Employee Engagement Program

This Program establishes the minimum global requirements for employee engagement at all Microsoft locations. These requirements are intended to be applied at all Microsoft locations.

Any variation to this global program, whether creating a location-specific procedure or plan, modifying the existing requirements, or making other changes, must be evaluated through the Occupational Health and Safety (OHS) Governance Framework before implementation. To request a variation, please adhere to the OHS Bypass or Program Deviation processes found on the Global OHS Team Site

Information about approved variations to this Program can be found in Section 9 of this document.

This document provides requirements for Microsoft full-time employees (FTEs), interns, and external staff (where applicable). Microsoft Suppliers must maintain their own health and safety programs consistent with the Microsoft Supplier Code of Conduct, including setting health and safety standards, processes, and procedures for Microsoft external staff and subcontractors who provide services to Microsoft, to the extent permitted by law.

This program applies to where regulations or risk assessments require safety committees, prevention workers, or safety representatives. Locations with low risk or no legal mandate may be exempt from forming committees, but employee engagement requirements still apply. All stakeholders involved in or affected by the OHS Management System are covered by this program.

3.1 Participation and consultation

Microsoft is committed to ensuring effective participation and consultation with personnel at all organizational levels to promote engagement, strengthen the health and safety culture, and maintain the effectiveness of the OHS Management System (OHSMS) across all locations.

Employees, interns, prevention workers, external staff, and other stakeholders actively contribute to OHS MS processes such as hazard identification, risk assessments, incident reporting and investigations, the development and review of OHS objectives and programs, emergency preparedness, internal audits, and the evaluation of training needs and effectiveness.

Participants are expected to:

• Adhere to Microsoft’s Health and Safety Policy

• Complete required health and safety training

• Promptly report injuries, illnesses, near misses, and unsafe conditions

• Engage in Safety Committees, surveys, and feedback opportunities.

• Participate in investigations, inspections, observations, and audits when relevant

Participation and consultation are facilitated through multiple channels, including:

• Safety Committees, which meet regularly and include representatives from both management and nonmanagerial staff. These committees serve as formal platforms for reviewing incidents, monitoring corrective actions, and proposing improvements.

• Communication platforms such as SafetyHub, Safety Committee meeting minutes, and Viva Engage encourage open dialogue and shared learning.

• Reporting tools via the SafetyHub Report application or by emailing globalohs@microsoft.com.

• Feedback systems that allow workers to provide input and suggestions on OHS topics via the Global OHS mailbox, with follow-up communication included.

Inclusive communication is supported by multilingual materials, visual aids, and tailored engagement strategies. Time, training, and resources are provided to support participation. Suggestions are evaluated by OHS Managers and through the OHS Governance process, when applicable. Performance metrics, such as participation rates and resolution timelines, are reviewed and reported in Management Reviews.

3.2 Safety Committees

Microsoft’s local Safety Committees bring together employees, managers, and OHS team members to collaborate on workplace-specific health and safety initiatives. The primary objective of the Safety Committee is to assist in identifying potential hazards, recommending safety measures, supporting compliance, and promoting a strong safety culture. Committees also assist with incident reviews, inspections, and contribute to the development of safety programs. They incorporate employee feedback to propose relevant health and safety actions. Their key responsibilities include:

• Meeting at least quarterly,

• Documenting attendance and sharing meeting notes,

• Including employee-elected and employer-selected members with an elected chair,

• Participate in inspections and identifying and addressing unsafe conditions and behaviors,

• Reviewing incident trends and suggesting corrective or long-term actions in cooperation with the OHS Team,

• Supporting health and safety awareness programs,

• Soliciting feedback on safety issues, and

• Assisting in developing and maintaining risk prevention programs.

Safety Committees, also referred to as prevention workers or safety representatives, are legally protected and have the autonomy to perform their duties under applicable legislation. They may be elected in accordance with local regulations. Committee members are expected to actively participate and dedicate approximately 1 to 4 hours per month to committee responsibilities.

3.2.1 Establishing a Safety Committee

Safety Committees are required at all locations classified as support level 1 or 2, as well as where local regulations mandate their establishment. Since elevated-risk locations are, by definition, not classified as level 3, this requirement effectively covers all elevated-risk sites. Although sites that do not meet these criteria are not obligated to form a Safety Committee, any location may choose to establish one voluntarily to foster a strong health and safety culture.

To define the support level, OHS Manager implements the Risk Assessment Program and evaluates several factors during the assessment process:

• Location risk profile and related hazards and risks

• Activities conducted and equipment operated

• Record of incidents, including previous injuries and near-miss events

• Workforce size and number of employees exposed to hazards.

When a Safety Committee is established, the Safety Committee Inventory must be updated and completed.

3.2.2 Forming a Safety Committee

The OHS Manager initiates and manages the formation of the Safety Committee in accordance with global OHS and relevant local legal requirements, inviting participation from both management and nonmanagement employees.

Committee members are recruited through multiple communication channels to increase awareness and participation.

• Distribute an all-staff email outlining the committee’s purpose and objectives, member responsibilities, and instructions for those interested in joining.

• Conduct in-person outreach at local OHS events to engage potential members directly.

• Collaborate with work groups to identify and recommend candidates.

• Provide information to all employees regarding the opportunity and the steps required for participation.

If required by law, the OHS Manager is responsible for conducting a formal election process. This process includes notifying employees of the upcoming election, providing information on committee member roles and expectations, and overseeing the voting procedure to ensure fairness and transparency. If personally identifiable information is involved, HR Privacy should be consulted before initiating the election process.

3.2.3 Safety Committee structure

Employee representation on the committee is required to be equal to or greater than management representation to ensure balanced participation.

The minimum committee structure is dependent on the total number of employees at each location, as suggested below:

*The minimum number of members may vary according to legal requirements.

3.2.4 Employer and employee representatives

Employer (management) representatives are appointed by managers, while nonmanagement representatives are either elected by employees or may volunteer for the position. They can be hybrid or remote employees.

The OHS Manager generally serves as the employer's representative. However, if local regulations do not allow direct representation, the OHS Manager participates in the Safety Committee as a technical advisor. In this role, they offer guidance, interpret relevant regulations, and assist the committee with implementing OHS measures but do not act as a voting member or direct representative.

Representatives are assigned, elected, or volunteered for a minimum of one-year terms, with no term limits unless indicated by local regulations.

3.2.5 Meetings and documentation

Committees are required to hold meetings at least once every quarter. The OHS Manager, together with designated representatives, coordinates these meetings and documents attendance, discussion topics, and action items. All documentation is stored within the Employee Participation/Safety Committee folder on the Global OHS Team Site. If it is necessary to post information for employees, it will be shared through the country-specific SafetyHub page or Viva Engage community. For meeting minutes, use roles (e.g., "safety representative," "OHS manager") instead of names. Keep a separate internal record with names for legal purposes only. Exclude any personal identifiable data that may affect employee privacy.

The OHS Manager is responsible for submitting any required documentation to local authorities depending on the requirements, resources, or platforms indicated by the authorities.

3.26 Communication

Staff meetings provide an opportunity for employees to bring safety issues to the attention of the Safety Committee representative and for the Safety Committee representative to report back to the staff. However, the informal, undocumented discussion of safety issues in a staff meeting does not constitute a safety meeting and does not take the place of a Safety Committee.

Employees should first take work-related safety and health concerns to immediate supervisors. Employees may can contact OHS by emailing globalohs@microsoft.com. Imminent hazards should immediately be brought to the attention of the supervisor and OHS staff. All other health and safety issues that are not resolved in a timely manner within the immediate work group are addressed most effectively by the work group's Safety Committee.

All official Safety Committee communications are managed through the Global OHS mailbox, and the creation of nonperson account mailboxes is not permitted to ensure compliance and consistency.

3.3 Safety Champions

The Safety Champion initiative fosters a culture of health and safety by engaging community members who promote health and safe work practices through following guidelines, suggesting improvements, and advocating for colleagues. It offers hybrid and remote employees a platform to discuss OHS topics.

All Microsoft employees can participate as Safety Champions, promoting workplace health and safety. Participation levels vary from virtual-only involvement to local engagement and leadership roles.

• Promoter: Engage with Viva Engage content via reactions, comments, and polls.

• Local Influencer: Share Viva Engage updates locally and collaborate with office stakeholders in safety activities such as training, Safety Committees, and injury reporting.

Safety Champions may also join their local Safety Committee or support safety representatives. Although committee participation is encouraged for better communication, it is not required. Key responsibilities include sharing health and safety improvement ideas and encouraging team input, promoting a positive, OHS-focused workplace culture, and recommending ways to reduce workplace hazards.

Global OHS provides training for all committee members, Safety Champions, prevention workers, and other representatives on OHS issues, ensuring it meets local legal requirements and internal expectations.

Any additional legal training required should be reviewed through the Governance process.

Refer to the Microsoft Corporate Document Retention Schedule  for additional information.

The following terms are used in this document. The definitions below are used in the scope of this document, but local regulatory definitions supersede if there is a conflict.

Participation: The active involvement of all stakeholders—Microsoft FTEs, interns, external staff, and suppliers—in the OHS Management System. This includes contributing to safety initiatives, attending relevant meetings, and supporting the implementation of health and safety measures.

Consultation: A process through which Microsoft engages with employees and external staff to seek their input and feedback on health and safety issues. This ensures that their perspectives are considered in decision-making, especially regarding the formation of Safety Committees and the development of safety standards and procedures.

Employee engagement: The commitment and proactive involvement of employees in health and safety activities, regardless of whether a formal Safety Committee is required. This includes participating in discussions, reporting hazards, and supporting a culture of safety in the workplace.

Safety Committee: Formed in support level 1 and 2 location or where regulations are required, this group includes employees, managers, and OHS team members to assist in identifying potential hazards, recommending safety measures, supporting compliance, and promoting a strong safety culture.

Safety Champion: An individual—either an employee or external staff member—who advocates for health and safety within their team or location. They support the OHS Management System by promoting awareness, encouraging participation, and helping implement safety initiatives.

8.1 Microsoft internal

• Microsoft internal health and safety programs: aka.ms/SafetyHubPrograms

• Contact Global OHS: globalohs@microsoft.com 

• Microsoft Global Health and Safety Policy

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