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Work Health and Safety Handbook
Version 3 as at January 2016
About this DocumentTitle Work Health and Safety HandbookVersion 4Version dateStatusPurpose Provide Work Health and Safety Information to the University
communityAuthors Work Health and Safety Unit
Revision History Former Version
Release date Comments
1 November, 2010
Occupational Health and Safety Manual
2 July 2012 Work Health and Safety Manual3 January
2014Work Health and Safety Handbook
3a January 2016
Work Health and Safety Handbook (minor links update)
Work Health and Safety Handbook
Contents
Introduction...........................................................................................................................................................3University Health and Safety Strategy..............................................................................................................4Health and Wellbeing Information.....................................................................................................................4Legal Responsibilities.........................................................................................................................................4
Work Health and Safety Harmonisation Legislation........................................................................................5
Training and Induction.........................................................................................................................................6Consultation..........................................................................................................................................................6
Keeping Up To Date, RSS Feed........................................................................................................................6https://secure.utas.edu.au/work-health-safety (WHS Events)......................................................................7WHS Issue Resolution........................................................................................................................................7Work Health and Safety Committees................................................................................................................7Elected Health and Safety Representatives.....................................................................................................7
Risk Management................................................................................................................................................8
Auditing and Action Plans...................................................................................................................................8Hazard Identification, Risk Assessment and Control Requirements.............................................................8Staff and Student Projects and Tasks...............................................................................................................8Safe Work Procedures (SWP)...........................................................................................................................8
http://www.utas.edu.au/__data/assets/pdf_file/0005/628979/Safe-Work-Procedure.pdf...........................9Incident and Hazard Notification and Management........................................................................................9
Incidents................................................................................................................................................................9Hazards.................................................................................................................................................................9
Emergency Incident Management.....................................................................................................................9Emergency Evacuation Procedures................................................................................................................11Major Risk Topics..............................................................................................................................................11
Hazardous Substances and Health Surveillance..........................................................................................11Health Monitoring...............................................................................................................................................11Radiation Safety.................................................................................................................................................11Biosafety.............................................................................................................................................................11Driving.................................................................................................................................................................12Manual Handling................................................................................................................................................12Ergonomic Office Set-up and Assessments...................................................................................................12Field Work...........................................................................................................................................................12Travel...................................................................................................................................................................12Contractor and High Risk Work Management...............................................................................................13Psychosocial.......................................................................................................................................................13Working from Home...........................................................................................................................................13Hearing Conservation.......................................................................................................................................13Safe Use of Portable Electronic and Communication Devices....................................................................13
First Aid in the Workplace.................................................................................................................................14
Automated External Defibrillator (AED)..........................................................................................................14
Inspections, Housekeeping..............................................................................................................................14Electrical Safety in the Workplace...................................................................................................................15Personal Protective Equipment (PPE)............................................................................................................15Plant Isolation – Lock out/Tag out...................................................................................................................15Alcohol, Tobacco and Drugs in the Workplace..............................................................................................15
Smoke-Free Area..............................................................................................................................................16
Volunteers...........................................................................................................................................................16Visitors.................................................................................................................................................................16
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Work Health and Safety Handbook
Return to Work and Injury Reporting...............................................................................................................16Purchasing..........................................................................................................................................................16WHS Record Keeping Requirements..............................................................................................................17Appendices.........................................................................................................................................................17
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Work Health and Safety Handbook
Introduction
Managing health and safety risk across all University workplaces is essential. The consequences of unsafe acts or conditions can impact greatly on people’s personal life, their family and friends as well as affecting the reputation of the University.
Everyone has an important role to play in making each University workplace as safe and healthy as it can be.
Under work health and safety legislation, a duty of care applies to everyone within the University. As these duties differ, it is important that everybody is informed of and understands their duty.
This handbook contains a number of references and links to specific University Work Health and safety (WHS) policy, minimum standards and procedures. A list (including the WHS Policy) minimum standards and procedures are available on the Policy and Delegation website. Other safety information is also available from the University WHS homepage.
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University Health and Safety Strategy
The University has developed and implemented a Work Health and Safety Strategy. The purpose of the strategy is to progressively improve the health and wellbeing of all employees, students and volunteers.
Health and Wellbeing Information
The University is committed to the promotion of health and wellbeing. A comprehensive program of events is on offer through the Healthy U program. Further information on this program, the flu vaccination program, the Employee Assistance program (EAP) and other initiatives is available on the WHS website at the following link, http://www.utas.edu.au/work-health-safety/utas-health-and-wellbeing.
Legal Responsibilities
Legal requirements apply to everyone within the University’s workplaces. A list of documents including a WHS Responsibilities Minimum Standard is available on the Unviersity Policy and Delegations website
The University WHS policy statement is available at:
http://www.utas.edu.au/policy/by-category#Work Health & Safety
The following definitions have been extracted from the Responsibilities Minimum Standard.
OfficersFor the application of the Tasmanian Work Health and Safety Act 2012, the University is taken to be a corporation. An Officer therefore means an Officer within the meaning of Section 9 of the Corporations Act 2001 of the Commonwealth and is:
a) a director or secretary of the corporation; or
b) a person:
i. who makes, or participates in making, decisions that affect the whole, or a substantial part, of the business of the corporation; or
ii. who has the capacity to affect significantly the corporation's financial standing; or
iii. in accordance with whose instructions or wishes the directors of the corporation are accustomed to act (excluding advice given by the person in the proper performance of functions attaching to the person's professional capacity or their business relationship with the directors or the corporation).
Members of Council, Deans of Faculties, Heads of Schools and Centres, Directors/Principals of Institutes and Heads of Divisions and Sections and Members of IMAS, Menzies and AMC Boards having strategic management responsibility are considered to be Officers pursuant to Section 27 of the Act.
Managers and SupervisorsThere are many managers and supervisors of the University who are not deemed to be Officers under the Work Health and Safety Act.
These managers and supervisors are workers under Section 7 of the Act and must take ‘reasonable care’ with regard to the exercise of their duty under the Act.
For a manager or supervisor, what is ‘reasonable’ must be read with reference to that person’s position and delegated authority within the University.
While at work, a manager/supervisor must:
take reasonable care for his or her own health and safety; and
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take reasonable care that his or her acts or omissions do not adversely affect the health and safety of other persons; and
comply, so far as she or he is reasonably able, with any reasonable instruction that is given by the University to allow the University to comply with the Act; and
cooperate with any reasonable policy or procedure of the University relating to health or safety at the workplace that has been notified to them.
Workers (employees, students, volunteers and contractors)Section 7 of the Work Health and Safety Act, describes a person as a worker if the person carries out work in any capacity for the University.
This includes work as an employee, a contractor or subcontractor, an employee of a contractor or subcontractor, an employee of a labour hire company, or outworker, an apprentice or trainee, a student gaining work experience, or a volunteer.
A workplace is a place where work is carried out for the University and includes any place a worker goes, or is likely to be while at work.
Duties While at work, a worker must:
take reasonable care for his or her own health and safety; and
take reasonable care that his or her acts or omissions do not adversely affect the health and safety of other persons; and
comply, so far as the worker is reasonably able, with any reasonable instruction that is given by the University to allow the University to comply with the Act; and
cooperate with any reasonable policy or procedure of the University relating to health or safety at the workplace that has been notified to workers
Work Health and Safety Harmonisation Legislation The current Work Health and Safety Act came into effect in Tasmania on 1 January, 2013. The introduction of the new legislation brought changes, including:
a stronger requirement to show due diligence with respect to compliance monitoring and to ensure that meaningful WHS consultation occurs;
a higher level of safety maturity from all workers within a workplace;
greatly increased penalties for proven breaches;
comprehensive Regulations detailing compliance requirements;
Codes of Practice to assist with meeting requirements.
Further information is available on the WorkSafe Tasmania webpage.
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Training and Induction
A key element of proactive safety management is ensuring that everyone knows and understands their responsibilities and safety roles.
Each Organisational Unit is to identify WHS training requirements through a training needs analysis and ensure that training is provided.
All staff, contractors, students and volunteers are required to undertake the relevant University workplace induction. New staff induction information is available online at, http://www.staffinduction.utas.edu.au/.
Training for specific work activities and for the use of equipment or machinery is also required
Work Health and Safety have developed various induction and health and safety courses specific to the requirement of the University and in compliance with WHS legislation.
Officers receive an information pack and a one-on-one briefing session. They must also complete the University online Officer training package.
Staff, students and volunteers with MyLO access are guided through a WHS training needs analysis process and are able to select and access the courses they require for their specific study or responsibility.
Further information is available on the Work Health and Safety website Learning and Development page..
It is recommended staff revisit the WHS training at no more than two year intervals.
Appropriate training records are to be kept by the Organisational Unit. Selected WHS records are forwarded to the WHS Unit in accordance with specific policy requirements.
Consultation
WHS consultation and communication is an essential aspect of maintaining a healthy and safe workplace.
The University elected Health and Safety Representative (HSR) network provides an excellent mechanism for consultation and the transfer of WHS knowledge. A list of the current HSRs is maintained on the WHS website at, https://secure.utas.edu.au/work-health-safety/health-safety-representatives
To assist with the running of WHS meetings (if established), the University WHS Committee Terms of Reference provides a guide https://secure.utas.edu.au/work-health-safety-secure/documents/Terms-of-Reference-WHS-Committee.pdf (appendix A). If required, a safety communication meeting template is available at https://secure.utas.edu.au/work-health-safety/whs-essentials/whs-forms (useful forms)
A Code of Practice on WHS consultation is also available at, http://worksafe.tas.gov.au/__data/assets/pdf_file/0010/193591/safety_consultation_code.pdf
Keeping Up To Date, RSS Feed A number of measures have been implemented to assist everyone with keeping up to date with changes to legislation, policies, safety alerts and other relevant information.
A ‘what’s new’ webpage is available at, https://secure.utas.edu.au/work-health-safety/whats-new-at-work-health-and-safety/news . Subscriptions to this page can be made through a Real Simple Syndication (RSS) feed. Instructions on how to subscribe are available on the ITS website at http://www.staff.utas.edu.au/rss-feeds-info
A dedicated ‘WHS Laws’ webpage is also available at, http://www.utas.edu.au/work-health-safety/new-whs-laws.
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The University also subscribes to Workplace Safety Australia which provides access to a work health and safety webpage at http://www.worksafe.com.au/ and a regular emailed Newsletter and Safety Alerts
A WHS events and training calendar is available on the WHS website at,
https://secure.utas.edu.au/work-health-safety (WHS Events)
WHS Issue ResolutionTimely and appropriate resolution of WHS issues is a fundamental part of maintaining a safe workplace.
A Work Health and Safety Issue Resolution Procedure is available on the Policy and Delgation website at http://www.utas.edu.au/__data/assets/pdf_file/0004/581341/Issue-Resolution-Work-Health-Safety-Procedure-16.pdf
Please note that issues are only covered by this procedure when they are not resolved through the normal maintenance, hazard or incident reporting processes.
Work Health and Safety CommitteesThe University Work Health and Safety Committee has been established in line with the requirements of the Tasmanian Work Health and Safety Act 2012.
A key objective of the Committee is to ensure that the University manages WHS risk and continually improves its work health and safety performance.
The Committee supports the University by using approved risk management strategies, being informed of WHS best practice and by engaging with stakeholders to promote excellence in WHS work practices throughout the University.
The Committee also aims to assist the University to be distinctive among its peers by identifying, developing and implementing strategies that foster positive safety culture growth throughout the many workplaces of the University. Further information on the Committee is available on the WHS website at https://secure.utas.edu.au/work-health-safety/whs-committees.
Sub Committees of the University WHS Committee include:
Institutional-Biosafety-Committee
Diving and Boating Committee
Large Vessel Safety Committee
Organisational Units (whether by Faculty, Institute, School, Discipline, Division, campus, building or other appropriate grouping) are encouraged to implement their own WHS consultative arrangements.
As a minimum, each Organisational Unit should include work health and safety as a standing agenda item in their meetings.
The Organisational Unit may wish to put in place their own WHS Committee to address their local issues. Membership of these committees is to be determined by the Organisational Unit and could include Health and Safety Representatives (HSRs) from relevant workgroups. Further information on the establishment of a Faculty Work Health and Safety Committee is available (Appendix A) on the University Work Health and Safety Committee Terms of Reference at https://secure.utas.edu.au/work-health-safety-secure/documents/Terms-of-Reference-WHS-Committee.pdf
Elected Health and Safety RepresentativesThe University has a network of elected Health and Safety Representatives (HSRs). HSRs can provide assistance in resolving health and safety issues, as well as providing information and advice on University WHS systems and procedures. A list of University HSRs and other
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information is available on the WHS website at, https://secure.utas.edu.au/work-health-safety/health-safety-representatives
Risk Management
The University http://www.utas.edu.au/__data/assets/pdf_file/0009/29484/Risk-Management-Policy.pdf provides a commitment to a culture in which opportunities may be seized, and risks may be taken, in a risk-aware way across the University, with risk management being integral to management practice.
More information is available at http://www.utas.edu.au/risk-management-audit-assurance/home or contact Director, Audit and Risk on telephone (03) 6226 1564 or via email at [email protected] .
In accordance with the Work Health and Safety Act 2012, hazards associated with each work activity must be identified, risks assessed, measures for eliminating or minimising implemented and effectiveness reviewed.
Auditing and Action PlansA Continuous Self Assessment (CSA) improvement audit program is in place across the University. The on-line program provides maturity based ratings and generates an Action Plans for the Organisational Unit.
Consultation with workers including any elected Health and Safety Representatives, staff, volunteers and students is of paramount importance in ensuring that hazards and non-compliance issues are identified within audits. The audit program requires an Organisational Unit assess their level of compliance against a set of tailored elements and includes a review by the Head of Organisational Unit.
Further information and user manuals are available at the following link,
https://secure.utas.edu.au/work-health-safety/whs-essentials (Audit)
Hazard Identification, Risk Assessment and Control RequirementsAll potentially hazardous activities and tasks under the Organisational Unit’s management need to be risk assessed and have controls implemented. Key providers of contractors, including Campus Services, utilise project management to plan and control works. Contractors may be required to provide documentation to Campus Services as part of the works planning process.
Staff and Student Projects and TasksFor staff and student projects and tasks, including research activities, a risk assessment template is available. This template may be used to develop Safe Work Procedures which are explained later in this document.
The Project & Task Work Health and Safety Risk Management Procedure is available on the WHS website at,
http://www.utas.edu.au/__data/assets/pdf_file/0006/628989/Project-Task-Risk-Management-Procedure.pdf
Further information on Risk Management is available on the WHS website at https://secure.utas.edu.au/work-health-safety/major-risk-topics/risk-management
Safe Work Procedures (SWP)A SWP describes how a task is to be undertaken safely. SWPs include a risk assessment process and are often used for high risk work activities. An example of their use is when contractors are on site to undertake work. Contractors often call SWP a JSA (Job Safety Analysis) or SWMS (Safe Work Method Statement). Within the Organisational Unit, SWPs can be used to develop a standard procedure for a work task. For example, a SWP could be
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used by staff and students when developing a new teaching exercise where equipment is to be used.
When developing a SWP, it is important to consult with and involve the persons who will be doing the work. Safe Work Procedures is available at
http://www.utas.edu.au/__data/assets/pdf_file/0005/628979/Safe-Work-Procedure.pdf
Incident and Hazard Notification and Management
Incidents Educating staff and students in the use the University WHS online hazard and incident notification systems will ensure that day-to-day hazards, near misses and incidents are notified and recorded in an effective and timely manner. The notification system is also capable of providing WHS statistical reports for review by the Organisational Unit and the WHS Unit.
Staff and students can notify online at https://secure.utas.edu.au/work-health-safety.
The log-in user name and password is the standard University computer system log-in name and password. An elected Health and Safety Representative can provide assistance.
Once the on-line notification is submitted, a copy is automatically sent to the listed Officer, the WHS Unit, the HSR and other nominated persons.
Incidents are managed in accordance with the Incident Response and Investigation Procedure. The incident and hazard system capabilities include the ability for Officers, HSRs and nominated persons to record actions directly into the database. Only Officers can close incident and hazards. A system guidance sheet is available at https://secure.utas.edu.au/__data/assets/pdf_file/0008/257966/Assistance-Sheet-Online-Hazard-and-Incident-Reporting-Systems-v.pdf
HazardsWhen notified of a hazardous situation at a workplace, the person in charge of the workplace must ensure that action is taken as soon as is reasonably practicable to minimise any risk associated with that situation. A flowchart is available at
https://secure.utas.edu.au/__data/assets/pdf_file/0003/238215/Hazard-Reporting-Flowchart-V1.pdf
For anyone not able to access the online notification systems, a printed version of both the incident and hazard form is available at the WHS website under the Hazards and Incidents link. Direct contact to the WHS Unit or the WHS Advisors is an alternative for employees wishing to raise sensitive WHS concerns.
Emergency Incident Management
Emergency Incident Management processes are to be clearly defined for each workplace:
the persons who are available and trained (both during and outside normal working hours) to prevent, prepare for and respond to critical incidents;
the procedures for contacting those people is to be clearly displayed around the workplace and available to all staff;
changes to the nominations and procedures are to be kept up to date.
Infrastructure, planning and compliance (IPaC) and Campus Services coordinate a number of essential services including fire system maintenance and the annual Building Maintenance Statement. It is important that they are informed of any Organisational Unit activity or issue that may affect emergency response. The Organisational Unit is to liaise with IPaC with respect to any localised emergency. University Security is also to be made aware of emergency matters, as they are frequently first on the scene.
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Further Information is available at via the following link, https://secure.utas.edu.au/property-services/quick-links/emergency-management-contacts-and-procedures
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Emergency Evacuation Procedures
All personnel (staff, students, volunteers and contractors) must be familiar with the evacuation procedure and muster point for their relevant work areas. All personnel, visitors and contractors must follow directions given by Fire Wardens. Fire Wardens are to attend the required training as arranged by Campus Services. Further information, including a list of Wardens, is available at the Campus Services website via the following link, https://secure.utas.edu.au/property-services/quick-links/emergency-management-contacts-and-procedures.
Major Risk Topics
Importantly, a number of major risk topics across the University have been identified. To assist with the management of these risks, a range of resources is available on the WHS website at, https://secure.utas.edu.au/work-health-safety/major-risk-topics
Hazardous Substances and Health SurveillanceTasks included in world leading research, laboratory, workshop and cleaning activities often require the use of hazardous chemicals and other materials and agents. Some substances require special permits (radiation, biological) and have very specific requirements governing how and when they can be used. Failing to adhere to permit requirements can have devastating health effects and has the potential to result in the banning of use of restricted substances across the whole University community.
A register is to be kept and maintained for all hazardous chemicals brought onto the Organisational Unit workplaces. All hazardous chemicals are to be used, handled and stored in accordance with Safety Data Sheet (SDS) requirements and established procedures.
A key question to be asked in the decision making process is ‘can we eliminate the need to use the hazardous substance and if not, can we substitute it with a less hazardous alternative?’
ChemWatch is the hazardous substance management system used across the University. The system and further information is accessible via the following link:
https://secure.utas.edu.au/work-health-safety/major-risk-topics/hazardous-chemicals-and-poisons
Technical assistance is available via the ChemWatch online support desk. If unable to access the system, please email [email protected] or contact the WHS Unit for assistance.
Health MonitoringThere is a minimum standard and a comprehensive checklist covering health monitoring. Further information is available on the Policy and Delegation website at http://www.utas.edu.au/__data/assets/pdf_file/0005/588074/Health-Monitoring-Minimum-Standard.pdf
Radiation SafetyA Radiation Management Plan has been established to comply with legislative requirements. A Minimum Standard outlining radiation safety requirements is available at: http://www.utas.edu.au/__data/assets/pdf_file/0017/61415/Radiation-Minimum-Standard-2014.pdf
BiosafetyAn Institutional-Biosafety-Committee is the primary body responsible for promoting exemplary work practices and ensuring a safe and healthy working environment when dealing with biological material. The Organisational Unit must ensure all practices involving
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biological materials are conducted in accordance with legislation, codes of practice, licensing and approval requirements. The Microbiology Minimum Standard is available at,
http://www.utas.edu.au/__data/assets/pdf_file/0007/214738/Microbiology-Minimum-Standard.pdf
DrivingDriving is a key risk for many University workers. A Driving Minimum Standard is in place to:
(i) promote the health and wellbeing of Organisational Unit workers whilst driving vehicles authorised for University activities, and
(ii) maximise safety for workers (as drivers or passengers) and other road users.
Links to other information are available under the major risk topic section of the WHS webpage at https://secure.utas.edu.au/work-health-safety/major-risk-topics/driving
The use of private vehicles requires specific sign-off as detailed in the Standard.
Forward planning is critical when considering transportation needs of staff and students for field trips.
Manual HandlingManual handling incidents are a major contribiutor to University workplace injuries. The University aims to eliminate manual handling incidents through identification, assessment and control, supported by appropriate training and education. Manual handling activities include tasks where force is used to push, pull or move objects. Repetitive strain injuries are painful and costly and can often be prevented by ensuring that the ergonomic set up of work stations is correct and a stretching regime is in place.
An Ergonomic Risk Management Procedure is available via the following link at http://www.utas.edu.au/__data/assets/pdf_file/0009/581229/Ergonomic-Risk-Management-Procedure.pdf
The Manual Tasks Minimum Standard can be found via the following link, Manual Tasks . These documents provide a basis for each Organisational Unit to identify and address manual handling risk within their area.
The University has an Exertime computer based program for staff. Using this program is a proactive measure to improve fitness and reduce the likelihood of suffering from ill health associated with office base work tasks. More information is available on the WHS website at,
https://secure.utas.edu.au/work-health-safety/utas-health-and-wellbeing.
Ergonomic Office Set-up and AssessmentsNominated staff may undertake training in office ergonomic set up. New staff who have a pre -existing injury require a full ergonomic assessment. Further information, including specialist ergonomic providers is available at https://secure.utas.edu.au/work-health-safety/ergonomic-assessments and a list of internally trained staff, is available at: https://secure.utas.edu.au/work-health-safety/key-risks/manual-handling
Field WorkUniversity field activities can pose specific health and safety risks and need to be controlled. The field activity minimum standard is available at http://www.utas.edu.au/__data/assets/pdf_file/0007/214747/Field-Activity-Minimum-Standard.pdf The University electronic field work management system known as FieldTeq is also available to assist the Organisational Unit with managing field work activities. All field work (above low risk) needs to conform to the Project & Task Work Health & Safety Risk Management Procedure requirements.
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TravelThe University has implemented an International Travel Risk Management and Advisory Services provided by International SOS. Access to the service and associated information on travel is available on the WHS website at https://secure.utas.edu.au/work-health-safety/key-risks/travel.
Contractor and High Risk Work ManagementAll potentially hazardous activities and tasks performed at Organisational Units workplaces, including contracted personnel, must be risk assessed. High risk work is subject to Permit To Work requirements. Key providers of contractors, including IPaC, utilise project management and Permit To Work requirements to plan and control high risk works.
Further information for contractor management, including online induction, is available via the WHS website at . http://www.utas.edu.au/commercial-services-development/building-works/contractors-and-consultants
High risk work including permit requirements is available on the WHS website at,
https://secure.utas.edu.au/work-health-safety/key-risks/high-risk-work.
PlantInformation and resources on the management of hazardous plant as well as operators and licensing requirements is available on the WorkSafe website at http://worksafe.tas.gov.au/licensing/plant_and_equipment
PsychosocialHidden hazards such as excessive stress or fatigue can be as debilitating as physical injuries. Information on how to identify and control psychosocial risk is available on the WHS website at https://secure.utas.edu.au/work-health-safety/key-risks/psychosocial.
DivingAll diving activities are to strictly adhere to the University requirements, as set down by the Diving and Boating Committee and the University Diving Officer. The requirements and associated information is available on the WHS website at https://secure.utas.edu.au/work-health-safety/key-risks/diving.
Working from HomeThe requirement to provide for a safe and healthy place of work for all employees also applies to staff who work from home. The opportunity to work from home on a structured basis is not an entitlement or a right and is to only occur by formal agreement between the University and the employee. Allowing home-based work can provide a working arrangement that assists in balancing the demands of work and family/personal life. However working from home may encompass a range of new hazards which need to be controlled. Importantly, the agreement document found within the Minimum Standard needs to be completed if working from home occurs more than a one-off or on a routine basis.
The Working from Home Minimum Standard can be found on the University website at
http://www.utas.edu.au/__data/assets/pdf_file/0006/228174/Working-from-Home-Minimum-Standard-November-2015.pdf
Hearing ConservationThe University has a Hearing – Managing Noise and Preventing Hearing Loss at Work Minimum Standard in place to control the incidence and severity of exposure to work related noise. The University is to, as far as reasonably practicable, ensure work areas are monitored and employees identified as being at risk are regularly tested for noise-induced hearing loss. The minimum standard is available at
http://www.utas.edu.au/__data/assets/pdf_file/0006/588075/Managing-Noise-and-Preventing-Hearing-Loss-at-Work-Minimum-Standard.pdf
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Safe Use of Portable Electronic and Communication DevicesPortable electronic and communication devices (PECD) include equipment such as tablets (iPads), laptop computers, smart and mobile phones. PECDs may present a range of potential hazards that need to be well managed. A fact sheet providing guidance on the safe use of PECDs when carrying out University activities is available on the WHS website at: https://secure.utas.edu.au/__data/assets/pdf_file/0005/189491/Portable-devices-Fact-Sheet-V1.pdf
First Aid in the Workplace
The provision of First Aid facilities and the training of First Aid Officers to assist workers who suffer an injury or illness in the workplace is an essential part of WHS management. All workers are to ensure that they are aware of the closest First Aid kit and First Aid personnel.
Each Organisational Unit is to provide First Aid coverage for those workers who are required to undertake field or remote work where there is no easy access to emergency medical facilities.
Currently each Organisational Unit makes its own arrangements for the provision of First Aid training and kits. Further information on First Aid is available at https://secure.utas.edu.au/work-health-safety/first-aid
Automated External Defibrillator (AED)A number of AEDs have been installed across University locations. Some security response personnel also have mobile AED Units. A training AED Unit and DVD is available from the WHS Unit. A loan AED is also available for short term hire from Campus Services; the loan form is available at https://secure.utas.edu.au/__data/assets/pdf_file/0005/237416/EQUIPMENT-LOAN-AGREEMENT_AED.pdf
AED location maps and other information is available on the WHS website under the First Aid link at https://secure.utas.edu.au/work-health-safety/first-aid.
Inspections, Housekeeping
Regular inspection of workplaces is an effective mechanism for identifying workplace hazards and for gauging the level of safety compliance. The Organisational Unit Officer is expected to participate in at least one inspection per year within the Unit and are also to ensure that managers and supervisors have been allocated the task of ensuring that adequate inspections are completed. A high standard of housekeeping is to be maintained at all times. The Workplace Inspections Procedure and the Working Safely in Laboratories, Workshops and Studios Minimum Standard are available via the Policy and Delegation Website
Specific checklists are available for areas including workshops, laboratories and administrative spaces. All may be adapted to better reflect the requirements of the specific area, all available on the Work Health and Safety website under Workplace Inspections https://secure.utas.edu.au/work-health-safety/whs-essentials/whs-forms
Workshop, Teaching Studio Assessment Checklist
New and refurbished area inspection Checklist
Laboratory Inspection Checklist
Administration Inspection Checklist
Indidvidual Staff Office Inspection Checklist (useful for small office space e.g. 1 or 2 people)
General Workplace Inspection Checklist
The inspection team for any area is to include a manager or supervisor. The Health and Safety Representative for the work area is to be included if practicable.
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Workplace inspections are to be undertaken every six months or more frequently, depending on the area and associated risks (e.g. Laboratories, Workshops e.g. every 3 months). Prior to undertaking the inspection, previous checklists for the area should be viewed.
Upon completion of the inspection the inspection team must analyse the report and develop action plans according to agreed priorities and which set realistic dates for completion and review.
Where necessary, hazard notifications or a job request may need to be completed.
Contact the University Work Health and Safety Unit for further assistance.
Electrical Safety in the Workplace
In order to reduce the likelihood of severe electrical shocks, the Organisational Unit is required to ensure that adequate testing and tagging of all electrical equipment occurs in accordance with the Code of Practice. The University Procedure provides further details. The Procedure is available on the University Policy and Delegations website at http://www.utas.edu.au/__data/assets/pdf_file/0005/214745/Electrical-Equipment-Inspection-Testing-and-Tagging-Procedure.pdf
Note specific attention is to be paid to frequency of inspections and testing. Some office equipment only requires testing every five years and other equipment requires no testing at all. An unfortunate practice is for some contractors to over service.
Personal Protective Equipment (PPE)
The Organisational Unit is to ensure that PPE is available to workers where appropriate, to protect them from risk of injury. The use of PPE is to only occur when elimination or management of the hazard is not reasonably practicable. Please remember that the use of PPE is the lowest level of hazard control and that the WHS ‘hierarchy of control’ requires justification as to why a higher level of hazard control is not used.
The PPE Procedure is available via the following link, http://www.utas.edu.au/__data/assets/pdf_file/0010/575029/Personal-Protective-Equipment-Procedure.pdf
Plant Isolation – Lock out/Tag out
Plant, machinery, vehicles and equipment, including portable equipment, that is identified as being unsafe, must be taken out of service until the fault is rectified. An out of service procedure is available at,
http://www.utas.edu.au/__data/assets/pdf_file/0006/628827/Plant-Isolation-LOTO-Procedure-FINAL.pdf
Alcohol, Tobacco and Drugs in the Workplace
The Alcohol, Tobacco and Drugs in the Workplace Minimum Standard can be found on the University website at
http://www.utas.edu.au/__data/assets/pdf_file/0008/691802/Alcohol-Tobacco-and-Other-Drugs-Minimum-Standard-April-2015.pdf
It is important to remember that there are specific regulations, local, State and Federal laws governing the supply, promotion and use of alcohol, tobacco and drugs that must be adhered to. A specific permit is required to serve alcohol in a University workplace. The permit is available on the Commercial Services website at
http://www.utas.edu.au/__data/assets/pdf_file/0012/160221/Application-for-a-University-Liquor-Permit.pdf
The University is committed to eliminating and if not reasonably practicable, minimising the adverse effects of alcohol, tobacco and drugs especially whilst employees are engaged in work relevant activities.
Page | 15
Work Health and Safety Handbook
The University acknowledges that some employees will experience problems as a result of their own or others alcohol and drug use. While this use will not be accepted as an excuse for poor performance or inappropriate behaviour, alcohol and drug related problems will be addressed in a supportive and constructive way for those who are willing to deal with their problems and work to overcome them. Counsellors will respect the privacy and confidentiality of those who seek help unless the health and safety of others is at risk. Further information on counselling services is available for staff at
https://secure.utas.edu.au/work-health-safety/health-and-wellbeing/staff-counselling2
Students counselling information is available at http://www.utas.edu.au/students/students/support-development
Smoke-Free AreaTo minimise the adverse effects of inhaling tobacco smoke while workers are undertaking activities on University premises, properties, sites or in University vehicles, strict smoke-free areas have been established and are outlined in The Smoke- Free Area Minimum Standard. Strict monitoring of adherence to this Standard is required within Organisational Units.
The Smoke-Free Area Minimum Standard can be found on the Policy and Delgation website at http://www.utas.edu.au/__data/assets/pdf_file/0006/709827/Smoke-Free-Minimum-Standard-May-2015.pdf
VolunteersVolunteers are an important and valuable part of the University community. Careful consideration is required to ensure that the relevant health and safety obligations are met for volunteers. A Volunteer Checklist is to be completed by all persons who wish to undertake voluntary projects with the University of Tasmania. The volunteer, in association with the relevant supervisor, must complete the checklist before any work is commenced. Further information for Volunteers (including checklists) are available at https://secure.utas.edu.au/work-health-safety/volunteers-information
The Volunteer Minimum Standard is available via the University website at http://www.utas.edu.au/__data/assets/pdf_file/0003/628950/Volunteer-Work-Health-and-Safety-Minimum-Standard.pdf
VisitorsInformation for visitors is available at https://secure.utas.edu.au/work-health-safety/visitors
Return to Work and Injury Reporting
The University is committed to taking all reasonable steps to achieve the timely and complete physical and psychological rehabilitation of an employee who suffers from an injury or illness at work. The University also provides the necessary framework and resources to implement and support return to work programs.
The Return to Work of Injured Employees Minimum Standard and other information can be found on the WHS website at http://www.utas.edu.au/__data/assets/pdf_file/0009/214749/Return-to-Work-of-Injured-Employees-Minimum-Standard.pdf
Use of the on line injury notification system will ensure that a timely and appropriate response is actioned. The incident notification system is available via the following web link on line injury notification.
Purchasing
The University Purchasing WHS Procedure outlines the requirements to be met when purchasing goods, plant and equipment. The procedure is available at:
Page | 16
Work Health and Safety Handbook
http://www.utas.edu.au/__data/assets/pdf_file/0009/581346/Purchasing-Work-Health-and-Safety-Procedure.pdf
A pre-purchase check list is also available on the WHS website under “Purchasing” at:
https://secure.utas.edu.au/work-health-safety/whs-essentials/whs-forms
WHS Record Keeping Requirements
WHS Regulations require certain records be kept for a prescribed time. Other records such as workplace inspections, incident investigation and driving approval forms need to be maintained for audit purposes. A schedule detailing which records need to be maintained and for how long is available at http://www.utas.edu.au/__data/assets/pdf_file/0006/610458/Work-Health-Safety-Record-Management-Guidelines.pdf
Further advice is available from the University Record Management Unit website
http://www.utas.edu.au/it/records
Appendices
Appendix – Management Review Checklist
Page | 17
Work Health & Safety Management Review Checklist
OFFICER: ORGANISATIONAL UNIT:
SIGNATURE: DATE:
The following checklist is provided to assist with the administration of Work Health and Safety (WHS) within an Organisational Unit (OU).
The checklist is to be read in conjunction with the WHS systems manual and associated policies, minimum standards and procedures. The checklist is not exhaustive of the OU management responsibilities.If unsure about what is being asked in any section of the checklist, please refer to the relevant policy, minimum standard or procedure in the first instance. If still unclear, please contact the Human Resources, WHS Unit for advice. The checklist should be completed annually as a minimum and more frequently in the event of significant change to the OU structure or key personnel.
INCIDENT NOTIFICATION
1) Are staff members routinely reminded and encouraged to notify hazards, incidents and injuries?
2) Are medical treated incidents and incidents with the potential for serious injury, or harm investigated?
3) Are corrective actions arising from investigations appropriate and implemented?
4) Are incident notifications reviewed and actioned?
YES
YES
YES
YES
NO
NO
NO
NO
Legal responsibilities
1) Have officers, managers and supervisors completed the on line training or a comparable training course?
2) Is someone appointed to review the on-line training record?
YES
YES
NO
NO
CONTRACTORS
1) Are there any contractors directly engaged in a work area under the Organisation Unit’s control?
2) If so, are there records to verify that:
a) All contractors have been inducted in accordance with University requirements?
b) contractors are working under the correct permit to work for high risk work?
3) CSD notify building contact persons at least 1 week prior to any work being undertaken by a contractor. Have CSD been provided with at least 2 nominated contact persons?
N/A
N/A
N/A
N/A
YES
YES
YES
YES
NO
NO
NO
NO
January 2015 Page 18
Work Health & Safety Management Review Checklist
DRIVING
1) Have employees been designated to issue keys, log faults and ensure maintenance for any Organisational Unit vehicles?
2) Where private vehicles are used do they meet the required safety standard as outlined in the Driving Minimum Standard?
3) Have all employees who drive authorised vehicles completed the Approval to Drive Authorisation form and completed the Medical Disclosure? (this requirement includes employees who drive car pool vehicles)
4) Are managers/supervisors checking that drivers are appropriately licensed for the vehicles they drive?
5) Are work schedules designed to allow for appropriate driving breaks and to ensure that work/driving activities do not exceed the maximum number of hours per day?
6) If remote or off-road driving occurs:
a) Is it covered by a trip plan lodged with the appropriate manager/supervisor?
b) Do all such drivers complete an appropriate training course?
N/A
N/A
N/A
N/A
YES
YES
YES
YES
YES
YES
YES
NO
NO
NO
NO
NO
NO
NO
ELECTRICAL SAFETY
1) Do workplace inspections check that:
a) Portable appliances and extension cords are tested and tagged in accordance with the requirements of the minimum standard and procedures?
b) The use of multi-outlet power boards and double adapters and extension leads is minimised and that “piggybacking” of double adapters does not occur?
c) Residual Current Devices (RCDs) are used in appropriate situations?
d) Portable bar radiators are not used?
N/A
YES
YES
YES
YES
NO
NO
NO
NO
EMERGENCY MANAGEMENT
1) Have fire wardens been appointed for the work area? A register of current wardens is available from Commercial Services Development (CSD) website.
2) Are evacuation drills being conducted regularly in conjunction with Campus Services?
3) Are wardens clearly identified in posters around the workplace. A template is on the WHS website under Forms.
4) Are all employees and students advised of emergency arrangements (e.g. exits from lecture rooms) regularly (e.g. at the start of each Semester) and is a record kept of this process?
YES
YES
YES
YES
NO
NO
NO
NO
January 2015 Page 19
Work Health & Safety Management Review Checklist
EMPLOYEE ASSISTANCE PROGRAM (EAP)
1) Are Staff aware of the EAP Program? YES NO
HEALTH and SAFETY REPRESENTATIVES
2) Have HSRs been appointed for your Organisational Unit?
3) Is the HSR actively engaged in WHS activities in the Organisational Unit?
4) Is the HSR included in any project user group for building works?
5) Does the HSR meet regularly with management?
N/A
N/A
N/A
N/A
YES
YES
YES
YES
NO
NO
NO
NO
FIELD ACTIVITY
1) Is field activity being authorised by the Head of the Organisational Unit or appropriate managers/supervisors?
2) Has the Organisational Unit considered using the on line Fieldteq database rather than paper based risk assessments?
3) Are medical and authorisation forms filled out as required by the Field Activity Minimum Standard?
4) Are hazard checklists and appropriate risk assessments being conducted?
5) Are the necessary records and information available to Field Activity leaders either through the use of FieldTeq or a paper based system?
6) Are Field Activity leaders properly trained and equipped for their role?
N/A
N/A
N/A
N/A
N/A
N/A
YES
YES
YES
YES
YES
YES
NO
NO
NO
NO
NO
NO
FIRST AID
1) Designated first aiders:
a) Is there an appropriate number of Designated First Aiders having regard to the assessed risks of the work area?
b) Has a Designated First Aider been nominated to ensure that first aid kits are appropriately stocked?
2) First aid kits
a) Is there an appropriate number of first aid kits for the work area?
b) Are the kits stocked appropriately according to the level of risk?
c) Is there appropriate signage identifying where kits are located?
3) First Aid Register
a) Is there a first aid register and evidence that it is kept up to date?
N/A
N/A
N/A
N/A
N/A
N/A
YES
YES
YES
YES
YES
YES
NO
NO
NO
NO
NO
NO
January 2015 Page 20
Work Health & Safety Management Review Checklist
HAZARDOUS CHEMICALS
1) Is there a nominated and trained Hazardous Chemical Coordinator?
2) Is there a register of hazardous chemicals?
3) Are all Safety Data Sheets (SDS) readily available and up to date?
4) Has a risk assessment been performed for each hazardous chemical?
5) As a consequence of the risk assessment process, is there evidence that alternative, less hazardous chemicals are considered?
6) Is there evidence that staff involved with hazardous chemicals have been trained appropriately?
7) Are all chemicals appropriately labelled and stored?
8) Is there evidence that proactive steps are taken to minimise stock holdings?
9) Is the University Chemical Management electronic database system (Chemwatch) in use?
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
YES
YES
YES
YES
YES
YES
YES
YES
YES
NO
NO
NO
NO
NO
NO
NO
NO
NO
HAZARD REPORTING
1) Are employees regularly reminded to notify hazards using the on line Safety Hazard Notification system?
2) Are hazard notifications assigned to your Organisational Unit reviewed and actioned?
N/A
N/A
YES
YES
NO
NO
HEARING CONSERVATION
1) Are there any work areas where it appears that noise exposure thresholds may be exceeded?
2) If so, has the Manager/Supervisor for the work area initiated a formal noise assessment?
3) Has a noise control plan been developed as a result of any such assessment?
4) Does the noise control plan apply the Hierarchy of Control by endeavouring to use higher order controls rather than hearing protection devices.
5) Where employees are required to wear Personal Protective Equipment PPE (hearing protection) have they been identified and has the WHS Unit been notified?
N/A
N/A
N/A
N/A
N/A
YES
YES
YES
YES
YES
NO
NO
NO
NO
NO
January 2015 Page 21
Work Health & Safety Management Review ChecklistHIGH RISK OR SPECIALISED HAZARDSA number of specific minimum standards and procedures have been developed for specialised hazards which may be encountered in the University. The list below provides a prompt as to whether these hazards are present in the Organisational Unit. Refer to the relevant minimum standard or procedure for further information.
1) Alcohol, Tobacco & Drugs – refer to the Alcohol, Tobacco & Drugs in the Workplace Policy.
2) Asbestos – The Asbestos Management Procedure sets out relevant details. The Officer should establish from the Asbestos Register whether asbestos is present in workplaces under their control. Commercial Services Development can then advise on any specific requirements.
3) Confined Spaces – Confined spaces are subject to rigorous access controls. The Confined Space Entry Procedure provides further detail on expectations of Officers
4) Hazardous Chemicals, Dangerous Goods and Explosives Storage – There are specific requirements for the storage and transport of dangerous substances. Commercial Services Development maintains license requirements but an Officer should familiarise him/herself with any Dangerous Substances that may be stored or transported in work areas under their control.
5) Diving – The Diving Policy and Procedure contains very specific requirements for work areas which undertake diving.
6) Heights – The Working at Heights procedure covers situations where work is performed at a height of 2.0 metres or greater.
7) Hot Work – Work that can generate flames, heat or sparks is covered by the Hot Work Procedure
8) Laboratories – The Working Safely in Laboratories, Workshops and Studios Minimum Standard specifies requirements for work in University laboratories.
9) Machine Isolation – The Plant Isolation – Lock out/Tag out Procedure is designed to eliminate or minimise risk associated with construction, installation, inspection, repair and maintenance work
10) Microbiology – The Microbiology Minimum Standard is designed to ensure safe microbiological work practices in laboratories and animal, plant and invertebrate containment facilities.
11) Infection Control Procedure, Including needle stick incidents,– This procedure covers the prevention and management of occupational exposures to blood and body fluids
12) Personal Protective Equipment (PPE) – The procedure specifies a range of responsibilities in relation to the selection, usage and maintenance of PPE.
13) Radiation – The Radiation Safety Minimum Standard cover all aspects of the management and control of radiation at the University.
14) Restricted Carcinogens – There are a variety of chemicals which are strictly controlled because of their known carcinogenic effects. The Restricted Carcinogen Procedure provides all relevant details.
15) Thermal Comfort – The Workplace Environment Procedure provide guidance on the management of work where temperature extremes are experienced.
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
January 2015 Page 22
Work Health & Safety Management Review Checklist
INDUCTION
1) Has an appropriate specific induction/ orientation program been developed for each work area?
2) Are there records that prove that students, staff and volunteers have completed this program?
N/A
N/A
YES
YES
NO
NO
ISSUE RESOLUTION
1) Do supervisors and managers understand their obligations under the Issue Resolution Procedure?
2) Are records kept on issues that have been raised under the procedure?
3) Do such records reveal that issues are resolved appropriately?
YES
YES
YES
NO
NO
NO
MANUAL TASKS
1) Is there evidence that all manual tasks have been assessed using the Manual Tasks Checklist as detailed in the Manual Tasks Minimum Standard?
2) Is there evidence that employees who undertake manual handling tasks regularly have been appropriately trained?
YES
YES
NO
NO
PURCHASING POLICY
1) Is the University Procedure on WHS purchasing being applied in each work area? N/A YES NO
RISK ASSESSMENT & CONTROL FOR PROJECTS AND TASKS
1) Is there evidence that the project and tasks are formally risk assessed as per the Project and Task WHS Risk Management Procedure?
2) Is there evidence that the Hierarchy of Risk Control is used to assist in determining the most appropriate control?
3) Are identified controls being implemented and followed?
4) Are risk assessments being appropriately reviewed?
N/A
N/A
N/A
N/A
YES
YES
YES
YES
NO
NO
NO
NO
Ergonomic Risk.
1) Have all staff with pre-existing injuries received an ergonomic assessment?
2) Are office staff aware of and do they use the University Exertime program?
N/A
N/A
YES
YES
NO
NO
SMOKING IN THE WORKPLACE
1) Have staff been made aware of the smoke free area requirements? N/A YES NO
January 2015 Page 23
Work Health & Safety Management Review Checklist
WORKING FROM HOME
1) Are any staff working from home on a regular basis?
2) Are Working from Home Agreements in place for every such case?
3) Have identified WHS considerations been addressed where applicable?
N/A
N/A
N/A
YES
YES
YES
NO
NO
NO
WORKPLACE INSPECTIONS
1) Are records available to demonstrate that workplace inspections are conducted at intervals appropriate to the level of risk for that workplace? A maximum interval of six months should be maintained.
2) Is the appropriate checklist used for each work area?
3) Does the workplace inspection team consist of appropriate persons such as supervisors and a Health Safety Representative?
4) Does the Head of Organisational Unit participate in a workplace inspection on at least an annual basis?
5) Are action plans developed and actions completed as a result of the inspections?
YES
YES
YES
YES
YES
NO
NO
NO
NO
NO
January 2015 Page 24
