising their safety.

Visitor safety checklist considerations

There are several considerations in the checklist that can help secure visitors from potential hazards.

• The first step is to create a visitor safety checklist about hazards and accidents that may occur.
• Teach employees how to identify hazards at site.
• Make a safety checklist of expected hazards and tragedies that might happen to be prepared If someone gets in contact with a hazard.
• Make visitors wear protective equipment to protect them from chemical splashes, exposed light, fire and other expected dangers.

Importance of maintaining the checklist

The visitor safety checklist provides numerous benefits to a business. It helps in locating visitors, keeping an eye on expected hazards, monitoring the company’s site via the map, and also keeping a count of present visitors.

In the visitors’ safety checklist, an officer marks checkboxes about present visitors and makes a list of present visitors.

Purpose of visitor safety checklist

The purpose of the Visitor Safety Checklist is to ensure how many visitors are there right at the moment in a company, how many have left the company by marking the list from entry gates, and how many have entered. Making a record of visitors also helps in studying how many non-employed individuals visit the company daily, monthly, and annually.

Contractors can also identify whether there’s an unusual increased number of visitors at site, which can always create safety hazards. Similarly, employees feel valued in workplaces that are proactive about their security and making a checklist goes a long way in achieving this goal. 

Managing protocols of visitor safety

These are some key measures and protocols for visitor safety and management in a corporate setting, which can help you safeguard both visitors and employees.

1. Give the visitors an identity card

Always give the visitors identity cards so that when they come to visit the company will have access to their identity if something goes wrong. Meanwhile, having the visitor’s identity on display will deter any suspicious activities on the site.

2. Implement a visitor limit

In simple terms, implementing visitor control means controlling the number of people that can visit the site at a time. Have a clear limit on visitors at the workplace and never let it be exceeded under any circumstances. Make different gates for entrance and exit to avoid the rush and public traffic.

3. Integrate visitor safety in the management system

Make your company’s management system and make a team to assign them different tasks regarding visitor’s safety checklist.

4. Train your employees in visitor safety

Make teams of fully trained employees that can maintain visitor management. Never compromise on visitors’ safety as well as employees’ safety.

5. Give safety awareness to visitors

Explain your visitor safety checklist policy to visitors and convince them to cooperate with the company’s policy.

Enhance site safety for visitors and employees

You can significantly improve the safety of construction sites for both employees and visitors by implementing OSHA 10 hour construction and a much more comprehensive, OSHA 30 hour construction courses.

These courses provide comprehensive training in hazard recognition, risk mitigation and safety protocols. Knowledgeable and trained employees not only make workplaces safer for themselves but are also able to protect visitors.   

You may also like

Essential of Practice Exams for OSHA Course Preparation

Constructive Overview Of OSHA Course Practice Exams

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Honourable Adrian Dix

Minister of Health and Minister responsible for Francophone Affairs

Email: [email protected]

Translations

Information bulletin, media contacts, ministry of health.

• Visit Ministry Website

Featured Topics

• Coronavirus (COVID-19)
• Health & Drug Coverage
• Accessing Health Care
• Health Forms
• Office of the Provincial Health Officer
• Office of Indigenous Health

Featured Services

• Medical Services Plan
• HealthLink BC
• Vital Statistics
• Health Care Complaints

Starting Monday, April 8, 2024, people in British Columbia will have access to a free spring COVID-19 vaccine booster to maintain and extend protection for themselves and their loved ones against serious illnesses from COVID-19.

The spring COVID-19 booster will be available throughout the province at pharmacies, regional health-authority clinics, some primary-care offices, and community health centres. This spring vaccine remains free and available for everyone six months and older.

Given the decreased rates of viral respiratory infections in the community, additional infection prevention and control measures implemented in fall 2023 in health-care settings are no longer required at all times. People are still encouraged to wear masks in health-care settings as appropriate, to continue to cover coughs and stay away from others when feeling sick. Health-care workers will continue to wear appropriate personal protective equipment, such as masks and respirators, in accordance with their point-of-care risk assessments.

While the peak of the respiratory illness season has passed, the SARS CoV-2 virus continues to circulate at lower levels in the community. The protection from infection that COVID-19 vaccines provide decreases over time, particularly in older people, so a spring COVID-19 vaccine booster will ensure people stay protected.

Aligned with advice from the National Advisory Committee on Immunization, B.C. health officials recommend the following people consider receiving an additional dose of the XBB.1.5 COVID-19 vaccine:

• adults 65 and older;
• Indigenous adults 55 and older;
• adult residents of long-term care homes and assisted-living facilities (including those awaiting placement); and
• individuals six months and older who have been diagnosed as clinically extremely vulnerable (a CEV 1 or CEV 2 condition).

B.C.’s COVID-19 spring program is focused on providing vaccines to those most at risk of severe COVID-19 illness or complications, and people who have not yet received an updated vaccine dose. However, anyone who feels they would benefit from an additional dose of the XBB.1.5 COVID-19 vaccine can contact the call centre at 1 833 838-2323 to book an appointment or walk into a pharmacy where the vaccine is available. Vaccine appointment capacity is available in all regions.

The 2023-24 respiratory illness immunization campaign was launched to the general population on Oct. 10, 2023. As of end of day March 31, 2024, B.C. had administered 1,457,246 doses of COVID-19 vaccines and 1,562,023 doses of influenza vaccines.

Quick Facts:

• Invitations will start going out on Monday, April 8, 2024; reminders will be sent out to those who have not yet received an XBB.1.5 dose and to those who fit the listed categories.
• There are approximately 3.9 million people in B.C. who have not received a COVID-19 XBB.1.5 vaccine.
• B.C. has more than 900,000 doses of Moderna and Pfizer COVID-19 vaccines (adult, infant and pediatric) in stock and approximately 13,000 doses of the Novavax COVID-19 vaccine in stock for those requiring a non-mRNA vaccine.

Learn More:

People who want a notification to book an appointment, or who are not yet registered, are encouraged to do so by visiting: https://www2.gov.bc.ca/gov/content/covid-19/vaccine/register

For more information about the COVID-19 vaccine, visit:  https://www2.gov.bc.ca/gov/content/covid-19/vaccine/register#howto

• SpringBoosters_Chinese(simplified).pdf
• SpringBoosters_Chinese(traditional).pdf
• SpringBoosters_French.pdf
• SpringBoosters_Hindi.pdf
• SpringBoosters_Punjabi.pdf

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The B.C. Public Service acknowledges the territories of First Nations around B.C. and is grateful to carry out our work on these lands. We acknowledge the rights, interests, priorities, and concerns of all Indigenous Peoples - First Nations, Métis, and Inuit - respecting and acknowledging their distinct cultures, histories, rights, laws, and governments.

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