Workplace Conditions Assessment

(WCA) Standard

Contents

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

The Workplace Conditions Assessment Criteria Implementation

Guidance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

1. Labor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

2. Wages and Hours . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

3. Health and Safety . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

4. Management Systems . . . . . . . . . . . . . . . . . . . . . . . . . 25

5. Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
 INTRODUCTION

ABOUT THE STANDARD

Brands and international buyers are increasingly demanding more effective measures for evaluating facility-workplace conditions.
Facilities too are becoming more proactive in finding ways to benchmark themselves against competitors and national standards. The
Workplace Conditions Assessment standard represents the next generation of Social Auditing to help manufacturers, brands, and
retailers better measure their performance, communicate results, and improve workplace-conditions performance.

The Workplace Conditions Assessment program provides a powerful, cost-effective solution for companies and facilities seeking to
improve workplace conditions efficiently and in accordance with widely accepted industry standards and best practices. Functioning
as a web-based platform, anchored in Intertek’s extensive social-compliance expertise, the Workplace Conditions Assessment is
the perfect tool for evaluating, benchmarking, and monitoring facility-workplace conditions, offering an efficient mechanism for
facilitating continuous improvement.

The Workplace Conditions Assessment (WCA) standard was developed because brands and international buyers are increasingly
demanding more effective measures for evaluating suppliers’ workplace conditions. Suppliers too are becoming more proactive in
finding ways to benchmark themselves against competitors and national standards.

OBJECTIVES AND SCOPE

The Workplace Conditions Assessment (WCA) standard was designed to deal with specific conditions and hazards in different types
of facilities for a wide variety of industries. The WCA standard can be adopted by facilities wishing to showcase to their buyers their
performance and proactive management of social compliance, and they can also be driven by a retailer or brand adopting WCA as
their own supply-chain monitoring program.

The criteria and guidelines are maintained by Intertek and were developed based on a foundation of local national laws, International
Labor Organization (ILO) conventions, and standards from best-practice organizations in the industry. The requirement which affords
the highest level of protection is applied. Facilities are expected to implement the requirements in this guidance document as a
minimum level of compliance. Facilities are encouraged to go beyond the core requirements to showcase better workplace practices
and continuous improvement.

The Workplace Conditions Assessment includes:

5 Core Modules
1. Labor
2. Wages and Hours
3. Health and Safety
4. Management Systems
5. Environment

2 Workplace Conditions Assessment Standard

Version 1
INTRODUCTION

BENEFITS
The Workplace Conditions Assessment program helps business by ensuring:
• Improved working conditions for a happier, healthier, and more productive workforce
• Good employment practices leading to greater job satisfaction and motivation for employees
• A healthier workplace means less time off and employees with higher productivity
• A better health and safety environment can reduce potential risk and hazards and hence work-related accidents, helping to
reduce costs, insurance claims and medical expenses
• A good management system stimulates effective communication between management and employees and results in better
working relationships and sustainable productivity
• Alignment with widely accepted industry standards and practices in workplace-conditions assessment provides a simple solution
to passing pre-qualification of different parties and winning buyers’ trust

Last but not least, companies are encouraged to share the results of a the Workplace Conditions Assessment with other buyers or
companies to reduce audit duplication.

Workplace Conditions Assessment Standard 3

Version 1
 INTRODUCTION

SUMMARY OF THE “workplace conditions assessment” CRITERIA

Section Sub-Section

1. Labor 1.1 Child Labor

1.2 Forced Labor

1.3 Discrimination

1.4 Discipline, Harassment, or Abuse

1.5 Freedom of Association

1.6 Employment Contracts

2. Wages and Hours 2.1 Working Hours

2.2 Wages and Benefits

3. Health and Safety 3.1 General Work Facility

3.2 Emergency Preparedness

3.3 Occupational Injury

3.4 Machine Safety

3.5 Safety Hazards

3.6 Chemical and Hazardous Materials

3.7 Dormitory and Canteen

4. Management Systems 4.1 Management Systems

5. Environment 5.1 Environment

4 Workplace Conditions Assessment Standard

Version 1
INTRODUCTION

RESOURCES/REFERENCES
The Workplace Condition Assessment standards criteria was developed on the foundation of the principles stated in International
Labor Organization (ILO) conventions, national legislation, and existing standards from best-practice organizations in the industry.

Local labor laws:

- At a minimum, the WCA standard requires compliance with local labor-law requirements within the country the facility operates.

ILO Conventions:

- C87, Freedom of Association and Protection of the Right to Organize Convention, 1948
- C98, Right to Organize and Collective Bargaining Convention, 1949
- C29, Forced Labor Convention, 1930
- C105, Abolition of Forced Labor Convention, 1957
- C138, Minimum Age Convention, 1973
- C182, Worst Forms of Child Labor Convention, 1999
- C100, Equal Remuneration Convention, 1951
- C111, Discrimination (Employment and Occupation) Convention, 1958
- C1, Hours of Work (Industry) Convention, 1919
- C14, Weekly Rest (Industry) Convention, 1921
- C95, Protection of Wages Convention, 1949
- C131, Minimum Wage Fixing Convention, 1970
- C135, Workers' Representatives Convention, 1971
- C155, Occupational Safety and Health Convention, 1981
- C161, Occupational Health Services Convention, 1985
- R85, Protection of Wages Recommendation, 1949
- R116, Reduction of Hours of Work Recommendation, 1962
- R135, Minimum Wage Fixing Recommendation, 1970
- R164, Occupational Safety and Health Recommendation, 1981
- R184, Home Work Recommendation, 1996
- R190, Worst Forms of Child Labour Convention Recommendation, 1999

Existing Standards:

- Global Social Compliance Programme (GSCP) Reference Code

- Ethical Trading Initiative (ETI) Code of Conduct
- Electronic Industry Citizenship Coalition (EICC) Code of Conduct
- Social Accountability International (SAI) SA8000
- Worldwide Responsible Apparel Production (WRAP) Principles

Workplace Conditions Assessment Standard 5

Version 1
 The Workplace Conditions Assessment Criteria
Implementation Guidance

The following sections give an explanation of the Workplace Conditions Assessment Criteria
and provide guidance on what a facility needs to do to develop, document, and implement the
criteria.

6 Workplace Conditions Assessment Standard

Version 1
1. LABOR

1.1 Child Labor

Intent

Child labor is a violation of fundamental human rights and companies should not hire employees under the age established by
law, or age 15 if there is no law. Special protections shall be in place for young employees under the age of 18.

Program Requirements Implementation / Indicators for Achieving Compliance

Establish sound hiring and employment - Comply with all applicable laws governing minimum working age. If
practices to prevent child labor and there is no minimum working age law, it should be set at or above 15
mistreatment of juvenile and/ or temporary
- Implement robust hiring policies and procedures to ensure the minimum
employees, including the following:
age of employees corresponds to all national and local laws and that the
- Age-documentation review age of each employee is verified prior to his/ her employment

- Personnel file keeping - Maintain updated personnel files for all employees. These files should
include, but not be limited to, copies of identification card, birth
- Establish remediation system for any child
certificate, passport, travel document, social-security card, driving
workers found
license, or other documentation. In countries where official proof-of-
- Understand and follow all legal age documents are not available, the facility should use an appropriate
requirements for juvenile employees and reliable method to assess the age and this age-verification
- Special protections for juvenile employees documentation shall be maintained. All maintained documents shall be
valid and genuine
- Sensible apprenticeship/ temporary
contract procedures - Where required by local legal requirements or where applicable, all
juvenile employees shall be registered with the local authority. The
register shall be up to date, record the juvenile employees’ names, ages,
and dates of birth, and indicate the job natures and roles of juvenile
employees

- Verify the fitness of juvenile employees through regular health

examinations, the cost of which should be borne by the facility

- Maintain a list of employees such as juvenile employees who by age are

restricted by laws to certain hours and job natures

- Take all necessary measures to prevent the protected employees from

engaging in any hazardous duties or unsafe working conditions likely to
endanger their health

- Maintain all relevant documents if apprenticeship program is applicable

- Commitment in writing that any apprenticeship program or temporary

contract employment is not to be used to avoid paying full wages and
benefits

Workplace Conditions Assessment Standard 7

Version 1
 1. LABOR

Program Requirements Implementation / Indicators for Achieving Compliance

- Child-labor remediation policy and procedures are developed in case

any child labor is found on the employment site. The program should be
in line with local legal requirements. Total commitment to the program
from top management is required, including:
° Establishing a method of keeping the child protected and safe
without him/ her being at risk or required to work
° Contact details of the child and their parents
° Payment of a stipend (form of salary)
° Identification of education programs for the child

Good Practices

• Personnel files contain recent photo of the employees.

• The facility creates special production line(s) for protected employees with limited hours and non-hazardous positions.

• Verify the success of child labor remediation programs and the subsequent changes to systems at the employment site.

1.2 Forced Labor

Intent

Forced, bonded, indentured, or trafficked labor or involuntary prison labor must not be used. Also not allowed are any other
activities that restrict freedom of movement, such as retaining worker-identification documents and monetary deposits,
moving about the workplace, forced overtime, or being prevented from leaving at the end of the shift.

Program Requirements Implementation / Indicators for Achieving Compliance

Establish sound hiring and employment practices - Indentured labor refers to situations where an employer forbids
to prevent use of forced, trafficked, bonded, employees from leaving at the worker’s discretion
indentured, or prison labor, which practices ° All employees are voluntarily present. Imprisonment or locking
include the following: employees in the employment site shall be strictly prohibited

- Understand the source of labor and terms of ° Do not restrict the employees’ right to leave, whether it is the end
of work shift or when resigning employment
hiring
° Do not require employees to perform excessive overtime or
- Ensure employees are in possession of discipline them for refusing to work overtime
personal documents (ID cards, passports, etc.)
° Do not restrict employee movement in the facility, such as
- Avoid unlawful monetary deposits access to toilets/ drinking water and, where applicable, the facility
compound or dormitories
- No unreasonable restrictions on movement
of employees during or after working hours,
including enforced overtime

8 Workplace Conditions Assessment Standard

Version 1
1. LABOR

Program Requirements Implementation / Indicators for Achieving Compliance

- Ensure rights of employees to terminate - Bonded labor refers to situations where employees work to pay
relationship without penalty a debt, which is often incurred by another person, offering the
worker’s labor in exchange
° Employment contracts do not contain any clauses that include
unlawful recruitment fees or penalties for terminating
employment
° No monetary deposit from employees is required, except for
uniform, badge, or tool deposits where allowed by local
regulations

- Forced or prison labor occurs most often where the facility is using a
government or military-controlled agency to provide or arrange the
hiring of employees
° Prison labor of a punitive nature (punishment) shall be strictly
prohibited unless,
in some cases, where it is lawful, voluntary, and paid in
accordance with legal minimum wages
° Prison labor should be provided with the same legal protection as
non-prison labor

- Trafficking in persons means the recruitment, transportation, or

receipt of persons by means of threat or use of force or other
forms of coercion, abduction, deception, or abuse of power for the
purposes of exploitation
° No employees should be trafficked into or within the country
against their will

- Do not retain original government-issued identification, passport,

or any personal documents unless the facility is bound by local
regulatory requirements to do so
° If employees’ original documents must be retained, the facility
should have a system to enable the employees to retrieve their
documents at any time
° The facility shall also communicate this procedure with employees
and, if possible, written consent letters from employees should be
maintained on file

Workplace Conditions Assessment Standard 9

Version 1
 1. LABOR

1.3 Discrimination

Intent

Companies should not engage in any form of employee discrimination in hiring, compensation, access to training, promotion,
termination, or retirement based on race, caste, national origin, religion, age, disability, gender, marital status, sexual
orientation, union membership, disease, pregnancy, or political affiliation.

Program Requirements Implementation / Indicators for Achieving Compliance

To prevent discrimination in the workplace, - Employees are entitled to the same wages and benefits without
the company should establish sound hiring regard to gender, race, age, and maternity status
and employment practices, which include the - All employees, regardless of whether they are full time, part time,
following: short term, permanent, or with any other contract of employment,
- Employees are judged solely based on their should be provided with the same training, development,
ability to perform the job they are applying for promotion, and advancement opportunities
or currently engaged in terms of recruitment, - Employment contracts stipulate that all employees in the same
hiring, training, promotion, and termination roles are engaged under the same terms and condition, that is,
equal pay for roles of equal value
- Employees are not unfairly treated due to race,
` caste, national origin, religion, age, disability, - Job descriptions indicate employment is based on occupational
gender, marital status, sexual orientation, qualification and not personal characteristics
union membership, disease, pregnancy, or - The facility does not question prospective employees about their
political affiliation pregnancy status, and that pregnancy tests are not conducted
before hiring or as a pre-condition to employment
- Hiring procedures do not require applicants to disclose maternity
status.
- Pregnant employees’ wages should not be reduced during
pregnancy nor should they be terminated when they become
pregnant
- All employees have an equal opportunity to work overtime

Good Practices

• Facility has a written policy in place to prohibit discrimination.

10 Workplace Conditions Assessment Standard

Version 1
1. LABOR

1.4 Discipline, Harassment, or Abuse

Intent

Employees are to be treated with respect and dignity as laid out in clearly understood disciplinary procedures that forbid acts
of bullying, the threat of physical abuse, sexual or other harassment, verbal abuse, monetary deductions, or other forms of
intimidation of any kind.

Program Requirements Implementation / Indicators for Achieving Compliance

To prevent sexual, psychological, physical, verbal - Prohibit comments or behavior which are reasonably interpreted
harassment, abuse, intimidation, and/ or bullying and understood by the employees to be physically or mentally
at the facility, the company should establish threatening or demeaning
sound hiring and employment practices, which
- Prohibit any physical touching of employees in a way that could be
include the following:
reasonably considered as having a sexual implication
- Establishing a non-threatening and
- Prohibit any sexual comments and/ or jokes made to/ about
unintimidating workplace environment
employees in a way that could be reasonably considered as a
- Developing a clear and uniform disciplinary disturbance or intimidation
procedure with good record-keeping
- Do not use monetary fines as a disciplinary measure
- Training in disciplinary procedures and
- Prohibit corporal punishment or abusive disciplinary practices
workplace etiquette
- Any disciplinary actions should be clearly documented and recorded
- Establish an internal-communication system
properly
between management and employees
- The corresponding employees should be well informed of the
disciplinary action and due acknowledgment is required

- Discipline and/ or grievance procedures are communicated to the

workforce

- The facility management should have a good understanding of the

discipline and/ or grievance procedures

- Conduct training to all levels of employee upon hiring and on an

ongoing basis

- Conduct non-intrusive security searches, especially when carried out

by a person of the opposite gender

Workplace Conditions Assessment Standard 11

Version 1
 1. LABOR

1.5 Freedom of Association

Intent

Direct communication between employees and management is an effective way of resolving workplace issues and concerns.
The facility should adopt an open attitude towards the activities of unions, employee representatives, or worker councils
and give employees access to the workplace for the purposes of such activities without fear of reprisal. Employees have the
right to join or form trade unions and to bargain collectively in accordance with local laws without prior authorization from
management.

Program Requirements Implementation / Indicators for Achieving Compliance

Establish sound hiring and employment - Recognize employees’ right to collective bargaining and freedom of
practices, to allow employees to form unions, association
bargain collectively, or communicate in some
- Give full access and unconditional support to employees to exercise
other way with management, which include the
their right of forming or belonging to a union or organization
following:
- Allow regular union meetings to be held
- Right to openly communicate with
management regarding working conditions by - Provide adequate facilities and support for the union to carry out
establishing a union or other type of employee their activities
organization - Allow employees to spend a reasonable amount of time on union
- Adhere to legal terms of a collective- activities
bargaining agreement (where applicable) - Collective Bargaining Agreements are confirmed in writing
- Allow employees to carry out representation - Comply with all clauses in Collective Bargaining Agreements
activities without interference, intimidation,
- Provide alternative forms of independent and free worker
or discrimination from management
representation and negotiation, where the right to freedom of
association and collective bargaining is prohibited under the law

- Opportunities/ written procedures are in place for open

communication with management regarding working conditions

12 Workplace Conditions Assessment Standard

Version 1
1. LABOR

1.6 Employment Contracts

Intent

An employment contract is a legally binding agreement between the employer and the facility to ensure work performed is on
the basis of a recognized employment relationship. Employees are to be clearly informed about their employment conditions
when they enter into employment. Contract employees, subcontracting and/or apprenticeships should not be used to avoid
obligations to employees in regard to equal protection for safe labor conditions, compensation, and training.

Program Requirements Implementation / Indicators for Achieving Compliance

Ensure employee rights and protections through - Labor contracts are signed with all employees (if legally required),
the following means: which are valid (not expired) and complying with local labor laws

- Sign labor contracts complying with local labor - Employees have a copy of their signed employment contracts and
laws with all employees understand all the applicable terms and conditions

- Maintain valid documentation for foreign - Employment contracts should include but be not limited to the
employees following:

- Processes in place for contracted employees ° Standard working hours and wages
from a third-party agency ° Rest day
° Overtime request and condition
- Proper use of contract employees,
° Holiday allowances
subcontractors, home workers and/ or
- Operate in compliance with the terms and conditions of the
apprenticeship schemes
employment contracts

- If foreign employees are hired, keep the necessary documentation

in place, such as approval from the authority to employ foreign
employees and work permits/ visas, if required by law

- Contracted employees from an agency are fully in compliance with

local regulatory requirements, including signed contracts, no fees
charged to employees, overall equal labor-protection rights, proper
wages, and training

- Contract employees, sub-contracting or home-working, and/ or

apprenticeship schemes employed at the facility are used strictly for
temporary, auxiliary, or substitute positions

- Foreign and agency employees should be provided with the same

opportunities for training, promotion, and access to the facility as
the permanent and local employees

- Documentation between the facility and agency are ready to be

reviewed by a third-party monitoring firm upon request

Workplace Conditions Assessment Standard 13

Version 1
 2. WAGES AND HOURS

2.1 Working Hours

Intent

Regular and overtime hours should comply with the legal limitations of the country or collective agreement with accurate and
complete record-keeping. Employees should not be requested to work overtime on a regular basis and total hours should
strive to be aligned with international-benchmark industry standards with ongoing continuous improvement. Employees are
provided at least one day off following six consecutive days worked.

Program Requirements Implementation / Indicators for Achieving Compliance

Establish sound employment practices to prevent - The standard working hours and overtime hours shall not exceed the
excessive working hours through the following legal limit stipulated by the law, or contractual agreement
means:
- The facility should strive to meet their customer’s expectations
- Accurate and complete working-hours record- on internationally accepted standards and overtime hours in the
keeping industry and showcase continuous improvement towards meeting
these requirements
- Limit working hours within applicable law or
agreement - The standard workweek is 48 hours, excluding overtime

- Employees given time off each week - The standard workweek, including overtime, is 60 hours

- Employees record and acknowledge their own - At maximum, total weekly working hours, including standard and
time records overtime hours in peak seasons, should never exceed 91 hours

- Communicate working hour’s terms through - If any legal waiver is obtained from the legal authority by the facility
written policies and contracts in relation to the working hours, facility maintains a copy of the
waiver to demonstrate compliance and establishes a proper system
to keep track of the hours worked to ensure compliance

- One day off in seven is guaranteed to employees

- If a piece-rate system is applicable, production records also clearly

separate standard and overtime hours

- Facility uses time cards, electronic bar-card system, or attendance

records to keep track of actual working hours for all employees

- Time records clearly include time in and out at the start and end of
each day

- The facility has a process for recording employees’ hours accurately;

the records of standard working hours and overtime hours should be
clearly separated

- The facility maintains complete working-hours records without any

discrepancies with payroll records and other relevant records

- Pay slips or attendance records show the hours worked clearly and
are given on a regular basis to employees for them to acknowledge
in confirmation of their accuracy

14 Workplace Conditions Assessment Standard

Version 1
2. WAGES AND HOURS

Program Requirements Implementation / Indicators for Achieving Compliance

- The facility has policies and procedures on working hours covering

the following:
° Terms of employment – regular working hours and days
° Overtime requirements and pay
° Disciplinary procedures for tardiness and other hours-related
issues
° Employees are given advance notice when overtime hours may be
necessary
° Working-hours policies and procedures are consistent with the
details in employment contracts, such as standard working hours,
overtime hours requests, and rest-day entitlements

Good Practices

• Written procedures are in place to determine, manage, and control overtime.

• Overtime requests from employees are maintained in employees’ personal files.

2.2 Wages and Benefits

Intent

Wages, overtime pay, benefits and paid leave are provided to employees and at least meet or exceed legal minimum
requirements and/ or collective-bargaining agreements (if applicable) with accurate and complete record-keeping. Employees
should receive documentation with detailed wage information with each payment.

Program Requirements Implementation / Indicators for Achieving Compliance

Establish sound employment practices to ensure - All employees including permanent, temporary, full time, part
proper wage payment and benefits through the time, agency, and casual employees are receiving at least the legal
following means: minimum wages for all standard working hours

- Accurate and complete payroll record-keeping - Where minimum-wage grades and Collective Bargaining
Agreements (CBA) are applicable, facility has to keep clear records to
- Accurate and complete normal and overtime
demonstrate compliance
wage calculations
- In addition to wages for standard working hours, employees
- Guarantee minimum wages/ agreed wages in
are compensated for overtime hours at the legally or contracted
Collective Bargaining Agreement
mandated premium rates
- Payment of all legally required withholdings
- If piece rate system is applicable, original piece rates and related
and benefits
supporting records are maintained as proof of wages calculation
- Supply pay stubs or similar documentation
- The facility has a process to calculate wages and no discrepancies
detailing pay calculations
between records are noted
- Pay wages on time and in legal tender

Workplace Conditions Assessment Standard 15

Version 1
 2. WAGES AND HOURS

Program Requirements Implementation / Indicators for Achieving Compliance

Water consumption procedures should be - Pay slips in local language are provided to all employees for each
established to manage water-related activities in pay period, details such as standard working hours/ days, overtime
the facility hours, piece-rate wages (if applicable), discretionary bonuses,
overtime payment, loans (if any), gross wages, deductions (if any),
and net wages

- The facility should have no illegal deductions; fines and deductions

for disciplinary process are only allowed when permitted by local law
and this shall be detailed in payroll records and employees’ pay slips

- Social security, pensions, and healthcare benefits are provided to

employees and the relevant cards, documents, and receipts are
maintained

- All employees are provided with all legally required benefits,

including but not limited to paid annual leave, holiday work,
maternity leave, and medical leave

- Wages are paid regularly in legal tender; frequency of payment

strictly adheres to the legal requirements. Supporting documents,
such as bank-transfer statements, are maintained and provided as
proof upon request

Good Practices

• The facility should strive to provide a discretionary income above the minimum wage.

• Employees are educated in their wages, allowance, bonus and benefits received.

• Facility has a system to show wage rate is increased based on skill, productivity, seniority and merits.

16 Workplace Conditions Assessment Standard

Version 1
3. HEALTH AND SAFETY

3.1 General Work Facility

Intent

The workplace environment should be comfortable with safe and clean conditions. Employees should have access to clean
toilet facilities and potable drinking water.

Program Requirements Implementation / Indicators for Achieving Compliance

Maintain a comfortable and safe working area, - Adequate control of temperature in the work environment is critical
including the following: ° In countries where a legal requirement is set for work
temperature, facility should follow such requirement
- Acceptable level for temperature, noise, and
ventilation ° In the absence of legal requirement, facility should ensure work
environment is maintained at a reasonable and comfortable room
- Sufficient number of clean and properly temperature
stocked restrooms
- Adequate control of noise level means that continuous exposure to
- Sufficient potable drinking water noise in the workplace should be within the legal requirements
° In the absence of local legal requirements, facility should reduce
noise to 85 dBA (as recommended by the World Health
Organization) or lower for eight hours continuous noise exposure

- Adequate ventilation means proper circulation of air to avoid

pollutants accumulating to levels that can pose health and comfort
problems

- Restrooms should be maintained in a clean condition, fully stocked

with sanitation materials (soap, tissues, etc)

- Potable drinking water should be made available at a designated

and clean area

- Potable drinking water should be provided free of charge

3.2 Emergency Preparedness

Intent

Companies should provide adequate controls to manage emergency preparedness, which includes fire alarms, firefighting
equipment, fire extinguishers, emergency exits, emergency lighting, evacuation plans, clear pathways, and fire drills. Training
should be provided on a regular basis.

Program Requirements Implementation / Indicators for Achieving Compliance

Establish an emergency preparedness program, - There is a person responsible for facility's emergency preparedness
to include the following: and response programs, who can explain the facility's emergency
preparedness and response programs as well as their own
- Fire prevention
responsibilities
- Firefighting equipment

Workplace Conditions Assessment Standard 17

Version 1
 3. HEALTH AND SAFETY

Program Requirements Implementation / Indicators for Achieving Compliance

- Fire-inspection certificate - Fire-alarm system is properly installed throughout the facility and
regularly maintained
- Employee training and education
- Firefighting equipment is adequate for the nature of the facility's
- Evacuation procedures
operations and free from obstruction
- Evacuation route
- Fire extinguishers are properly mounted/ fixed, fully maintained, and
- Emergency-lighting system clearly labeled throughout the facility
- Emergency-evacuation drills - Employees are trained in the use of firefighting equipment and
- Hazardous-materials disposal procedures training records are kept

- There is a sufficient number of emergency-evacuation exits at the

facility that are clearly marked, unblocked, unlocked, reasonably
spaced, and designed in accordance with local laws

- Evacuation plans are posted throughout the production floors with

aisles, stairs, and passageways kept clear at all times

- Fire-protection facilities are inspected on a regular basis

- Construction projects have the proper fire service inspection

certificate.

- Sufficient number of emergency lights is installed

- Stairways and emergency-evacuation exits are equipped with

handrails, where needed

- Fire drill is conducted in the last twelve months or as required by law

- Employees involved in the control, clean-up, and disposal of

hazardous materials receive regular training on emergency response
plans and actions and training records are maintained

3.3 Occupational Injury

Intent

To manage occupational injury, companies should provide adequate controls, including first-aid kids, eyewash stations, access
to medical treatment/ examinations, and control of exposure to physically demanding work. Complete record-keeping for
work-related injuries and accidents should be kept.

Program Requirements Implementation / Indicators for Achieving Compliance

Establish an occupational injury prevention and - First-aid kits are available, placed in easily accessible positions, and
maintenance program, to include the following: are fully stocked with supplies according to regulatory requirements

- First-aid kits – The first-aid supplies should be located on each work floor

- Eyewash/ shower stations ° The quantity of first-aid supplies and the types of supplies should
be based on the potential hazards/ risks identified during a risk
assessment

18 Workplace Conditions Assessment Standard

Version 1
3. HEALTH AND SAFETY

Program Requirements Implementation / Indicators for Achieving Compliance

- Record-keeping of work-related injuries - Eyewash/ shower stations with continuous water flow should be
provided in relevant hazardous chemical areas
- Medical treatment for injured or ill employees
- Work-injury and accident records should be kept to monitor, track,
- Health examinations
and analyze the trend. In addition, injury and accident records
- Control exposure to physically demanding should be reviewed and investigated to identify and determine root
work cause, corrective action and preventative action

- Medical-treatment processes for work-related injuries and illness

should be made available to employees
° The facility should have access to medical treatment either by
an internal medical team or external facilities, according to legal
requirements
° If the medical professional is required by law, proper licenses and
certification for the medical staff should be maintained

- Occupational-health examinations for employees should be

conducted for employees free of charge, wherever applicable. This
is to ensure health conditions of employees have not been impacted
due to work conditions

- Implement a mechanism/ program to identify, evaluate, and control

worker exposure to physically demanding work, such as manual
handling, heavy lifting, highly repetitive tasks, and other physically
demanding jobs to prevent work-related injuries

3.4 Machine Safety

Intent

Companies should provide adequate controls to manage machine safety, including machine safeguards, emergency stop
switches and correct use of personal protective equipment (PPE). All local law requirements for machine registration,
maintenance and inspection must be followed with adequate training for all operators.

Program Requirements Implementation / Indicators for Achieving Compliance

Establish machine safeguarding program, to - There is a responsible person who has a clear understanding of
include the following: applicable regulatory requirements for machine safety

- Understanding and following all legal - Machine safety is extremely important. A good rule to remember
requirements for machine registration, is: any machine part, function, or process which many cause injury
maintenance, and inspection should be safeguarded, according to Occupational Health and Safety
Administration
- Machine safeguards
- Dangerous moving parts in three basic areas require safeguarding:
- Emergency-stop switches
° The point of operation: where work is performed on the material,
- Training in safe operating procedures such as cutting, grinding, shaping, boring, and forming
- Use of personal protective equipment (PPE)

Workplace Conditions Assessment Standard 19

Version 1
 3. HEALTH AND SAFETY

Program Requirements Implementation / Indicators for Achieving Compliance

° Power-transmission apparatus: any component which transmits

energy to the part of the machine performing the work. These
components include flywheels, pulleys, belts, connecting rods,
couplings, cams, spindles, chains, cranks, and gears
° Other moving parts: all parts of the machine which moves while
the machine is working. These can include reciprocating, rotating,
and transverse moving parts, as well as feed mechanisms and
auxiliary parts of the machine

- Machine registration, maintenance, and inspection should be kept

current, valid, and updated

- Emergency Stop (also known as E-Stop) should be installed in

areas of the machine, which should provide a rapid means of
disconnecting the energy source of the device to protect employees

- All machine operators should receive training in safe operating

procedures

- Personal protective equipment (PPE), such as face masks, safety

gloves, earplugs, etc., as required to control machine safety hazards,
is provided to employees free of charge and monitored to ensure it
is correctly used

3.5 Safety Hazards

Good Practices

To manage safety hazards, companies should provide adequate controls and training, including inspection and maintenance
of special appliances, such as gas cylinders, boilers, unfired pressure vessels, furnaces, electrical cords, and outlets. Personal
protective equipment should be freely provided and correctly used.

Program Requirements Implementation / Indicators for Achieving Compliance

Establish a program to identify, evaluate, and - Worker exposure to potential safety hazards should be controlled
control worker exposure to safety hazards, through proper design, engineering and administrative controls,
including the following: preventative maintenance and safe working procedures, and
ongoing safety training. Where hazards cannot be adequately
- Registration, inspection, and maintenance of
controlled by these means, employees should be provided with
special appliances, electrical cords and outlets
appropriate personal protective equipment
- Use of personal protective equipment (PPE)
- When Personal Protective Equipment (PPE) is identified as the best
- Safe operating procedures training for special means of protecting employees from safety hazards, it should be
equipment operators provided free of charge and monitored to ensure it is correctly used.
- Training of all employees in workplace safety If PPE use is required, the facility should have a process in place to
hazards, hazard control programs and safe ensure it is used properly. The program should include the following
working procedures elements:

20 Workplace Conditions Assessment Standard

Version 1
3. HEALTH AND SAFETY

Program Requirements Implementation / Indicators for Achieving Compliance

° There is proper indication of where and what type of PPE should

be used
° Employee training should be provided on proper usage and
maintenance
° The facility should have a mechanism to enforce proper usage
- Special appliances such as boilers, unfired pressure vessels, and
furnaces should be properly registered, inspected, and maintained

- Gas cylinders are stored in a well-ventilated area and in an adequate

manner (upright and secured against fall)

- Electrical installations and wiring should be inspected regularly and

maintained by professionals to prevent electric-shock hazards. There
should be no damaged cords and plugs, frayed wiring, or missing
protective covers or shields

- Lock-out/ Tag-out program is in place for work on equipment

(Lock-out/ Tag-out refers to specific practices and procedures for
safeguarding employees from energized machinery or equipment
from releasing hazardous energy during servicing and maintenance
processes.)

- The Lock-out/ Tag-out program should include:

° Lock-out/ Tag-out procedures
° Individual locks and tags assigned to employees
° Employee is in control of his/ her own keys to the lock
° Only employees exposed to the hazard can place or remove the
safety lock
° Machinery or equipment capable of movement is required to
be disengaged, blocked, or locked out during cleaning, servicing,
adjusting, and maintenance prior to operations
° The procedure should require that any stored energy be released
before equipment is locked out for repairs
° Employees are trained in the Lock-out/ Tag-out program
- Special equipment operators are properly trained in safe operating
procedures and duly licensed, where applicable

- In order to keep employees updated regarding workplace safety

hazards, training should be provided to employees at the time of
hire, transfer of position, change of machinery, update of operations
procedures, or of any changes
° Methods of identifying potential risks, preventative measures, and
control procedures should be introduced to employees
° Refresher training should be conducted whenever possible

Workplace Conditions Assessment Standard 21

Version 1
 3. HEALTH AND SAFETY

3.6 Chemical and Hazardous Materials

Intent

To manage chemical and hazardous materials in the workplace (where applicable), companies should provide adequate
controls, which include chemical/ waste classification on material safety data sheets (MSDS) sheets, and proper handling,
labeling, storage, and transportation, as well as disposal. Employees are to be provided with training to protect their health
and safety. Personal protective equipment should be freely provided and correctly used.

Program Requirements Implementation / Indicators for Achieving Compliance

Establish a program to identify, evaluate and - Valid business permits to engage in the collection, storage, use, and
control the use of chemical and hazardous disposal of hazardous wastes
materials, to include the following:
- Chemical and hazardous wastes are legally permitted and properly
- Understanding and following all legal stored, labeled, and disposed of as per instructions of licensed
requirements for waste/ chemical classification, vendors
handling, labeling, storage, transportation,
- Containers are stored properly or secondary containment is used to
disposition, and implementation at the facility
avoid leakages
- Complete material safety data sheets (MSDS)
- Relevant washing amenities and protocols in place in case of
- Washing amenities and protocols contamination

- Use of personal protective equipment (PPE) - Employee education and training in hazardous conditions and
chemical safety with records kept
- Worker training and emergency planning
for all employees who work with chemical or - Conduct regular emergency drills for all employees who work with
hazardous wastes chemicals or hazardous wastes

- Personal protective equipment (PPE), such as skin protectors, safety

glasses, face shields, respirators, eye protection, hand protection,
etc., as required to control exposure to chemical and hazardous
materials, is provided to employees free of charge and monitored to
ensure it is correctly used

- Material Safety Data Sheet (MSDS) is a document intended to

provide information regarding a specific chemical; format can vary
according to source; however, the internationally recommended and
recognized format includes these 16 sections:
1. Identification
2. Hazards identification
3. Composition
4. Information on ingredients
5. First-aid measures
6. Fire-fighting measures
7. Accidental-release measures
8. Handling and storage
9. Exposure controls
10. Personal protection
11. Physical and chemical properties
12. Stability and reactivity

22 Workplace Conditions Assessment Standard

Version 1
3. HEALTH AND SAFETY

Program Requirements Implementation / Indicators for Achieving Compliance

13. Toxicological information

14. Ecological information
15. Regulatory information
16. Other information

- MSDS should be placed in areas where they are readily available and
accessible and written in languages easily understood by employees

3.7 Dormitory and Canteen

Intent

Residential facilities provided to employees should contain adequate living space, be clean and well maintained, separate from
the production building, and meet fire safety requirements. Kitchen and dining areas should also be clean and well maintained
with sufficient seating and sanitary facilities for food preparation and storage.

Program Requirements Implementation / Indicators for Achieving Compliance

Maintain comfortable and safe living and dining - The dormitory is separate from the production and/ or warehouse
areas (where applicable), which include the building if required by law
following:
- Dormitories are clean and well maintained, with adequate
- Clean and well-maintained living and dining temperature and lighting, and spacious and adequate living space
areas with adequate space per resident

- Clean washing and toilet facilities and access - Fire-fighting measurements should follow the legal requirements,
to potable water specifically regarding to the escapes, exit signs, evacuation plans,
emergency lighting, fire-hose equipment, and fire extinguishers.
- Understanding and following all regulatory
Fire escapes serving the dormitory should meet the minimum legal
requirements such as hygiene certificates or
requirements
health checks
- The number of fire exits should be sufficient.
- Fire prevention
° All exits should be free of obstruction and accessible
- Fire-fighting equipment
° The exits are equipped with exit signs. Emergency lighting is
- Evacuation procedures installed in the appropriate areas in order to illuminate the
evacuation path in the event of a fire
- Evacuation route
- Evacuation plans are posted in visible areas to identify the evacuation
- Emergency-lighting system
routes, firefighting equipment, the exit location, etc.

- The firefighting equipment, such as fire extinguishers, fire hoses,

alarm, and sprinklers, is sufficient and available in the dormitory
area, according to legal requirements

- Washing and sanitary facilities should be provided to employees in

the dormitory
° The washing and sanitary facilities should be kept clean at all
times
° Potable water should be readily available

Workplace Conditions Assessment Standard 23

Version 1
 3. HEALTH AND SAFETY

Program Requirements Implementation / Indicators for Achieving Compliance

- Kitchens and dining area should be clean and well maintained

° Sanitation of the kitchen and dining area should meet the
minimum legal safety and sanitation requirements
° There should be sufficient seating for employees in the dining
area

- The health condition of food preparation staff is critical to the

general wellness of employees who dine in the facility
° Wherever applicable, a valid hygiene certificate for the food
preparation area, process and staff should be maintained

24 Workplace Conditions Assessment Standard

Version 1
4. MANAGEMENT SYSTEMS

4. Management Systems

Intent

The facility should establish an effective management system which clearly defines and documents policy and procedures
to ensure compliance with applicable laws and program requirements. The facility should have a method of measuring the
program’s effectiveness and a way of assessing its suppliers and subcontractors for their commitment to social compliance.

Program Requirements Implementation / Indicators for Achieving Compliance

Establish policies and procedures to ensure - Social compliance policy should include the following:
compliance with applicable laws and social- ° Commits the company to the continuous improvement of labor
compliance requirements, to include the standards in the supply chain
following: ° Provides a clear framework for setting social-compliance objectives
and targets
- A comprehensive, properly drafted social-
compliance policy that is appropriate to the ° Commits the company to compliance with relevant legal
requirements
nature of the facility’s operation and aligned
with the facility’s vision, is an integral part of ° Endorsed by senior management
the facility’s strategy, and is communicated to ° Roles and responsibilities for implementation
all employees ° Management accountability for labor, ethics, health and safety,
working conditions, etc.
- Comprehensive processes and procedures in a
° And be made publicly available
printed manual to support the implementation
- The drafted social-compliance policy statement aligns with the
of the printed social-compliance policy
company’s vision statement, value, and strategic goals
- System for identifying and monitoring
° The compliance policy is embedded into the Standard Operations
applicable labor and ethics laws, regulations, Procedures of all relevant departments
and customer requirements.
° These departments should review the operations procedures to
- Internal accountability standards and ensure policies and practices align with compliance policy
procedures for migrant employees that - The processes and procedures for supporting the implementation
evaluate and address the risks of human of the drafted social compliance policy, should include, but be not
trafficking and slavery limited to, the following:
- Controls in place to monitor suppliers’ ° Hiring procedure
and/ or subcontractors’ performance in social ° Employee complaints procedure
compliance ° Employee discipline procedure
° Working-hours control procedure
° Emergency-preparedness procedure
° Employee-safety procedure
° Hazardous-chemicals procedure
° Corrective-action procedure
- The compliance policy should be communicated to all employees
through at least one of the following methods (in local language):
employment contract, employee manual, newsletter/ poster, or
employee training (with records).

Workplace Conditions Assessment Standard 25

Version 1
 4. MANAGEMENT SYSTEMS

Program Requirements Implementation / Indicators for Achieving Compliance

- The processes and procedures for supporting the implementation

of the drafted social compliance policy, should include, but be not
limited to, the following:
° Hiring procedure
° Employee complaints procedure
° Employee discipline procedure
° Working-hours control procedure
° Emergency-preparedness procedure
° Employee-safety procedure
° Hazardous-chemical procedure
° Corrective-action procedure
- The compliance policy should be communicated to all employees
through at least one of the following methods (in local language):
employment contract, employee manual, newsletter/ poster, or
employee training (with records)

- The facility has identified a designated person to maintain, monitor,

update, and communicate any updates on labor and ethics laws, as
well as customer requirements, and the designated person should
have a clear job description

- Migrant employee policies and standards should be included as part

of the compliance policies. ‘Migrant employees’ includes domestic
and international laborers at the facility and those working for
suppliers/ subcontractors. A system should be in place to monitor
and assess migrant employees’ working conditions. The assessment
should include:
° Recruitment practices for migrant labor
° Labor contracts
° Working hours
° Wages
° Employment benefits
° Work safety and health
° Separation and repatriation policy
° Grievance policy
° Effort in eradicating human traffic and slavery
- The facility conducts periodic assessments (at least annually) of
its social-compliance system to ensure compliance and to identify
improvement opportunities, the assessment of which should include,
but be not limited to, the following:
° Freely chosen employment (i.e., no forced, bonded, involuntary,
or prison labor)
° Child-labor avoidance (i.e., no under-age employees, no
hazardous duty for young employees, proper permits guaranteed,
working restrictions for young employees are met)

26 Workplace Conditions Assessment Standard

Version 1
4. MANAGEMENT SYSTEMS

Program Requirements Implementation / Indicators for Achieving Compliance

° Working hours (i.e., limits to maximum hours worked, mandatory

days off, rest breaks granted)
° Wages and benefits (i.e., legal wages, minimum wage, overtime
pay, pay slip provided and communicated, social security, legal
time off, and other benefits)
° Labor practices (i.e., no harassment, no improper disciplines, no
coercion or physical, mental, or verbal abuse)
° Non-discrimination (i.e., age, race, gender, religion, sexual
orientation, political, disability)
° Freedom of association
° Health and safety
° Environmental issues
- Appropriate and/ or preventative action is taken to stop a recurrence
of the same or similar labor and health-and-safety problems

- Written records (correspondence, reports, meeting minutes,

etc.) maintained of a regular Management Review of the social-
compliance system

- The facility has appropriately defined and documented responsibilities

and authorities for managers, supervisors, and employees for social
compliance, and has appointed either an individual or a committee
at the highest possible management level to take responsibility for
the social-compliance program

- The facility provides appropriate training for managers on how to

implement its social compliance policies and procedures

- A formal Health and Safety Committee has been established at the

facility

- The facility has established methods/ channels for communicating

with employees regarding policies, practices, and conditions, and
obtains their feedback and complaints

- The facility posts the client’s code of conduct in the local language in
a place accessible to all employees, when required

- The facility establishes, maintains, and documents appropriate

procedure to evaluate and select suppliers and/ or subcontractors
based on their performance and commitment towards social
compliance

- The facility’s social-compliance policy and requirements are

communicated to all suppliers and/or subcontractors by at least one
of the following methods (in the local language): Business contract,
supplier/ subcontractor manual, training records, or other written
processes

Workplace Conditions Assessment Standard 27

Version 1
 4. MANAGEMENT SYSTEMS

Good Practices

• The facility has established one or more communication channels with employees:

° Union representative
° Employee committee
° Suggestion box
° Verbal exchange
° Phone hotline

• Metrics or key performance indicators for any labor or health-and-safety issues are maintained.

28 Workplace Conditions Assessment Standard

Version 1
5. ENVIRONMENT

5. Environment

Intent

The facility should be aware of the potential environmental impacts of its site and establish an effective environmental
management system to better understand and comply with all environmental laws, regulations, and permits as they relate to
solid-waste, hazardous-waste, wastewater, storm-water, and air emissions.

Program Requirements Implementation / Indicators for Achieving Compliance

Establish policies and procedures to ensure - A written environmental policy should include the following:
compliance with environmental laws and ° Establish a policy statement that is endorsed by executive
sustained awareness of the environmental management
impact of the facility and its processes, to include ° The statement should support the nature and scope of the
the following: operations

- Properly drafted environmental-policy ° Senior management actively supports and ensures

implementation of the policy commitments
statement
° Accountability and responsibility are established
- Properly drafted environmental management
° There is a clearly defined responsibility and job description for the
system people involved in the environmental policy
- Obtained all required permits, licenses and/ ° Implementing a system to identify, monitor and update
or registrations for discharge and/ or disposal environmental laws, regulations, and customer requirements
of solid waste, hazardous waste, wastewater, - An environmental management system should be established, to
storm water and air emissions include
- Site is operated in compliance with the ° Policies
associated license/ permit conditions ° Procedures
° Management commitment
° Accountability
° Legal-requirement compliance
° Risk assessment and management
° Performance measurement and implementation
° Objectives and goals
° Corrective action
° Training and education
° Feedback
° Continuous improvement
- The facility has an individual or team responsible for environmental
efforts. This can be in the form of an environmental committee, or
environmental champion team. The team members should include:
° Executive management
° Operations management
° Various departments
° Production management
° Finance department
° Employees on different production lines
° Chemical-handling managers
° Any relevant employees

Workplace Conditions Assessment Standard 29

Version 1
 5. ENVIRONMENT

Program Requirements Implementation / Indicators for Achieving Compliance

- The individual and/ or team responsible for environmental efforts

should have basic knowledge at the minimum level to address any
environmental issues within the facility

- Hazardous/ solid waste is disposed of using licensed vendors per

local legislation

- Storm-water discharge should meet the discharge limits

° Storm-water discharge points should be identified within the
premises
° Monitoring of the storm-water discharge point to prevent
hazardous materials from entering the drainage system

- Wastewater should be analyzed, treated if needed, and discharged

according to the legal requirements. Any sludge disposal should be
collected by the licensed vendors. The responsible person should be
familiar with the legal requirements for monitoring and treatment

- The facility should monitor any air emissions into the environment.
If applicable, air-emission permits should be obtained. Wherever
required, exhaust-ventilation systems should be designed to capture
emissions, and pollution-treatment systems (i.e., scrubbers, catalytic
removal, thermal oxidation, etc.) installed to reduce emissions to an
acceptable level before discharge

Good Practices

• The facility can demonstrate formal environmental certification or environmental management system (e.g., ISO14000,
Think Green Initiative Achievement Award) in place.

• The facility has made progress in reducing or eliminating pollution and waste and in conserving resources.

• The facility has implemented energy-saving measures or adopted new technology designed to save energy.

• The facility has implemented a carbon-emission-reduction or carbon-offset plan.

• The facility received environmental awards from government, NGOs, or other environmental organizations.

30 Workplace Conditions Assessment Standard

Version 1
This page is intentionally left blank