As we embark on the fall audit season, a few reminders for both auditors and employers.
Auditor Responsibilities
- Send the employer a request for information
- Perform the audit during periods of high activity; remembering that all shifts will need to be interviewed. The auditor will need to flex their schedule to complete the entire scope of interviews.
- Data gathering activities cannot exceed 45 days, which begins as soon as auditors start to review documents (even if before on-site activities begin)
Write the audit report within 21 days - If there are any issues with the employer during the audit, contact CCSA immediately
- All internal and external auditors need to remember to sign and submit the auditor code of ethics before you submit your audit.
Auditor QA Process
- If QA revisions are required, the auditor has 15 days to submit the corrections
- Please ensure these corrections are made within the Audit tool sent back to you with the QA comments.
- All corrections are to be made in the justification/SFI or Strength area, not in the QA comment box
- Qualifying audits cannot be conducted as a team audit.
- Evidence of boilerplating within or between audit reports submitted is a critical error. All audits will be considered null and void if either of these are determined.
- Auditors, when releasing results of the audit, to release only the last 2 tabs to the employer. PDF the Audit Report Worksheet and then the Executive summary worksheet ONLY and submit those to the employer. The employer should not, under any circumstance, received the entire Audit Workbook (excel file)
Employer responsibilities
- Submit group application if required prior to the audit being conducted
- Upon request from auditor, the employer is required to send a breakdown of employees by level, shift, position, years of service.
- The employer must not select the interviews for the auditor
- Employers must apply for use and their reasoning of written questionnaires to CCSA. Only after approval by CCSA can they be used.
- Grant auditor access to any required areas to complete the audits and supply all OHSMS documentation.
- Inform the auditor if there are high hazards while on-site
- If there are issues with the auditor during the process, please contact CCSA immediately
Employers looking at certifying additional internal auditors, please keep the following in mind when choosing your candidate:
- FTE/position – completing an audit requires that the candidate can flex their time. The employer must also provide adequate time and resources to complete the audit within the timelines.
- Knowledge – a theoretical understanding of the subject. Auditors need a good understanding of the 10 elements required in a PIR-compliant OHSMS; the purpose of each element, what is involved in each element and how it is implemented.
- Skills – Auditors require a variety of skills to help conduct an audit, such as; listening skills, verbal and written communication skills and interview skills.
- The ability to analyze and interpret information, to ask the right questions and be able to summarize is imperative for an auditor.
Please be sure to contact CCSA before you start your audit to let us know of the start date.