PHS Language & Assessment Guide
A definitive directory of terms and standards shaping Canadian workplace mental health and OHS compliance.
Actionable Check-In
A proactive outreach fulfilling the legal Duty to Inquire. This philosophy is embedded in training via the Mental Health Continuum.
Administrative Controls
Changes to the way work is done (policies, training, schedules) used to mitigate psychosocial risks.
ALGES Framework
The standard for Mental Health First Aid (MHFA), including the critical focus on Self-Care for the First Aider.
Authority Hub
Strategic PHS pillar content providing deep-dive guide on PHS compliance (in progress).
Bill 132 Schedule 4 (Ontario)
Legislation mandating written programs for workplace harassment and sexual harassment.
Bill 41 (British Columbia)
The Workers Compensation Amendment Act which mandates a "Duty to Cooperate" and a "Duty to Maintain Employment." This requires employers to actively support the return-to-work process for staff affected by workplace violence or psychological injuries.
Bill C-65 (Federal)
The Federal framework defining harassment and violence as a single spectrum of behaviour. It mandates that all federally regulated employers must provide mandatory training, conduct joint risk assessments, and follow a strict resolution process for occurrences.
Burnout (Occupational)
A state of vital exhaustion caused by chronic workplace stress that has not been successfully managed. It is characterized by feelings of energy depletion, increased mental distance from one’s job, and reduced professional efficacy.
Canada Labour Code (Part II)
Mandatory OHS requirements for federally regulated workplaces, including the protection of psychological health and the prevention of workplace harassment and violence.
Compassion Fatigue
Emotional and physical exhaustion often experienced by those in frontline crisis and victim services, resulting from the cumulative stress of helping others through trauma.
Continuous Improvement
The ongoing commitment to regularly reviewing and refining the PHS-IMS to ensure effectiveness, address new psychosocial hazards, and adapt to changing workplace needs.
Read More & Assess about the continuous improvement process within a PHS management system
CSA Z1003
The National Standard of Canada for Psychological Health and Safety in the Workplace; the definitive framework for compliance and a voluntary set of guidelines, tools, and resources.
Read More about the CSA Z1003 National Standard of Canada
Documentation Trail
Recorded evidence of training and check-ins required for regulatory audits.
Due Diligence
The legal "defense" an employer uses to prove they did everything reasonably possible to prevent an injury. In this context, it means having a paper trail for mental health, not just physical safety.
Read More & Assess
about the legal principle of due diligence in Canadian OHS
Duty of Care
The moral and legal obligation to ensure the safety or well-being of others. In the workplace, this means taking all reasonable steps to prevent foreseeable psychological or physical harm.
Read More & Assess
about the legal principle of Duty of Care in the workplace
Duty to Accommodate
The legal requirement to modify work duties, schedules, or environments to support employees with disabilities, including mental health conditions, up to the point of undue hardship.
Read More & Assess
about the legal Duty to Accommodate in the workplace
Duty to Inquire
The legal obligation for a manager to check in on an employee if they suspect a mental health issue is affecting their work, fulfilling the obligation to support or accommodate rather than just firing for poor performance.
Read More & Assess
about the legal obligation of the Duty to Inquire in the workplace
Factors (14 Psychosocial)
The 14 elements from CSA Z1003 that impact employee mental health.
Read More & Assess about the 14 psychosocial factors of the National StandardForeseeability
The legal principle used to determine if an employer should have reasonably anticipated a psychological injury. In a PHS context, a hazard becomes "foreseeable" when there are clear indicators—such as high absenteeism, toxic culture, or a known trauma event—triggering the organization's legal Duty to Inquire and Duty of Care.
Read More & Assess about the legal principle of foreseeability in workplace mental healthFrontline Services
High-risk roles requiring specialized PHS support due to trauma exposure. In Canada, there is presumptive legislation, which assumes a PTSD diagnosis is work-related unless the employer can prove otherwise. These laws are provincial, so while Manitoba and Saskatchewan cover all workers, most other provinces specifically cover first responders, nurses, and correctional officers.
Read More & Assess about psychological health and safety for frontline services and presumptive legislationGeneral Duty Clause
The foundational "catch-all" legal obligation requiring employers to take every precaution reasonable in the circumstances to protect the health and safety of workers. Across Canada, this duty (specifically Section 25(2)(h) in Ontario and Section 124 of the Canada Labour Code) serves as the primary enforcement mechanism for psychosocial hazards; it mandates proactive risk mitigation even in the absence of a specific regulation for a given hazard.
Read More about the General Duty Clause under Section 124 of the Canada Labour CodeGreen Zone (Healthy)
The target state for a PHS compliant workplace; characterized by normal functioning, effective coping, and high employee engagement.
Guarding Minds at Work (GMAW)
A comprehensive and validated survey tool designed to measure the 13 Psychosocial Factors within an organization. It provides the data-driven foundation necessary to assess, protect, and improve psychological health and safety in the workplace.
Read More about the Guarding Minds at Work assessment resources and toolsHazard Register
A living document tracking identified mental health risks and mitigation actions.
Hazards (Psychosocial)
Factors in how work is designed, organized, or managed that increase the risk of psychological injury to employees.
Read More & Assess about the definition of psychosocial hazards in Canadian workplacesHierarchy of Controls
A system prioritizing Elimination over Individual coping to address root causes of stress.
Read More & Assess about the hierarchy of controls for psychosocial hazardsHuman Resources Development
Process of building organizational capacity to support a psychologically safe culture.
Integrated Management System (PHS-IMS)
A strategic framework embedding Psychological Health and Safety into core business governance, risk operations, and organizational culture.
Read More & Assess about the Psychological Health and Safety Integrated Management System (PHS-IMS)Integration Framework
The roadmap illustrating how PHS is embedded for long-term compliance, ensuring mental health is managed with the same rigor as physical safety.
Internal Data Points
The specific organizational metrics—such as absenteeism rates, short-term disability (STD) claims, turnover, and EFAP utilization—used to identify hidden psychosocial hazards. These data points provide the objective evidence required to prioritize interventions and measure the effectiveness of a PHS management system.
Read More & Assess about using internal data points to identify psychosocial hazardsIRS (Internal Responsibility System)
The foundational philosophy of Canadian OHS law, stating that everyone in the workplace shares responsibility for health and safety.
Read More & Assess about the Internal Responsibility System (IRS) in Canadian OHS lawISO 45003
International guidelines for managing psychosocial risks; the global companion to CSA Z1003. This standard provides a framework for organizations to manage psychological health and safety within an Occupational Health and Safety (OHS) management system.
Read More about the ISO 45003 international standard for psychological health and safety at workJudgement (Reasonable)
The standard used to determine if a leader took every reasonable precaution to protect a worker, often evaluated against industry standards like CSA Z1003.
Just-in-Time Support
Rapid-response mental wellness resources and crisis intervention provided to staff immediately following a critical incident.
Leadership Training
Programs equipping managers with the psychological literacy to identify early warning signs, lead check-ins, and manage accommodations effectively.
Liability (Psychosocial)
The legal and financial risk an organization faces when it fails to protect workers from foreseeable psychological harm.
Management System Audit
A systematic review of the organization’s PHS compliance against the CSA Z1003 Standard.
Mental Health Commission of Canada (MHCC)
The national body responsible for driving evidence-based psychological health and safety (PHS) frameworks across the country. They lead the development of programs such as The Working Mind, Mental Health First Aid and Workplace Psychological Health and Safety through their Opening Minds branch.
Read More about the Mental Health Commission of Canada's national initiatives and programsMental Health Continuum Model
A validated tool standardizing early intervention language using colour-coded zones (Green, Yellow, Orange, Red).
Read More about how to use the Mental Health Continuum model in the workplaceMental Health First Aid (MHFA)
The initial help provided to a person developing a mental health problem, experiencing a worsening of an existing mental health problem, or in a mental health crisis. Just like physical first aid, the goal is to provide support until professional help is received or the crisis is resolved.
Read More & Assess about Mental Health First Aid training and courses offered by iMindifyMoral Injury
Psychological distress resulting from actions that violate core moral beliefs; a specific high-frequency hazard for frontline crisis services.
National Standard of Canada (CSA Z1003)
The definitive framework for Psychological Health and Safety in the Workplace. This voluntary set of guidelines provides the tools for organizations to identify hazards and fulfill the legal to protect for psychological harm with the same rigor as physical harm.
Non-Adversarial Interview
A fact-finding approach focused on system failures and hazard identification rather than individual blame.
OHS / OHSA (Occupational Health and Safety Acts)
The provincial or federal laws across Canada mandating that employers protect workers from hazards.
Opening Minds
The branch of the Mental Health Commission of Canada (MHCC) dedicated to reducing structural and social stigma. They develop specialized programs for workplaces, healthcare providers, and first responders to change behaviors and foster supportive organizational cultures.
Read More about the Opening Minds initiative and stigma reduction programsOrange Zone (Injured)
A state of functional decline characterized by persistent distress, often triggering the legal Duty to Accommodate.
PHS (Psychological Health and Safety)
A workplace strategy focused on preventing mental injury and promoting well-being. Think of it as "mental OHS."
Read More & Assess about the definition and core pillars of Psychological Health and Safety (PHS)Plan-Do-Check-Act (PDCA)
The iterative four-step management cycle used for the continuous auditing and adjustment of a PHS system. This framework ensures that psychological safety measures are not just implemented once, but are consistently evaluated for effectiveness and improved over time.
Psychological Contract
The unwritten expectations between employer and employee (e.g., respect for boundaries). When broken, it becomes a major psychosocial hazard.
Psychological Safety
A culture where employees feel safe to speak up, ask questions, or report mistakes without fear of punishment; the bedrock of interpersonal risk-taking.
(14) Psychosocial Factors
The 14 elements from CSA Z1003 that impact employee mental health.
Read More & Assess about the 14 psychosocial factors of the National StandardPsychosocial Hazards
Factors in how work is designed, organized, or managed that can cause psychological or mental harm (e.g., extreme workload, bullying, or lack of control).
Read More & Assess about identifying and assessing psychosocial hazards in the workplacePsychosocial Hazard Register
A living document listing every identified mental health risk and its controls; the primary "Proof of System" for OHS compliance.
Psychosocial Risk Assessment
The systematic process of evaluating workplace factors to reveal hidden hazards.
Quality Management
Ensuring that mental health initiatives deliver measurable results and meet National Standard benchmarks.
Read More & Assess about quality management and PHS-IMS benchmarksQuantifiable Risk
The process of assigning a numerical value to psychosocial hazards (frequency x severity) to prioritize intervention.
Reasonable Care
The proactive level of caution and attention an employer must exercise to protect employees from foreseeable psychological harm.
Read More & Assess about the standard of Reasonable Care in workplace mental healthReasonably Practicable
The legal standard for balancing the severity of a psychosocial risk against the time, effort, and cost of control measures. It requires employers to prove they have implemented every control possible, unless the effort to do so is grossly disproportionate to the risk.
Recognition and Reward
The practice of acknowledging employee contributions—both effort and outcomes—in a manner that is fair, consistent, and appreciative. It is a critical administrative control for maintaining psychological health and safety.
Read More & Assess about Recognition and Reward in workplace mental healthRed Zone (Ill)
The state representing severe functional impairment, requiring immediate medical or professional intervention.
Role Ambiguity
Confusion about job responsibilities, boundaries, and performance expectations due to poor communication or lack of clarity. This is a significant organizational stressor that can lead to mental injury if not managed.
Read More & Assess about role ambiguity and how to manage itRoot Cause Analysis (PHS)
A systematic process for identifying the underlying organizational or systemic causes of a mental health incident, rather than focusing on individual symptoms, to prevent recurrence.
Read More & Assess about conducting a Root Cause Analysis for psychological health and safetySelf-Care for the First Aider
The final "S" in the ALGES action plan; essential for responder sustainability and preventing vicarious trauma.
Standardized Tool
Scientifically validated surveys (e.g., GMAW) used to measure organizational culture and psychosocial risk against the National Standard.
Read More & Assess about standardized tools for PHS measurementStigma (Workplace)
Negative beliefs or attitudes leading to discrimination or silence regarding mental health; a primary barrier to psychological safety and reporting.
Systemic Safety Net
The interlocking layers of PHS-IMS (policy, training, and controls) designed to proactively identify hazards and prevent psychological injuries.
The Working Mind (TWM)
An evidence-based, MHCC-accredited training program specifically designed to reduce stigma and provide practical tools for maintaining mental wellness in the workplace. It features the Mental Health Continuum Model to help employees and leaders identify changes in their own health and support others effectively.
Read More about The Working Mind training and certification offered by iMindifyTiered Response Model
A strategic approach prioritizing primary prevention before secondary intervention and tertiary clinical support.
Read More & Assess
Trauma-Informed Leadership
A management approach recognizing trauma impact to avoid re-traumatization in policies and daily interactions.
Triad of Accountability
Shared responsibility between Employer, Union, and Employee to maintain a safe environment.
Underlying Cause
Systemic issues leading to injury (e.g., poor training) rather than just the immediate trigger.
Undue Hardship
The legal limit to which an employer must accommodate an employee's disability before it becomes dangerously expensive, creates a safety risk, or is significantly disruptive to operations.
Read More & Assess about the legal threshold of undue hardship in workplace accommodationsVicarious Trauma
The profound shift in worldview that occurs from exposure to the traumatic stories of others.
Workers Compensation Act (BC)
The primary framework for OHS in British Columbia. Recent amendments via Bill 41 mandate a Duty to Cooperate in the return-to-work process for workers injured by workplace violence or mental health stressors.
Read More about BC WorkSafeBC policies on bullying and harassmentWork-Life Balance
Managing work demands so that employees have time for personal lives, reducing conflict and stress.
Workplace Harassment (Bill 132)
Ontario legislation requiring employers to have policies to handle harassment as a health and safety issue.
Yellow Zone (Reacting)
The stage characterized by nervousness or irritability; ideal for a check-in before injury occurs.
Youth MHFA
Mental Health First Aid training specifically adapted for adults who interact with young people.