In brief
ISG-KATİP is the only place that shows, in the Ministry's records, who is appointed at your workplace. At regular intervals, check the registration number, hazard class, number of employees, the names of the appointed specialist and physician, the approval status of the contract and the monthly minutes. If a mismatch comes from the SGK, apply to the registration unit; if it comes from the contract, apply to the OSGB; terminations are notified within 5 working days, and a departing appointee is replaced within 30 days.
Why should ISG-KATİP appointments be checked regularly?
You may have a signed OSGB contract; but in an inspection, the answer to "who is appointed at this workplace?" is the ISG-KATİP (the Ministry's online OHS registration system) record. Checking appointments on ISG-KATİP is the way to see whether this record matches reality on site. If the contract has not been approved, if the OSGB has changed the appointed specialist but not entered the new one in the system, or if your number of employees has increased but the minutes have not been updated, the service on paper is not fully reflected in the Ministry's records.
The rule in the Regulation on OHS Services is clear: the contract is prepared in line with the sample on ISG-KATİP and both parties approve it in the system within 5 days at the latest; no one may start work under an unapproved appointment. Termination is notified within 5 working days, and departing staff are replaced within 30 days.
Always check the record at these times:
- Within 5 days of signing a new contract,
- When the OSGB notifies you of a change of specialist, physician or DSP,
- When your number of employees rises or falls significantly,
- When your SGK registration number, address or activity code changes,
- Before an inspection or a customer's supplier audit.
We explained the steps of logging in with e-Devlet, two-factor verification and switching to the corporate screen in our article on what ISG-KATİP is. Here we focus on what to look at after logging in.
Where can the ISG-KATİP contract status be seen?
After logging in, the employer or employer's representative selects the relevant workplace from the "Corporate" tab. The menus mentioned in the Ministry's frequently asked questions page and guides are:
- Workplace Card Information > SGK 4A Employee Information: The list of employees coming from the SGK. If someone who has left still appears on the list, it is verified with their Turkish ID number; if someone is missing, the start notification is checked.
- Workplace Card Information > Number of Employees and Hazard Class Information: With "Verify", the current number of employees and hazard class are pulled from the SGK.
- OHS service contracts section: The contracts linked to your workplace, the parties, appointees, start dates and approval status are shown. When you click on a contract pending approval, the approve button appears.
Checklist: what should you look at on screen?
Keep the table below beside you during the check. Compare each row with the information on screen.
| Field on screen | What it should be | What to do on a mismatch |
|---|---|---|
| SGK workplace registration number | Your workplace's current registration | If the registration has changed, the contract must be renewed under the new registration; a record linked to the old registration does not cover the new workplace |
| Hazard class | The class corresponding to your main activity | The class comes from SGK registration; correction is requested from the registration unit of the SGK provincial directorate |
| Number of employees | The current number of 4A employees at the SGK | Verify the employee list, then update the number and class information with "Verify" |
| Appointed OHS specialist | The person who comes on site; appropriate certificate class | A class A certificate is required in very hazardous, at least B in hazardous and at least C in less hazardous workplaces |
| Appointed workplace physician | The physician who comes on site and carries out examinations | If a different person appears, ask the OSGB to correct the record |
| DSP | Appointed in very hazardous workplaces with 10 or more employees | If there is no full-time physician, DSP must be appointed |
| Approval status | Approved by both parties | If "Pending approval", check the details and approve within 5 days or request a correction |
| Monthly time | Equal to or more than the minimum time | Ask the OSGB for a contract update increasing the time |
The answer to the question which OHS specialist is assigned to my workplace is the fourth row of this table. If the specialist who comes on site differs from the specialist in the system, the findings made by the person on site become questionable from a records point of view. You can find how to verify your hazard class in our article on how to find out your hazard class.
Minutes: is the monthly time sufficient?
The monthly time in the contract cannot be less than the minimum time per employee multiplied by the number of employees. The minimum times are:
- OHS specialist: 10 minutes in less hazardous, 20 in hazardous and 40 in very hazardous workplaces.
- Workplace physician: 5 minutes in less hazardous, 10 in hazardous and 15 in very hazardous workplaces.
- DSP (very hazardous only): 10 minutes for 10–49 employees, 15 for 50–249 employees and 20 for 250 or more.
Example 1: A metalworking workshop in the hazardous class with 120 employees. The specialist needs 120 × 20 = 2,400 minutes (40 hours) and the physician 120 × 10 = 1,200 minutes (20 hours). DSP is not required.
Example 2: The same workshop opens a new line and grows to 150 employees. The specialist's time rises to 3,000 minutes (50 hours) and the physician's to 1,500 minutes (25 hours). If the contract was made for 120 people, it is now insufficient.
Example 3: A construction business in the very hazardous class with 60 employees. Specialist 60 × 40 = 2,400, physician 60 × 15 = 900, DSP 60 × 15 = 900 minutes.
When calculating, apprentices and interns with student status are not included in the time calculation. You can check your own figures with the OHS obligation calculator. For the legal basis of the times, see our article on workplace physician and specialist working hours.
What to do on a mismatch: step by step
- Record the situation. Save a screenshot with the date. This is your answer later to the question "when did you notice?"
- Identify the source. Registration, hazard class and number of employees come from the SGK; the appointee, time and approval belong to the contract record. The OSGB cannot correct an error in the first group, and the SGK cannot correct one in the second.
- For an SGK-related error: Verify the employee list; if the hazard class or registration is wrong, apply to the registration unit of the SGK provincial directorate. After the correction, repeat the "Verify" step on ISG-KATİP.
- For a contract-related error: Notify the OSGB in writing. Ask for the contract to be updated for the wrong person, missing minutes or missing DSP. Do not approve an incorrect record on the basis of "we'll fix it later".
- If the appointee has left: Termination is notified to the system within 5 working days; a new appointment is made within 30 days and again approved within 5 days.
- Check again. After the correction, look at the screen again with the same checklist and add the result to your file.
Common situations
The contract does not appear on screen at all. Most often the problem is in the chain of authority: the person logging in does not appear in SGK records as the employer, the employer's representative or the e-declaration user for that workplace. First verify your authorisation details.
The old OSGB's contract is still active. The termination has not been notified to the system. To avoid an overlap with the new OSGB, check that the termination has been processed. The transition steps are in our article on the process of changing OSGB.
The specialist's certificate class no longer matches. If your main activity has changed and your hazard class has risen, the change of main activity is notified within 1 month; the arrangements required by the class change are made within 90 days. Appointing a specialist of the appropriate class is one of them.
You have more than one branch. Each SGK registration is a separate workplace and requires a separate contract. Complete the checklist separately for each registration.
A contract pending approval has been forgotten. The OSGB has created the record, but no one on the employer's side has approved it. In this case, even if a specialist or physician is working on site, the appointment has not been finalised. Open the record and verify the details against the checklist; if the deadline has passed, ask the OSGB to create the record again.
A different name appears when checking the workplace physician appointment. The OSGB may have changed the physician on site but not entered it in the system. The physician who signs pre-employment and periodic examination reports must be the same as the physician in the system; otherwise the validity of the reports may be questioned. Correct this before the next examination day.
We explained step by step which fields to check on the approval screen in our article on ISG-KATİP contract approval. If you would like to track the consistency of the appointment and the service on site together, see our OHS specialist page.
Frequently Asked Questions
Where can I see the OHS specialist assigned to my workplace?
After logging in to ISG-KATİP with e-Devlet and selecting your workplace from the "Corporate" tab, the names of the appointed specialist, physician and any DSP are shown in the OHS service contracts linked to your workplace. Check that the person who comes on site is the same as the person in the system.
What happens if I do not approve a contract pending approval?
The contract and appointment become valid with the approval of both parties. If approval is not given within 5 days at the latest, the appointment is not finalised, and no one may start work under an unapproved appointment. If the details are wrong, ask the OSGB to correct the record instead of approving it.
What should I do if the number of employees on ISG-KATİP looks wrong?
Employee information comes from the SGK. Check the SGK 4A employee list on the workplace card; if anyone is missing or extra, correct the start and leaving notifications. Then update the number of employees and hazard class information with "Verify".
When is an approved contract reflected at the SGK?
According to the Ministry's explanation, contract information is shared with the SGK at the end of the day. So a contract approved today usually appears in transactions on the SGK side the next day.
A certified specialist matched to your hazard class: site inspections, approved logbook, training plan, annual plan and report follow-up.
Bursa SİSTEMER OSGB Technical Team — written from the field experience of our OHS specialists and workplace physicians. Legal information is valid as of the publication/update date; contact us for an assessment specific to your business.