It is legally mandatory to complete a workstation sheet when one wishes to occupy a temporary worker at a workstation (or function) for which a prior health assessment is required.
However, PI advises user undertakings to draw up and forward to the temporary work agency a workstation sheet for all workstations at which they wish to occupy temporary workers, including those for which prior health assessment is not, a priori, legally required. In this way, all positions/functions are managed in a uniform way and it will enable the temporary work agency to check easily whether the information about the position is complete. The temporary work agency will also be able to identify whether, ultimately, health surveillance is necessary.
It is, in fact, the temporary work agency's responsibility to organize the prior health assessment of temporary agency workers.
The workstation sheet remains valid as long as the risks of the workstation (or function) do not change.
Updating is necessary when tasks or functions are adapted (for example, an operator who must now collect pallets from the warehouse), work equipment changes (for example, new machines are used), legislation is changed (for example, health surveillance rules are changed), the work environment is no longer the same (for example, a worker is transferred from a quiet workplace to a noisy environment), etc.
A user undertaking must therefore regularly update the risk assessment of workstations in accordance with legislation on well-being at work. It is recommended to check if the versions of the workstation sheets available in the company still correspond to the reality of health risks.
Legislation on well-being at work does not require the temporary worker's signature.
The temporary work agency must provide the temporary worker with a copy of the completed workstation sheet and ensure that the temporary worker is well informed of the contents of this sheet.
In order to be able to prove that the transmission of information has taken place, many temporary work agencies ask the temporary worker to sign the workstation sheet. But other methods can equally be used.
However, the temporary worker's signature may have a psychological advantage. A person invited to sign a document is likely to be more attentive to its content and oral instructions.
When the user undertaking uses the workstation sheet as a registration document for induction, it is frequent that the temporary worker is also invited by the user undertaking to sign the workstation sheet (section C).
The only signature required by the legislation on well-being at work on the workstation sheet (Code X.2) is that of the person in charge at reception (section C of the workstation sheet) and only when the workstation sheet is used as the temporary worker's induction registration document.
However, it is possible that temporary work agencies and/or user undertakings have integrated the use of a signature into their internal procedures. For example, an internal procedure may provide that the user undertaking signs section A or that the temporary worker is asked to sign the workstation sheet when he or she is received.
The legislation on well-being at work does not require the user undertaking to sign the workstation sheet.
The user undertaking must provide the temporary work agency with a correctly completed form. This point must be traceable. The legislation does not specify how this can be proven. This is why some temporary work agencies ask user undertakings to sign the workstation sheet. Note that in this case, it can only be section A of the workstation sheet!
An exchange by e-mail between the agency and the user undertaking can also serve as proof.
An occupational physician does not have to sign the workstation sheet. However, the date of the occupational physician's advice must be indicated. This date is an implicit signature because it refers to a (written) advice from the occupational physician on the workstation sheet.
The prevention advisor does not have to sign the workstation sheet. However, the date of the prevention advisor's advice must be indicated. The mention of this date is equivalent to a signature because it refers to a (written) advice from the prevention advisor regarding this workstation sheet.
The PPW committee (or the trade union representation) does not have to sign the workstation sheet. However, the date of the committee's advice must be indicated on the workstation sheet. This date is an implicit signature because it refers to a (written) advice from the committee on this workstation sheet.
If it addresses different temporary work agencies to staff the same workstation, the user undertaking can use the same workstation sheet.
The information contained on the sheet is the result of the risk assessment at the workstation/function concerned. There is no reason why the workstation sheet should be different for the recruitment of the temporary worker by the different agencies.
Yes, the user undertaking can use a complete workstation sheet (sections A + B + C) as an official document for the temporary worker's induction.
This does not mean that the workstation sheet contains all the information necessary to organize an ideal induction procedure. It is essential to provide further information and instructions to the temporary worker (for example, instructions for working with a machine, information on the evacuation procedure, etc.).