GILDAN CSR PROGRAM
CORPORATE SOCIAL RESPONSIBILITY
INTERNAL MONITORING
AUDIT INSTRUMENT
FY08
CSR MONITORING AUDIT INSTRUMENT FY08
Instrument General Guidelines:
This document corresponds to the Word Version of the On/off line CSR Audit Instrument
being developed to upload and feed the Data Base on the Gildan Social Responsibility System. The
monitor must provide all information contained in this audit instrument, unless some information
requested in this form does not apply to the factory and/or local context. The monitor must conduct
Workers interviews, Document reviews, Management Staff interviews and a Visual Inspection of
the facility to complete the information requested in this document. It is important that
Noncompliant or a ‘NC’ answer is supported with details of findings so that the factory is guided
on the issue(s) that need to be addressed and actions needed to remediate the facility situation.
A. Assessment data
Audit category
Audit Date
(mm,dd, yyyy)
Monitor(s) Complete names and email addresses
Rating
Preliminary Audit
_____/______/_______
Annual Audit
_____/______/_______
Follow up Audit
_____/______/_______
B. Factory Information:
Legal business name
Facility address
City, State/Province, Postal Code
Country
Phone and Fax Number
E-mail address/ web site
Complete Name
E-mail Address
1. Factory owner
2. General Manager
3. Plant Manager
4. Human Resources Manager
5. Production Manager
6. Health and Safety Manager:
2
7. Accounting/Payroll:
8. Other staff ________________
9. Other staff ________________
List nationalities of the above
with corresponding number if
different than country of factory
C. Factory General Information:
Ownership Type
Joint Venture
Partnership
Free Trade
Industrial
Type of Location
Zone
Corporation
Privately Owned
Rural Area
Commercial Area
Area
Number of years in operation:
Producing for Gildan since:
Total Area of Factory (Square meters):
Number of Buildings:
Units per month/year
Production Capacity (per product type)
1.
2.
3.
Etc.
Peak production months:
Total Number of workers
Administration
‰ Spanish
Native Language of Workers
Daily Hours
of Operation:
Monday
Production
‰ Creole
Tuesday
Female
Male
‰ English
Wednesday
‰ Other: Specify
Thursday
Friday
From
To
Weekend Hours of
Operation:
Saturday Sunday
Number of shifts: 1
2
3
Description of shift system:
From
To
3
AM:
____
Breaks: 1
2
3
(In number of minutes)
PM: ___
Lunch:
__
Total break time: ______
D. Products and Processes:
Sewing
Knitting
Dyeing
Cutting
Packing
Other:
__________
Other:
_________
E. Subcontracting facilities or related companies:
Company Name
Complete Address
Type of product/process for factory
F. Companies other than Gildan using this facility:
Company or Brand Name
Percentage of Production Assigned to Company or Brand
G. Factory Compliance History:
PRELIMINARY RESEARCH (Third party information)
Source
(Individual/NGO/Agency)
Comments: Use as much space as needed.
Relevant additional information
4
5
I. LEGAL INFORMATION
C
1.
2.
3.
4.
5.
6.
7.
8.
NC
Ownership papers and business permit are in place and up-to-date.
Legally required notices are properly posted in the factory work areas
The factory has not been served any notices of legal violations or enforcement
actions following an inspection of the facility by relevant authorities in the
past two years.
No complaint or lawsuit has been filed by or on behalf of the workers in this
factory.
Legally mandated deductions from workers’ pay (taxes, social insurance, etc.)
are deposited each pay period or transmitted to the government as required.
Payments to social security are up- Date of last
to- date.
payment (m, d, y)
___/___/_____
Employees that are entitled to social security benefits have all been registered.
Other regulations regarding tax, licenses and insurance (explain in this box)
Provide details of findings for every ‘NC’ answer above.
Gildan´s Monitor Assessment on: Legal Information
Fully compliant:
Severe violations
Immediate remediation
Continuous Improvement
6
II.
COMPANY POLICIES
A. Written Policies
The company has written policies and procedures that agree with the law and
Gildan’s/FLA standards, whichever is higher including:
1
Child Labour
C
2
Forced Labour
3
5
Freedom of Association including provision on independent worker
representation
Nondiscrimination based on gender, race, religion, age, disability, sexual
orientation, nationality or social or ethnic origin, and union affiliation.
Recruitment, Selection and Hiring
6
Employment Arrangements
7
Wages
8
Work Hours
9
Benefits
10
Performance Management
11
Training and Development
12
Harassment and Abuse
13
Discipline and Termination
14
Grievance Mechanisms
15
Health and Safety
16
Vacations
17
Maternity Leaves
18
Leaves of Absence
4
NC
[Note: Answer ‘C’ if written policies and procedures are established and compliant, and ‘NC’ if policies are not
established, some components are missing, or if provisions are noncompliant.]
Provide details of findings for every ‘NC’ answer above.
Gildan´s Monitor Assessment on: Company policies
Fully compliant:
Severe violations
Immediate remediation
Continuous Improvement
7
B. Policy Communication
C
1
2
3
4
NC
The factory communicates orally and in writing to all employees in their
language: wages, incentive systems, benefits and bonuses to which they
are legally entitled.
The factory clearly communicates work hours policy including overtime
and overtime wages.
The factory clearly communicates the established disciplinary system to all
new employees.
The factory has a mechanism in place to communicate to workers all
company policies and procedures, and any revisions/changes/additions
made, in a systemic and timely manner.
Provide details of findings for every ‘NC’ answer above.
Gildan´s Monitor Assessment on: Policy Communication
Fully compliant:
Severe violations
III.
Immediate
remediation
Continuous Improvement
RECORD KEEPING
A. Payroll Records
1
2
3
Wage Payment :
Weekly
Bi-Monthly
Date of Last Payroll Paid: ___/___/___
Payroll Periods Reviewed as Part of Audit (a:
last pay period, b: peak production period and
c: any other pay period in the last 12 months
deemed relevant by auditor)
Monthly
Other (explain) ____________
Covers Pay Period of:
a.
b.
c.
C
4
5
6
NC
Payroll records are available for at least the last 12 months or longer if
required by law.
All components of compensation (wages, incentives, paid legal holidays,
bonuses, monetized benefits, etc.) and all deductions are itemized in the
payroll.
All employees are included in the payroll.
8
7
8
All employees receive an understandable wage statement each pay
period including number of days worked, wage rate or piece rate earned,
number of overtime hours rate and pay, as well as clear deductions.
Wage statements provided to employees are consistent with the
corresponding payroll statement.
Provide details of findings for every ‘NC’ answer above.
Gildan´s Monitor Assessment on: Payroll records
Fully compliant:
Severe violations
Immediate
remediation
Continuous Improvement
B. Personnel files
C
9
10
11
a
NC
Employment application form is in compliance with law, Gildan’s and
FLA codes.
The company has signed legal contracts, i.e., compliant with law, stating
Terms of Employment, Wage Rate, Benefits, and Bonuses with all
employees, and proof of a copy being handed to worker is maintained by
management.
The company maintains personnel files for each employee which
contain the following:
Employee personal and contact information including social security
number, date of birth, home address, marital status, educational
attainment, emergency contact information, etc.
b
Adequate copy only of appropriate age documentation
c
Health examination records
d
Performance evaluation/ promotion/ demotion records
e
Work-related injury record, if applicable
f
Signed and dated disciplinary notification, if applicable
g
Signed termination records with reasons, if applicable
9
12
13
14
Employees have access to their individual personnel files
Disciplinary notices and actions taken, which are consistent with
established factory policy and reasonable are maintained on individual
personnel files.
Terminated/retrenched workers’ files are kept for at least 3 years and
upon review, reason(s) for dismissal and final settlement are according
to law.
Provide details of findings for every ‘NC’ answer above.
Gildan´s Monitor Assessment on: Personnel files
Fully compliant:
Severe violations
IV.
Immediate
remediation
Continuous Improvement
CODE AWARENESS / COMPLIANCE MECHANISMS
A. Code Awareness
1.
2.
C
NC
According to interviews, management is knowledgeable on the contents of
Gildan’s and the FLA Code of Conduct.
According to interviews, employees are knowledgeable on the contents of
Gildan’s and the FLA Code of Conduct.
Provide details of findings for every ‘NC’ answer above.
10
Gildan´s Monitor Assessment on: Code Awareness
Fully compliant:
Severe violations
Immediate
remediation
Continuous Improvement
B. Postings
3.
a.
C
NC
C
NC
Relevant and updated local laws and codes of conduct observed posted at facility:
Relevant local laws, e.g., legal minimum wage, legal overtime rates/wage
calculation, work hours/legal mandated rest, legal holidays, prohibitions against
use of Child Labour and Forced Labour, right to Freedom of Association, right to
Freedom of Movement, laws ensuring Non-harassment and abuse, etc.
[Note: Check ‘Yes’ if all relevant local laws are posted and ‘No’ if none or only some laws are
posted.]
b.
c.
d.
e.
f.
Gildan
FLA
WRAP
Others (specify):
Others (specify):
Provide details of findings for every ‘NC’ answer above.
Gildan´s Monitor Assessment on: Postings
Fully compliant:
Severe violations
Immediate
remediation
Continuous Improvement
C. Grievance System
1.
2.
3.
4.
5.
The factory has an internal comment or grievance system in which workers can
raise issues of concern to factory management.
The established grievance system allows workers to report noncompliance or
grievances anonymously.
According to interviews, employees consider the grievance system to be efficient,
and protective of their privacy as well as of any form of reprisal.
According to interviews, employees consider the mechanism to be effective in
addressing their grievances.
Records are kept and a management follow-up system is in place on suggestions
or complaints reported by employees.
11
Provide details of findings for every ‘NC’ answer above.
Gildan´s Monitor Assessment on: Grievance System
Fully compliant:
Severe violations
Immediate
remediation
Continuous Improvement
C
D. Discipline
1.
2.
3.
4.
5.
6.
NC
There are company-wide written and standardized disciplinary rules and
procedures including a system of progressive disciplinary practices, i.e., erring
employees are issued an escalating series of verbal warning and written warnings
or penalties prior to suspension or termination.
Punitive deductions are not imposed on workers for violating company
regulations.
Deductions for tardiness or time missed do not exceed the wage equivalent of
actual time missed.
Penalties are not imposed on workers for poor quality of production output or for
failing to meet production quotas.
The company provides training to managers and supervisors in appropriate
disciplinary practices, and periodically monitors their behavior.
The company does not use intimidation including the use of security guards to
discipline workers.
Provide details of findings for every ‘NC’ answer above.
Gildan´s Monitor Assessment on: Discipline
Fully compliant:
Severe violations
Immediate
remediation
Continuous Improvement
12
V.
HOURS OF WORK
[Note: Shaded items in blue should be
filled-up prior to audit.]
Per day
Legal
Factory
Limit
1. Number of regular work hours on a
regular day shift
2. Maximum overtime hours on a regular
day shift
3. Number of regular work hours on a
mixed shift
4. Maximum overtime hours on a mixed
shift
5. Number of regular work hours on a night
shift
6. Maximum overtime hours on a night shift
7. Time recording method
Manual
Card Clock
Electronic Badge
Per week
Factory
Legal Limit
Other (explain) ______________
C
8
9
10
11
12
NC
All workers themselves record their time-in/-out on a daily basis.
Workers’ actual hours worked are correctly recorded and accurately
used in payroll.
On a regular basis, the total number of work hours, including overtime
is within industry standard, i.e., not more than 60 hrs. per week.
Workers are normally provided one day-off in every seven.
There are reasonable meal and rest breaks, which at a minimum
comply with local laws.
Local law: ____________ Company practice: _________
Provide details of findings for every ‘NC’ answer above.
13
Gildan´s Monitor Assessment on: Hours of Work
Fully compliant:
Severe violations
Immediate
remediation
Continuous Improvement
VI COMPENSATION AND BENEFITS
A. Wages
1. Minimum legal wage applicable
• To the country/region (State in local currency)
Name of local currency:
Exchange rate for
Hourly
US$1.00 =
Daily
Weekly
Monthly
•
Min. company pays
Minimum industry wage per position if applicable (for instance sewing operator,
forklift operator etc.)
Describe position:
Hourly
Daily
Weekly
Monthly
Describe position:
Hourly
Daily
Weekly
Monthly
Describe position:
Hourly
Daily
Weekly
Monthly
•
Min. per law
Min. per law
Min. company pays
Min. per law
Min. company pays
Min. per law
Min. company pays
Wage paid to workers during training:
Min. per law
Hourly
14
Min. company pays
Daily
Weekly
Monthly
What is the maximum training period for new hirees?
Max. Per law
Company practice
Days
Weeks
Months
Wage paid to workers by
Cash
Check
Bank Deposit Worker’s Account
Other (explain)
Wage Calculation and Rates
Company practice(s):
Hourly
Monthly
By Piece
Other (explain)
Rates
Describe piece-rate wage calculation, if applicable, as well as incentive program such as
attendance bonus, production bonus etc. any additional item that might be included into
workers’ compensation in the following box. Please document.
C
1
2
3
4
A system is in place that ensures all employees make at least minimum wage
(including piece rate workers). [Describe this system briefly in the box
provided below.]
Employees’ wages including regular, overtime, incentives, bonuses are paid
accurately according to law and employment agreements, e.g., overtime
wages are calculated and paid at premium rates.
Employees are paid on a monthly basis or as provided by local law.
All deductions such as savings club, loan payments, etc., are authorized by
workers.
Provide details of findings for every ‘NC’ answer above
15
NC
Gildan´s Monitor Assessment on: Wages
Fully compliant:
Severe violations
Immediate
remediation
Continuous Improvement
B. Benefits
C
1
a
b
c
d
e
f
g
2
3
NC
All workers are provided legally-mandated benefits including:
Work-related injury insurance and work-related injury treatment/ compensation.
Worker contribution: ___________Employer contribution: ____________
Social security benefits including retirement, medical and unemployment
insurance
Worker contribution: ___________Employer contribution: ____________
Paid national holidays
Paid sick leave
Paid personal/annual leave
Paid wedding/bereavement leave (if mandatory by local law)
Legally-mandated bonuses
Workers have the right to decide whether to use or not the services provided by
the employer, such as housing, transportation or meals.
Vacation leaves are properly calculated granted, and, if monetized, payment
properly calculated.
Indicate below other benefits granted to employees at the factory, whether those benefits are legally
required, and indicate the amount or percentages of worker and employer contribution. [Note:
Gather information for worker and employer contribution only if these are required by local law.
Shaded items: blue = to be filled-out prior to audit.]
Benefits
Worker Contribution
Child Care
Dental Care
Dormitory Housing
Subsidized Education
16
Employer Contribution
Legally
Required?
Yes*
No
Subsidized Meals
Medical Care
Paid Maternity/ Paternity Leave
Paid wedding/bereavement
leave
Recreation Facilities
Retirement Benefit/
Pension/Provident Fund
Subsidized Transportation
Work Clothing
Bonus
Personal Loans
(Interest rate: _______)
Severance at Termination
Others (list)
*Indicate minimum amount/% to be paid by employer if stipulated by law.
Provide details of findings for every ‘NC’ answer
Gildan´s Monitor Assessment on: Benefits
Fully compliant:
Severe violations
VII.
Immediate
remediation
Continuous Improvement
NO CHILD LABOUR
[Note: Shaded items in blue should be filled-up prior to audit.]
Legal working age in the country of factory without restrictions: _______ With restrictions: ______
List of restrictions provided by local law: _____________________________________________
C
NC
17
1
All workers employed are above the minimum age as mandated by law and/or
the code of conduct (whichever is stricter)
2
All employees are required to present original, legal documentation to prove
age prior to employment.
3
4
The company takes adequate measures to verify employee’s age prior to
employment. [Briefly describe these measures in box provided below.]
Juvenile workers in the factory are provided special protections provided by
law (see restrictions listed above).
[Note: Answer ‘C’ if all restrictions are observed, and ‘NC’ if none or only some restrictions
are observed. List down legal restrictions not observed by the factory in the box provided
below.]
Child Care Facilities
Not Applicable
C
1
2
3
NC
Childcare facilities are located away from production floor, hazardous
storage facilities and areas of high risk to accident or injury.
The factory prohibits and prevents children’s access to the production floor,
chemical storage.
The factory complies with local laws concerning childcare facilities.
Provide details of findings for every ‘NC’ answer above.
Gildan´s Monitor Assessment on: Child Labour
Fully compliant:
Severe violations
VIII.
Immediate
remediation
Continuous Improvement
NO FORCED LABOR / FREEDOM OF MOVEMENT
C
1
Workers are not required to pay recruitment agency fees or recruitment
agencies are not withholding monies from worker’s paycheck.
18
NC
2
3
4
5
6
7
8
9
10
11
Employment agreements do not contain clauses that suggest coercion,
limitation of the employee’s basic right of freedom from forced labour.
All employees have the freedom to terminate employment when they wish
to do so.
Workers are not penalized financially or otherwise when they want to
terminate employment.
Overtime is always voluntary (no consequences for workers not doing it).
All employees have the freedom to leave the factory premises when their
work shift ends or at non-paid rest periods.
Management does not withhold workers’ identity cards and/or passports,
original copies of certificates, diplomas and other personal documents, as a
condition of employment.
There is no prison labour in the facility and all employees are employed on
their own free will.
Term of contracts for contract workers does not exceed normal standard,
i.e., two years or term provided by local law
Security measures established in the factory do not intimidate or affect
workers freedom of movement.
Workers have access to toilets and drinking water without being monitored.
Provide details of findings for every ‘NC’ answer above.
Gildan´s Monitor Assessment on: Forced Labor /Freedom of Movement
Fully compliant:
Severe violations
Immediate
remediation
Continuous Improvement
IX. NO HARASSMENT AND ABUSE
C
1
According to interviews with workers, there is no incident of physical abuse,
corporal punishment, physical contact with the intent to injure or intimidate, or
disciplinary measures that cause physical discomfort.
19
NC
2
According to interviews with workers, there is no incident of sexual,
psychological or verbal abuse or harassment in the facility.
3
Security practices within this factory are gender-appropriate and non-intrusive.
Provide details of findings for every ‘NC’ answer above.
Gildan´s Monitor Assessment on: Harassment and Abuse
Fully compliant:
Severe violations
Immediate
remediation
Continuous Improvement
20
X. FREEDOM OF ASSOCIATION
1.
There is a union or other type of workers’ organization in this factory.
2.
This factory has not experienced any workers’ strike/demonstration or any
other type of labor conflict in the last 2 years.
If the answer to any of the two questions above is yes, provide details here:
3.
Employees are allowed by management to choose to form, belong to or not to
belong to a union or any other type of workers organization.
4.
Management does not threaten, discriminate against, penalize, or punish
employees who take the initiatives to collectively bargain.
5.
If the factory has a collective bargaining agreement, percentage of work force
covered by the CBA: ________%
6.
The terms of the CBA are honored by both the employer and the employees.
7.
The terms of the CBA are at least or more than what workers are already
entitled to under local law.
8.
Workers’ organizations at this factory have the right to elect their
representative and conduct their activities without employer interference.
9.
In cases where a single union represents workers, workers have the ability to
form other organizations that represent them without employer’s interference.
Yes
No
C
NC
Provide details of findings for every ‘NC’ answer above.
Gildan´s Monitor Assessment on: Freedom of association
Fully compliant:
Severe violations
Immediate
remediation
Continuous Improvement
21
XI. NONDISCRIMINATION / PREGNANCY and WOMEN’S RIGHTS
1
C
NC
Yes
No
Based on observations of management’s behavior and practices, and
information gathered from worker interviews, it can be concluded that the
factory does not discriminate based on gender, race, religion, age, disability,
sexual orientation, nationality or social or ethnic origin, and union affiliation,
including job promotions, training/career development opportunities.
[Note: Answer ‘Yes’ if nondiscrimination is practiced in all these categories and ‘No’ if not
practiced or nondiscrimination is only applied in some categories (identify which category
factory is noncompliant).]
2
3
4
5
6
7
The factory does not discriminate against union or non-union workers in its
hiring process.
Based on worker interviews, women workers are able to continue to work in
the factory even when they are pregnant.
Women workers enjoy special protections provided by local law and Gildan’s
code of conduct during pregnancy, i.e., not allowed to work heavy loads, with
toxic chemicals, long periods of standing, etc., during breast-feeding or
menstrual period.
The factory maintains the job position, seniority, wage and benefits of women
during their pregnancy and maternity leaves, in accordance with local laws
and code of conduct.
Pregnancy testing for women workers is not a requirement in order to be hired
or as a condition of continued employment in the factory.
If information is gathered on pregnancy, what is this information used for?
____________________________________________________________
Does the facility provide contraceptives to workers?
8
9.
If yes, for which purpose?
Provide details of findings for every ‘NC’ answer above.
Gildan´s Monitor Assessment on: Non Discrimination
Fully compliant:
Severe violations
Immediate
remediation
Continuous Improvement
22
XII. SUBCONTRACTING
C
1
2
3
Based on management and workers’ interviews the facility is subcontracting
the production of Gildan products.
If yes, the factory has a dedicated person overseeing the subcontractors to
ensure their compliance with Gildan’s code of conduct.
Based on statements and visual observations, the number of machines and
people are appropriate and sufficient to meet the reported production type and
capacity, respectively.
Provide details of findings for every ‘NC’ answer above.
Gildan´s Monitor Assessment on: Subcontracting
Fully compliant:
Severe violations
Immediate
remediation
Continuous Improvement
23
NC
XIII. HEALTH, SAFETY AND ENVIRONMENTAL REQUIREMENTS
Bld
g.
ID
Bldg. Description
(Number of floors location of
the bldg. with facility main
gate as reference point.)
Floor
No.
Space Utilization, e.g.,
Production Areas: warehouse, cutting, sewing, spot removal, packing, shipping/
knitting, dyeing, laundry, chemical room, color kitchen, etc.
Maintenance Areas: boilers and compressors rooms, generator area, maintenance
room, etc.
Dormitory: sleeping quarters, lavatory, recreational area, laundry, kitchen, etc.
1
2
3
Etc.
A. Legal and Compliance Mechanisms
C
1
The factory has a dedicated Manager or responsible for Health and Safety. If yes, please
enter name: ______________________________
The factory has a Health and Safety Committee with worker membership. If yes, get
2 structure, membership composition and functions of the committee and describe in box
below
3
The facility has not been cited or penalized for non-compliance to health and safety
regulations during the past two years.
4 The factory has all legally required permits.
5 The factory has all legally required insurance.
Health and Safety Committee Structure description:
Provide details of findings for every ‘NC’ answer above.
Gildan´s Monitor Assessment on: Non Discrimination
Fully compliant:
Severe violations
Immediate
Continuous Improvement
24
NC
remediation
B. Fire Safety
C
Exits
1
Every enclosed area has at least 2 exits per 500 workers, that provide 28 inches/ 71
cm of exit width per 100 workers and 3 exits for more than 500 workers, on opposing
sides of the room.
2
All exits are clearly marked, with internally-illuminated lights backed-up with battery.
3
Stairwells are at least 1.10 meters or 4.2 feet wide.
4
Each workstation is within 60 meters or 229 feet of an exit.
Exits are at an adequate distance from one another in order to ensure that workers can
evacuate regardless of where a fire or other emergency occurs.
Exit doors are unlocked at all times, or do not require special operation for exiting
workers.
5
6
7
Exits are kept clear at all times.
8
Rolling doors are always held up during working hours.
9
Exit signs are properly installed in all exits, hallways and stairwells.
10
Exit signs are clearly visible at least 100 feet or 30 meters distance.
Exit Routes
11
12
13
14
15
Aisles are kept clear at all times.
Aisles are marked with two lines to indicate areas that should be kept clear at all
times.
Width of aisles on each production floor is wide enough for safe evacuation, i.e.,
44inches/1.12meters.
Emergency exit routes are painted with highly visible yellow or photo luminescent
lines on the floor.
Emergency exit routes detail the direction of evacuation with arrows.
16
Emergency exit routes lead to a safe location outside the building.
Stairs with more than 3 steps and wider than 4.28 feet are equipped with handrails on
17
both sides.
Alarms/Emergency Systems
Exits, hallways and stairwells are properly equipped with battery-operated emergency
18 lights that are made of non-inflammable materials. (Auditor must test a sample of
25%, minimum of 5. No. of failures: _______)
A functioning fire/evacuation alarm is installed that is audible above and apart from
19 the routine sound level in the workplace.
A functioning visual alarm is installed where ambient noise makes audible signals
20 difficult to hear.
21
The factory’s alarm system can be rung from various locations throughout the factory.
22
The factory’s fire-emergency alarm has a back-up system.
23
Maintenance or testing records are kept for the alarm and emergency lighting systems.
24
Functioning smoke detectors are installed in the warehouse as needed.
25
NC
Fire Extinguishers and Fire Prevention
Every worker is about 75 feet/20 meters of an appropriate type fire extinguisher (A, B
25
or C) or enough number of fire extinguishers is installed.
Fire extinguishers are visible and easily accessible, i.e., visibility and access are not
26
obstructed at all times.
27 Fire extinguishers are placed at a height accessible to any worker in the factory.
Fire extinguishers are fully charged and have an up-to-date maintenance tag attached
28
to each of them.
29 Fire extinguishers have an instructional diagram attached to each of them.
A sprinkler and fire-hose system is installed with shut off valve, capable of
30
distributing enough water (100 gal/minute) for at least 30 minutes.
Danger/warning signs, such as “No-smoking” signs, are posted where needed, e.g.,
31
the boiler room, chemical storage area, etc.
Wiring and Electrical
32
Electrical panel boxes are in place and kept closed at all times.
33
There is no evidence of water damage in panel boxes.
34
The wiring carries no indications of scorching.
35
On/off on switches in electrical panels are clearly labeled.
36
Cables or wires are spliced or fully insulated.
37
41
Cables or wires are not left hanging and do not bear weight.
The electrical cables and wires are placed in safe manner, e.g., the cables and/ or
wires do not cross walkways, are not low-hanging and are secured to the perimeter.
Electrical cables and wires in warehouse are protected by metal tubes or inflammable
plastic tubes.
All lighting in the warehouse is fixed (no portable lighting) and the distance between
the lights and stored materials is at least 2 feet.
Electrical systems are inspected as per law.
42
Maintenance and testing records are kept for the electrical systems.
38
39
40
Worker Preparedness
Fire/evacuation drills are conducted at least twice a year on every shift.
43
(Date of last fire drill: _________________)
At least 20% of the workforce is provided hands-on training in the use of fire
44
extinguishers.
45
All workers are trained in the use of fire extinguishers.
46
Up-to-date and accurately drawn evacuation maps are posted in all work areas of the
factory.
47
Fire-emergency and evacuations instructions in local language are posted in work
areas.
26
Provide details of findings for every ‘NC’ answer above. Indicate Bldg. ID, floor # and specific
(production/maintenance) area where noncompliant findings are found.
Gildan´s Monitor Assessment on: Fire Safety
Fully compliant:
Severe violations
Immediate
remediation
Continuous Improvement
C. Machine Safety
Records and Documentation
Welders, electricians, boiler/elevator operators are certified by local authorities as
1
per law.
A registry of all machines/equipment (boiler, generator, compressor, etc) is
2
maintained.
Maintenance records for all the machines/equipment (boiler, generator, compressor,
3
etc) are on file.
Boilers/steam generators have valid permit from local authority and are regularly
4
inspected.
5
Generators are with valid permit from local authority.
6
Records of broken sewing needles are maintained on file.
Worker Training
Workers operating factory machines and equipment are given training in the
7
appropriate and safety operation of machines including at the time of hire and/or
reassignment.
Safety Devices
8
Machineries are equipped with adequate safety devices:
a
Needle guards (sewing machines, button pulley machines)
b
Eye-guards (lock-stitch buttoning machines)
c
Insulation for steam-iron cables
d
Emergency power cut-off
e
Grounding/earthing for three-prong plugs
f
Earth-leakage circuit breaker
g
Electric fan blade covers
h
Safety covers for moving parts: e.g., belts, belt grinders, chain drives
27
C
NC
i
Two-hand operation: e.g., for steam press
Special Equipment
Liquid propane gas tanks/cylinders are stored safely, e.g., stored outdoors or away
9
from exits, and with ‘Danger’ warning postings including 'No Smoking' signs.
Acetylene tanks are stored safely, i.e., away from flammable chemicals or sources of
10
heat.
11 Boilers are located/stored - a
-At a safe distance from production areas or isolated with a masonry sound wall
b
-away from stairways or evacuation routes
c
-at a safe distance from the dormitory areas
d
-with proper warning signs
e Forklift traffic areas are clearly marked.
Elevators
12
Each elevator has a valid permit to operate.
13
The load capacity is clearly displayed inside or at the entrance of each elevator.
14
Warning against use in case of fire is posted on or near elevator doors.
15
Shaft doors are closed when elevator is not in use.
Provide details of findings for every ‘NC’ answer above. Indicate Bldg. ID, floor # and specific
(production/maintenance) area where noncompliant findings are found.
Gildan´s Monitor Assessment on: Machine Safety
Fully compliant:
Severe violations
Immediate
remediation
Continuous Improvement
D. Chemical Safety
C
Postings and Worker Preparedness
1
Relevant MSDS written in local language is posted or made readily available.
2
Signs that require workers to wash hands after handling, storing or disposing
chemicals are posted in work areas where chemicals are used.
3
Safety and warning signs are posted in areas where toxic chemicals are used
including:
28
NC
a
Potential health hazards of exposure
b
Instructions on safe use/handling
c
Instructions for responding to unsafe exposure
Worker Training
Workers who handle, store or dispose chemicals are provided appropriate training
4
including at the time of hire and/or reassignment.
Chemical Storage
Explosion-proof lights and switches are installed in chemical storage or warehouses
5
containing flammable materials.
6
Chemicals are stored - a
-in properly labeled containers
b
-in secure, sealed/covered containers
c
-equipped with secondary containers, as needed
d
-in well-ventilated areas
e
-at a sufficient distance from work area, toilets, cafeteria, and open flames
Chemical Use
Air-quality monitoring is regularly conducted in areas where toxic chemicals are
7
used.
Workers dealing with chemicals have immediate access (approx. 10 seconds) to eye8
wash facilities.
Provide details of findings for every ‘NC’ answer above. Indicate Bldg. ID, floor # and specific
(production/maintenance) area where noncompliant findings are found.
Gildan´s Monitor Assessment on: Chemical Safety
Fully compliant:
Severe violations
Immediate
remediation
Continuous Improvement
29
E. Personal Protective Equipment (PPE)
1
Identify the PPE required that is available and whether it is actually worn or utilized:
Please mark the
applicable PPE with an
“X” and underline the
specific type from the
list next to the marked
box
a Head
b Eyes/Face
c
Hands
d Feet
e
f
g
Hearing
Respiratory
Clothing
Available
Type of PPE Required
Y
es
No
Observed
Actual Use
Yes
If one
answer is No
then mark
NC
No
C
NC
C
NC
Hard hats, safety helmets, etc.
Eye goggles, hard plastic masks,
etc.
Mesh gloves, rubber gloves,
insulated gloves, etc.
Insulated boots, toe protection
shoes, rubber boots, etc.
Ear plugs, ear muffs, etc.
Filtered breathing masks, carbonactivated masks, dust masks,
respirators, etc.
Work uniforms/aprons for
protection from filth, dust, heat,
water, radiation, etc.
h Other
2
Workers using machinery having heating elements, or expressing steam or flames, are
equipped with appropriate PPE.
3
Workers are provided training in the proper use of PPE.
4
Workers are provided information on the risks of not wearing the appropriate PPE.
5
Posters on PPE with instructions on how to use are posted in relevant work areas.
Provide details of findings for every ‘NC’ answer above. Indicate Bldg. ID, floor # and specific
(production/maintenance) area where noncompliant findings are found.
30
Gildan´s Monitor Assessment on: Personal Protective Equipment
Fully compliant:
Severe violations
Immediate
remediation
Continuous Improvement
F. Medical Care
C
Medical Personnel
1
2
3
If factory has 500 or more workers: The factory is within five minutes car drive to a
medical facility OR a full-time medical care professional is available on-site for all
hours that the workers are present in the factory.
In the absence of a medical profession in the facility, at least 1% of the workforce is
formally trained in emergency response including CPR and first aid (with valid
certificates available on file). Number trained:______
Workers are not denied immediate access to necessary medical attention, and given free
and unrestricted access to medical facility. Injured workers are provided free
transportation to get medical treatment.
First Aid Kits*
4
5
6
There is at least one first aid kit per 100 employees.
First Aid Kits are properly stocked with supplies including medical bandages, cohesive
bandages, sterile gauze/cotton balls, disinfecting/antiseptic agent, sterile/surgical gloves,
medical scissor, triangle bandage, and burn ointment.
[Note: Answer ‘Yes’ if all supplies are provided and ‘No’ if kits are empty or some
supplies are missing.]
First Aid Kits are easily accessible to workers, i.e., clearly visible, indicated by a sign,
unlocked and unobstructed.
Records Keeping
7
Records of accidents and injuries (including minor injuries) containing details of
circumstances, type of injury, and treatment applied are maintained for at least one year
or as per law.
Worker Training
8
Management-sponsored worker trainings are conducted on any health issues or as
needed.
*Provide details of findings for every ‘NC’ answer above. Indicate Bldg. ID, floor # and specific
(production/maintenance) area where noncompliant findings are found.
31
NC
Gildan´s Monitor Assessment on: Medical Care
Fully compliant:
Severe violations
Immediate
remediation
Continuous Improvement
G. General Working Conditions
Working Areas
C
Temperature
The workplace’s temperature is normally kept between 15-32 Cº or 59-90 ºF.
If answer is ‘No,’ pls. clarify: ___ Excessively Hot ___ Excessively Cold
(Specify temperature if measured during audit: ______ºF______Cº)
Cooling/heating system is installed as needed to maintain proper temperatures if
applicable.
1
2
Lighting
3
Lighting in the workplace is sufficient for workers to perform their tasks.
Air Quality
Work areas are adequately ventilated to control fumes/chemical in the air;
4
fumes/chemical smell are, therefore, not noticeable.
Work areas are adequately ventilated for control of particulate dust; dust particulates
5
are, therefore, not visible.
Drinking Water
drinking water is tested regularly and these result are within the legal parameters
6
(Check 3rd party lab test or bottled purchase invoice.)
Ergonomic Program
Workers whose tasks require standing most of the day are provided with chairs or
7
stools.
The factory has an ergonomic program in place where assessment and adjustments are
8
performed.
9
The factory provides workers with - a
Ergonomic chairs
b
Floor mats
c
Job rotation
d
Training on safe practices such as safe lifting
Housekeeping
10
Raw materials and finished products are stored, handled and transported safely.
11
Storage areas are kept clean and in good order to avoid accidents.
12
Proper order and sanitation is maintained in the production floors.
32
NC
Factory Grounds
13
14
Conditions in factory grounds/compound do not pose health/ safety risks to employees.
Conditions in factory grounds/compound do not pose safety risks to employees in case
of fire or emergency evacuation.
Provide details of findings for every ‘NC’ answer above. Indicate Bldg. ID, floor # and specific
(production/maintenance) area where noncompliant findings are found.
Washrooms/toilets
Number
Total number
of toilets per
gender
Number of
employees per
toilet
Local standard for
female toilet ratio
if applicable
Local standard for
male toilet ratio if
applicable
Female employees
Male employees
C
1
There is at least one toilet for every 35 employees (of each sex) or as per law,
whichever is more stringent.
2
Lavatory facilities are functional, well ventilated, clean and well lit.
3
All of the following items are available in the lavatory:
a
Toilet Paper (if customarily provided in host country)
b
Soap
c
Towels (paper or cloth)
d
Garbage pails with lids (for women’s use)
e
Doors on bathroom stalls
4
Sinks are functional and clean, with running water.
5
Toilets have a lock system installed to guarantee workers privacy.
NC
Provide details of findings for every ‘NC’ answer above. Indicate Bldg. ID, floor # and specific
(production/maintenance) area where noncompliant findings are found.
Cafeteria
C
1
Cafeteria conditions and food handling practices are sanitary.
33
NC
2
Dishes and utensils are sanitized in between use.
3
Cafeteria surfaces including floors are clean at all times.
4
The cafeteria has enough space for workers to seat.
5
6
The cafeteria has a valid sanitation permit that has been authorized by the local
authority as per law.
The cafeteria staff has valid health certificates per law.
Provide details of findings for every ‘NC’ answer above. Indicate Bldg. ID, floor # and specific
(production/maintenance) area where noncompliant findings are found.
Gildan´s Monitor Assessment on: Medical Care
Fully compliant:
Severe violations
Immediate
remediation
Continuous Improvement
H. Environment
Main types of waste produced at the facility (check all that apply):
Fabric Scrap
Cafeteria Waste
Paper
Corrugated Packaging
Wastewater (process/sludge)
Others (Specify):
List down the chemicals, hazardous waste and/or substances that the factory generates for disposal, e.g., spray
adhesives for embroidery, oils, lubricants, paints, duplication fluid, solvents, etc.:
34
Environmental Protection Policy
1
Factory has a written environmental protection policy.
2
The factory has the appropriate permits/certification for waste discharge.
3
The factory maintains information regarding local environmental laws.
4
The factory has an environmental management program or system.
Environmental Protection Practices
5
The factory maintains a written record of wastes and/ or pollutants.
6
The factory has recycling and energy conservation programs in place.
The factory handles and disposes hazardous wastes and/or pollutants according to law
or best practice.
Where does the factory discharge its sewage? (e.g. municipal sewage POTW, direct
discharge) : _______________________________________________
7
8
C
NC
C
NC
The factory monitors its environment issues.
Provide details of findings for every ‘NC’ answer above. Indicate Bldg. ID, floor # and specific
(production/maintenance) area where noncompliant findings are found.
Gildan´s Monitor Assessment on: Environment
Fully compliant:
Severe violations
Immediate
remediation
Continuous Improvement
I. Dormitories
Not Applicable
Dormitory Address: ______________________________________
C
Living Conditions
35
NC
1
2
3
Dormitory facilities are housed separate from production or warehouse buildings.
The dormitory building is solely a single purpose use building for housing of workers
of the factory.
The dormitory building appears secure and clean.
4
5
a
b
c
d
e
6
a
b
c
d
e
The exterior of the building appears structurally sound and well maintained.
Common areas provided - Visitors reception area
Kitchen
Cafeteria
Laundry
Recreational
The common areas are - Clean
Safe
Well lit
Bathrooms and toilets are segregated by gender
Sleeping quarters segregated by gender
Total
Female
Workers housed in dormitory
Male
Number of rooms
Number of employees per room
Standard
Square Footage per room
Square footage per worker
3.5 Sq m. if locker
outside. 4 Sq m. if
locker inside.
Number of sinks
Number of employees per sink
15 (or less if local
law mandates)
Total number of bathrooms
Number of employees per bathroom
15 (or less if local
law mandates)
Total number of toilets
Number of employees per toilet
15 (or less if local
law mandates)
C
7
a
b
c
The sleeping quarters are - -
8
Bathrooms/toilets are - -
Clean
Safe
Well lit
Well-ventilated
Temperature is comfortable, i.e., not too warm or cold, at any time
a
Functional
36
NC
b
Equipped with running water including hot water
c
Adequately private
d
Ventilated
e
Lighted at night
9
Adequate laundry facilities are provided.
10
Space for recreation is adequate.
11
Workers are provided with their own individual mats or beds.
12
Workers are provided with their own secured space for storing clothes and personal
possessions.
13
Workers have access to first aid kits.
14
Workers have access to potable drinking water.
15
16
There are security process/procedures in place to ensure safety of both workers and
property.
Workers are free to enter and leave the dormitory compound.
Fire Safety
17
18
Each floor of the dormitory building has at least two unobstructed exits, which is kept
clear at all times.
In a building with a central stairway, there are at least two unobstructed exits at either
end of the hall.
19
Exits lead to a safe external location.
20
Exit doors are unlocked from the inside or outside at all times, or does not require a
special operation to open.
21
Evacuation maps are posted on each floor of the dormitory building.
22
An audible fire alarm is installed.
23
The factory has installed at least one centrally-located smoke detector per floor in
closed hallways, or in the case of open hallways, smoke detector is installed in each
room.
24
Each bed is within 75 feet or 20 meters of a fire extinguisher.
25
Fire extinguishers are properly charged and function normally.
26
Fire extinguishers have an up-to-date maintenance tag attached to each of them.
27
Fire extinguishers have an instructional diagram on each of them.
28
Fire extinguishers are visible; access is unobstructed, and installed between 6 and 59
inches from the floor.
29
Exits, hallways and stairwells are properly equipped with battery-operated and fireproof emergency lighting.
30
Exit signs are properly installed in all exits, hallways and stairwells.
31
Exit signs are internally illuminated and backed-up by battery.
37
32
There are no hazardous or flammable materials or other chemicals stored in or near the
dormitory buildings or within sleeping quarters.
Fire drills are conducted at least every six months and workers trained on the use of
fire extinguishers.
Wiring and Electrical
33
34
Electrical panel boxes are closed.
35
There is no evidence of water damage in panel boxes.
36
There are no indications of scorching in wirings.
37
On/off on switches are clearly labeled.
38
Cables or wires are spliced or fully insulated.
39
Cables or wires are not hanging and are not used to bear weight.
40
The electrical cables and wires are placed in a safe manner.
41
Electrical systems are inspected as per law.
42
Maintenance and testing records are kept for the electrical systems.
Cafeteria (if applicable)
43
Sanitary permits and kitchen staff certificates required by law are up to date.
44
Food storage, handling and service are sanitary.
45
Dishes and utensils are properly sanitized after each use.
46
There enough space for dormitory residents to seat in the cafeteria.
Provide details of findings for every ‘NC’ answer above. Indicate Bldg. ID, floor # and specific
area/room where noncompliant findings are found.
Gildan´s Monitor Assessment on: Dormitories
Fully compliant:
Severe violations
Immediate
remediation
Continuous Improvement
38
Appendix I.
INTERVIEW OF FACTORY WORKERS:
A. Employee Interview Guide
Monitor may refer to the FLA list of questions for workers as an example, or use the Gildan’s
Worker Interview Guidance Questionnaire, but should apply the proper criteria, following the
Gildan Internal Monitoring Guidelines, considering cultural aspects and focus on the trends
of the preliminary research. The monitor should elaborate around them according to the
circumstances.
a.
b.
c.
Female
No
Male
No.
Total number of factory employees interviewed according to Audit
Assignment):
Types of interviews conducted
• Individual
• Group
• Both types
Workers were generally:
•
•
•
•
•
Comfortable and Candid
Cautious and Reserved
Shy
Intimidated or afraid to speak
Obviously Coached
d.
Describe location where workers were interviewed and any instances of interference from
factory staff if applicable.
B.
Key Non-Compliance Issues To Investigate:
39
C.
Best Practices:
D. Other comments by workers:
E.
Areas in need of improvement:
F. Gildan’s Auditor Comments:
40
Appendix II.
WORK AREA INSPECTION FORM
Ensure to make as many copies of this section as areas of factory to be inspected. (The following is
a suggested list of areas to consider, but it will depend on size and nature of facility).
Production areas: warehouse, cutting, sewing, spot removal, packing, shipping/ knitting, dyeing,
laundry, chemical room, color kitchen, etc.
Maintenance areas: boilers and compressors rooms, generator area, maintenance room, etc. After
inspecting all areas download the compiled information on the sections where it corresponds
Work area: ____________________________________________________________________
Maximum number of workers present in this specific area on any given shift: ____________
a.
Area with up to 500 workers has at least 2 (non elevator) exits that
provide 22 inches of exit width per 100 workers or 3 exits if more than
500?
b.
Do exits have enough distance from each other?
c.
d.
e.
f.
g.
h.
i.
j.
k.
Are exits unlocked and unblocked and open towards the outside leading
to a safe location?
Are exits clearly and visibly marked?
Are exits signs illuminated with an internal light source backed up
battery?
Is functional emergency lighting installed in hallways and stairs?
Are aisles visibly marked and kept clear?
Are emergency exit routes identified with bright yellow or photo
luminescent lines/arrows on floor?
Are aisles between workstations wide enough (aprox 44”/1.12m)?
Are stairs with more than 3 steps and wider than 1.12m equipped with
handrails on both sides?
Is wiring and electrical panel boxes in safe condition? (Closed, no water
damage or scorching evident, clearly labeled, no hanging wires, wires
41
Yes
No
N/A
l.
m.
n.
o.
p.
q.
r.
s.
t.
u.
v.
w.
x.
y.
z.
fully insulated, not spliced or bearing weight?
Is electrical installation safe? (Grounded, not crossing walkways, not
low-hanging, secured to perimeter)
Are adequate type of fire extinguishers (A,B or C) placed no more than
75 feet (7.5 meters) from the nearest operator ?
Are fire extinguishers visible, easily accessible, fully charged and with
an updated maintenance tag on them?
Is there a visible, updated and comprehensible evacuation map on the
area?
Are there visible danger, non- smoking and fire-emergency signs
posted?
Are the signs in workers language and illustrated in case of illiteracy?
Is the area adequately illuminated?
Temperature: _____°F_____C° Is the area adequately cooled?
Is the area adequately ventilated for dust particulate/fumes?
If the noise level in area exceeds 85 decibels is ear protection being
used?
Are all machines equipped with protective devices? (needle-eye guards,
covers for rotating parts, emergency power cutoff, etc?
If chemicals are present are they clearly labeled with relevant MSDS
accessible in the language of workers?
Are chemicals adequately segregated and stored with limited access?
Are workers wearing the appropriate PPE according to MSDS?
Is there an eyewash facility in area for workers who handle chemicals u
se?
Auditor’s additional notes on this work area inspection:
42