We already provide some explanation for these documents.
1. The latest version of the work regulations with internal psychosocial procedures
As soon as you hire an employee, you are legally obliged to draw up work regulations. In these, you provide an overview of the mutual rights and obligations between your employee and yourself as an employer, such as working hours, leave days, and sickness arrangements. Please note that when reviewing your work regulations, the labour inspection pays extra attention to the internal procedure your company uses for the prevention of psychosocial risks.
2. The prior unanimous agreement of the competent consultative committee concerning the internal psychosocial procedures
The internal procedures described above must be unanimously accepted by the competent consultative committee (committee for prevention and protection at work, trade union delegation or direct participation) before they can be added to the work regulations. This agreement was probably recorded in the minutes of this consultative body at the time. The inspection requests that this be looked up and presented.
3. The prior unanimous agreement of the employee representation of the committee for the appointment of the internal confidential adviser and the internal prevention adviser psychosocial aspects (if appointed)
An internal confidential adviser can only be appointed with the unanimous consent of the employee representation of the committee (for prevention and protection at work). If you do not have a CPBW, this will be transferred to the trade union delegation or, if this is also not present in your organisation, to direct employee participation.
If you have appointed one or more internal confidential adviser(s), the agreement for appointment should be found in the committee report. Here too, the inspection asks for this to be looked up and presented.
A limited number of companies have also appointed an internal prevention adviser for psychosocial aspects. The same rules apply for their appointment. If you rely on Premed's expertise for the prevention of psychosocial risks (external prevention adviser psychosocial aspects), no unanimous agreement is required.
4. The training followed and annual supervision of the confidential adviser
When a confidential adviser is appointed, they must follow a mandatory basic training within 2 years of appointment. Thereafter, each confidential adviser must attend a supervision moment at least annually. The inspection requests proof that your confidential adviser(s) have followed these.
- Did your confidential adviser follow this training at Premed and/or participate in supervision moments organized by Premed? Then you will find all participation certificates via our employer portal (lists and reports). The confidential advisers themselves can also find this by logging into their personal employee portal of Premed.
5. The register for acts of violence, harassment and unwanted sexual behaviour committed by third parties (suppliers, citizens, clients, patients, ...) during the performance of work
Every employer must have a register in which reports can be recorded if your employees should become victims of transgressive behaviour by third parties. This register is usually kept by the confidential adviser. In the rare event that no internal confidential adviser has been appointed, but an internal prevention adviser for psychosocial aspects has been appointed, this person is the one who keeps the register. If you have appointed neither an internal confidential adviser nor an internal prevention adviser for psychosocial aspects, this register will be kept by your organisation's internal prevention adviser.
- A template of a register for acts by third parties can be found on the Premed employer portal.
6. The general psychosocial risk assessment
As an employer, you are obliged to conduct a global risk assessment of the psychosocial risks at work. All aspects of the work situation that could potentially cause stress or other forms of discomfort are measured and analyzed. The legislation prescribes certain requirements that this analysis must meet. The inspection asks that the report of your most recent risk assessment be made available.
- Have you not yet performed this risk assessment or is it no longer up-to-date? More information can be found in the info sheet 'psychosocial well-being risk assessment' on the Premed employer portal
7. Communication of the results of this risk assessment to your committee and the advice from your committee and measures taken as a result of this risk assessment
The results of the risk assessment described above must be shared with the committee for prevention and protection at work (or, if there is no committee in your company, the trade union delegation or direct employee participation). The members of the CPBW may advise on the preventive measures to be taken, based on this analysis. Finally, the employer must create an action plan based on the results and the advice of the CPBW. This describes which measures will be taken to address the identified risks.
You must keep available both the committee report demonstrating that the results were explained, and the action plan that was drawn up following the risk assessment.
8. The global prevention plan with the psychosocial section and the annual action plan for the current year
After a risk assessment, the next step is to develop preventive measures. These are incorporated into a global prevention plan that you, with the support of your internal or external prevention adviser, draw up for a period of five years.
With the annual action plan, you make the practical translation and describe the concrete actions your company will undertake in the coming year to implement the prevention plan.
9. The annual evaluation of the psychosocial policy and the communication of the results to the committee
The legislation requires you to evaluate your psychosocial prevention policy annually. You can base this on the actions you previously defined in the annual action plan and evaluate them one by one. Ideally, there should be a written record of this, which can be presented to the inspector.
Furthermore, the results of this evaluation must be communicated to the committee for prevention and protection at work (or, if there is no committee in your company, the trade union delegation or direct employee participation). The inspection also asks for proof that this has happened.
10. The information and training of employees and the hierarchical line
Finally, as an employer, you must always inform your employees and hierarchical line about the policy and train them where necessary. This includes explanatory sessions on the PSR procedure, info sessions on respect at work, stress or burnout, training for managers on dealing with work-related alcohol and drug use, training for managers on conducting conversations about stress, feedback sessions on the results of the psychosocial risk assessment and the action plan that followed from it, etc.
