Implement occupational safety and health procedures. D1.HRS.CL1.07 D1.HOT.CL1.03 D2.TCC.CL1.03 Trainee Manual

Transcription

1 Implement occupational safety and health procedures D1.HRS.CL1.07 D1.HOT.CL1.03 D2.TCC.CL1.03

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3 Implement occupational safety and health procedures D1.HRS.CL1.07 D1.HOT.CL1.03 D2.TCC.CL1.03

4 Project Base William Angliss Institute of TAFE 555 La Trobe Street Melbourne 3000 Victoria Telephone: (03) Facsimile: (03) Acknowledgements Project Director: Chief Writer: Subject Writer: Project Manager: Editor: DTP/Production Wayne Crosbie Alan Hickman Alan Hickman Alan Maguire Nick Hyland Daniel Chee, Mai Vu, Jirayu Thangcharoensamut, Kaly Quach The Association of Southeast Asian Nations (ASEAN) was established on 8 August The Member States of the Association are Brunei Darussalam, Cambodia, Indonesia, Lao PDR, Malaysia, Myanmar, Philippines, Singapore, Thailand and Viet Nam. The ASEAN Secretariat is based in Jakarta, Indonesia. General Information on ASEAN appears online at the ASEAN Website: All text is produced by William Angliss Institute of TAFE for the ASEAN Project on Toolbox Development for Priority Tourism Labour Division. This publication is supported by the Australian Government s aid program through the ASEAN- Australia Development Cooperation Program Phase II (AADCP II). Copyright: Association of Southeast Asian Nations (ASEAN) All rights reserved. Disclaimer Every effort has been made to ensure that this publication is free from errors or omissions. However, you should conduct your own enquiries and seek professional advice before relying on any fact, statement or matter contained in this book. The ASEAN Secretariat and William Angliss Institute of TAFE are not responsible for any injury, loss or damage as a result of material included or omitted from this course. Information in this module is current at the time of publication. Time of publication is indicated in the date stamp at the bottom of each page. Some images appearing in this resource have been purchased from stock photography suppliers Shutterstock and istockphoto and other third party copyright owners and as such are non-transferable and non-exclusive. Clip arts, font images and illustrations used are from the Microsoft Office Clip Art and Media Library. Some images have been provided by and are the property of William Angliss Institute. Additional images have been sourced from Flickr and SXC and are used under Creative Commons licence: File name: TM_Implement_OSH_procedures_refined

5 Table of contents Introduction to trainee manual... 1 Unit descriptor... 3 Assessment matrix... 5 Glossary... 7 Element 1: Provide information on health and safety procedures... 9 Element 2: Implement and monitor procedures for controlling hazards and risks Element 3: Implement and monitor health and safety training Element 4: Maintain health and safety records Presentation of written work Recommended reading Trainee evaluation sheet Trainee self-assessment checklist... 79

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7 Introduction to trainee manual Introduction to trainee manual To the Trainee Congratulations on joining this course. This is one part of a toolbox which is a resource provided to trainees, trainers and assessors to help you become competent in various areas of your work. The toolbox consists of three elements: A for you to read and study at home or in class A Trainer Guide with Power Point slides to help your Trainer explain the content of the training material and provide class activities to help with practice An Assessment Manual which provides your Assessor with oral and written questions and other assessment tasks to establish whether or not you have achieved competency. The first thing you may notice is that this training program and the information you find in the seems different to the textbooks you have used previously. This is because the method of instruction and examination is different. The method used is called Competency based training (CBT) and Competency based assessment (CBA). CBT and CBA is the training and assessment system chosen by ASEAN (Association of South- East Asian Nations) to train people to work in the tourism and hospitality industry throughout all the ASEAN member states. What is the CBT and CBA system and why has it been adopted by ASEAN? CBT is a way of training that concentrates on what a worker can do or is required to do at work. The aim is of the training is to enable trainees to perform tasks and duties at a standard expected by employers. CBT seeks to develop the skills, knowledge and attitudes (or recognise the ones the trainee already possesses) to achieve the required competency standard. ASEAN has adopted the CBT/CBA training system as it is able to produce the type of worker that industry is looking for and this therefore increases trainees chances of obtaining employment. CBA involves collecting evidence and making a judgement of the extent to which a worker can perform his/her duties at the required competency standard. Where a trainee can already demonstrate a degree of competency, either due to prior training or work experience, a process of Recognition of Prior Learning (RPL) is available to trainees to recognise this. Please speak to your trainer about RPL if you think this applies to you. What is a competency standard? Competency standards are descriptions of the skills and knowledge required to perform a task or activity at the level of a required standard. 242 competency standards for the tourism and hospitality industries throughout the ASEAN region have been developed to cover all the knowledge, skills and attitudes required to work in the following occupational areas: Housekeeping Food Production Food and Beverage Service 1

8 Introduction to trainee manual Front Office Travel Agencies Tour Operations. All of these competency standards are available for you to look at. In fact you will find a summary of each one at the beginning of each under the heading Unit Descriptor. The unit descriptor describes the content of the unit you will be studying in the and provides a table of contents which are divided up into Elements and Performance Criteria. An element is a description of one aspect of what has to be achieved in the workplace. The Performance Criteria below each element details the level of performance that needs to be demonstrated to be declared competent. There are other components of the competency standard: Unit Title: statement about what is to be done in the workplace Unit Number: unique number identifying the particular competency Nominal hours: number of classroom or practical hours usually needed to complete the competency. We call them nominal hours because they can vary e.g. sometimes it will take an individual less time to complete a unit of competency because he/she has prior knowledge or work experience in that area. The final heading you will see before you start reading the is the Assessment Matrix. Competency based assessment requires trainees to be assessed in at least 2 3 different ways, one of which must be practical. This section outlines three ways assessment can be carried out and includes work projects, written questions and oral questions. The matrix is designed to show you which performance criteria will be assessed and how they will be assessed. Your trainer and/or assessor may also use other assessment methods including Observation Checklist and Third Party Statement. An observation checklist is a way of recording how you perform at work and a third party statement is a statement by a supervisor or employer about the degree of competence they believe you have achieved. This can be based on observing your workplace performance, inspecting your work or gaining feedback from fellow workers. Your trainer and/or assessor may use other methods to assess you such as: Journals Oral presentations Role plays Log books Group projects Practical demonstrations. Remember your trainer is there to help you succeed and become competent. Please feel free to ask him or her for more explanation of what you have just read and of what is expected from you and best wishes for your future studies and future career in tourism and hospitality. 2

9 Unit descriptor Unit descriptor This unit deals with the skills and knowledge required to Implement occupational safety and health procedures in a range of settings within the hotel and travel industries workplace context. Unit Code: D1.HRS.CL1.07 D1.HOT.CL1.03 D2.TCC.CL1.03 Nominal Hours: 35 hours Element 1: Provide information on health and safety procedures Performance Criteria 1.1 Explain relevant health and safety information, including enterprise specific details, accurately and clearly to staff 1.2 Make health and safety information accessible to staff Element 2: Implement and monitor procedures for controlling hazards and risks Performance Criteria 2.1 Identify and report workplace hazards and risks promptly by maintaining close contact with day to day workplace operations 2.2 Implement and monitor risk control procedures in accordance with enterprise and legal requirements 2.3 Evaluate and adjust risk control procedures as required Element 3: Implement and monitor health and safety training Performance Criteria 3.1 Identify health and safety training needs through regular workplace monitoring 3.2 Arrange training interventions as appropriate on a timely basis 3

10 Unit descriptor Element 4: Maintain health and safety records Performance Criteria 4.1 Complete records accurately in accordance with enterprise and legal requirements 4.2 Aggregate information and data from work area records are used to identify hazards and monitor risk control procedures in work area Acknowledgement Material in this manual has been produced using resources, materials and advice provided from WorkSafe Victoria. The use of their material as reference and a base resource is hereby acknowledged with thanks and appreciation. Some material has been specifically referenced, but the majority of the OSH material is based on, or extracted from, several of the numerous WorkSafe Victoria publications existing on-line or as paper-based resources. The underpinning OSH principles and advice provided by WorkSafe Victoria is applicable to all countries and all industry sectors. WorkSafe Victoria is the Occupational Safety and Health (OSH) arm of the Victorian WorkCover Authority see 4

11 Assessment matrix Assessment matrix Showing mapping of Performance Criteria against Work Projects, Written Questions and Oral Questions The Assessment Matrix indicates three of the most common assessment activities your Assessor may use to assess your understanding of the content of this manual and your performance - Work Projects, Written Questions and Oral Questions. It also indicates where you can find the subject content related to these assessment activities in the (i.e. under which element or performance criteria). As explained in the Introduction, however, the assessors are free to choose which assessment activities are most suitable to best capture evidence of competency as they deem appropriate for individual students. Work Projects Element 1: Provide information on health and safety procedures Written Questions Oral Questions 1.1 Explain relevant health and safety information, including enterprise specific details, accurately and clearly to staff 1.1, 1.2, 1.3 1, 2, 3, 4, 5, Make health and safety information accessible to staff 1.2, Element 2: Implement and monitor procedures for controlling hazards and risks 2.1 Identify and report workplace hazards and risks promptly by maintaining close contact with day to day workplace operations 2.1 8, 9, 10, Implement and monitor risk control procedures in accordance with enterprise and legal requirements , 13, 14, Evaluate and adjust risk control procedures as required , 17, 18, 19, 20, 21 5 Element 3: Implement and monitor health and safety training 3.1 Identify health and safety training needs through regular workplace monitoring , 23, 24, 25, Arrange training interventions as appropriate on a timely basis

12 Assessment matrix Work Projects Written Questions Oral Questions Element 4: Maintain health and safety records 4.1 Complete records accurately in accordance with enterprise and legal requirements 4.1, , 29, 30, Aggregate information and data from work area records are used to identify hazards and monitor risk control procedures in work area 4.1,

13 Glossary Glossary Term CBT DWG EMP HSR MSDS Minutes Near miss OSH PPE RCD RSI SOP TNA Explanation Competency Based Training Designated Work Group Emergency Management Plan Health and Safety Representative Material Safety Data Sheets An official account or record of a meeting A situation where an accident/injury did not occur but nearly did. A close call Occupational Safety and Health. OSH refers to Occupational Safety and Health. In some countries the term OSH Occupational Safety and Health is used. The concept is identical and relates to workplace health and safety policies, procedures and practices. Other terms that can be substituted for OSH are OSH&W (Occupational Health, Safety and Welfare) and WHS (Work Health and Safety) Personal protective equipment (and clothing) Residual Current Device Repetitive Strain Injury Standard Operating Procedure Training Needs Analysis 7

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15 Element 1: Provide information on health and safety procedures Element 1: Provide information on health and safety procedures 1.1 Explain relevant health and safety information, including enterprise specific details, accurately and clearly to staff Introduction All employers are under a legal and moral obligation to make staff aware of the health and safety information they are expected to comply with, and the workplace hazards and risks that are likely to impact on them. Roles and responsibilities Job roles and responsibilities This Section outlines the basic requirements in this regard. Every job will have roles and responsibilities attached to the position outlining the work to be done, and responsibilities for items such as cash, equipment, service delivery and other issues relevant to the role. This information can be obtained from the Job Description for the position. This information should be explained to new staff as part of their Induction and Orientation. This Unit does not relate to this type of roles and responsibilities. OSH roles and responsibilities for individual positions The OSH roles and responsibilities for each job position must be provided to new staff as part of their Induction and Orientation. Examples of OSH-related roles attached to individual workplace jobs may include: Participation in the workplace OSH structure such as: Attending designated OSH meetings Being designated as an office bearer within the venue s OSH structure for example, the tasks associated with being: Health and Safety Representative/OSH representative Secretary of OSH Committee Being the person in a department or area designated as the Safety Officer, Area Warden or similar Provision of OSH training support to internal venue trainers specialising in OSH issues. 9

16 Element 1: Provide information on health and safety procedures Examples of OSH-related responsibilities attached to individual workplace jobs may include: Operating equipment and systems (as identified in the Job Description) in a safe manner Identifying and reporting unsafe situations with equipment and systems (as identified in the Job description) Providing service and maintenance to equipment and systems (as identified in the Job Description) Following the venue requirements for internal reporting of accidents, injuries and (where applicable) near misses Complying with workplace SOPs designed to ensure workplace safety. Generally applicable OSH responsibilities for employers and employees In addition to the responsibilities attaching to each job position, employees and employers have other generic OSH responsibilities. These responsibilities may be enshrined in OSH legislation. If they are not legal requirements, they are certainly best practice to help ensure workplace safety. Employer responsibilities OSH legislation outlines employer and employee responsibilities. Employer responsibilities across all business types should include: Providing safety training and clear safety rules Encouraging a Health and Safety Committee or similar body. The aim of the committee is to identify areas in the workplace where changes should be made so as to create a safer working environment. This may include upgrading equipment, equipment, training and safety matters Maintaining an injury register to record accidents for insurance and monitoring purposes Adhering to all workplace agreements and contracts in relation to the work employees are required to undertake. Where staff are being asked to perform tasks they are not familiar with or have not been trained in, there is a higher risk of injury Providing information and written instructions in appropriate languages other than English where significant workers are from a non-english speaking background Providing all necessary safety equipment to allow staff to perform required work safely. This may include gloves, masks, ear protectors, goggles, protective clothing and footwear Maintaining a safe workplace for their employees and monitoring health and safety issues. For example, equipment and machinery must be maintained and must conform to safety standards Providing well-lit and ventilated places to work First aid must be provided to all employees when and where necessary. This covers employees when they are coming to and from work via the shortest practicable route, provided the accident is not self-inflicted or of a malicious or wilful nature. 10

17 Element 1: Provide information on health and safety procedures Employee responsibilities All employees across all industries have the following responsibilities: Work in a way to ensure personal safety, and the safety of others including colleagues and/or customers Use safety equipment in accordance with the manufacturer s instructions and the directions or training of the employee Use all safety equipment when and where required according to workplace instructions and training Follow all Occupational Safety and Health procedures, practices and protocols in line with establishment requirements and the training received in relation to these Report accidents, injuries or illness to the appropriate person and record same on nominated forms or documentation Report any equipment in need of repair so appropriate service and maintenance can be provided Adhere to all legally imposed OSH requirements Not interfere or get in the way of a person, such as a first aid provider, who is trying to assist another in need. Legal obligations The legal obligations imposed by OSH legislation is contained in the Acts and supporting Regulations for your country. Legal obligations may also be imposed by Codes ( Codes of Practice, Compliance Codes or similar). Work Project 1.1 requires you to: Identify the legislation you need to comply with Identify the legal obligations imposed on you by the legislation and associated documentation. Duty of Care Common law also imposes a duty of care on all businesses towards all employees and all customers of the organisation. Duty of care means employers have a legal responsibility in addition to the responsibility and obligations imposed by legislation to provide a reasonable standard of care in relation to actions (such as work practices) that could cause harm to people. The employer must therefore: Ensure the health, safety and welfare of all customers, delivery drivers, suppliers and visitors to the business Provide safe access to the business Provide information, training and supervision when and where required. 11

18 Element 1: Provide information on health and safety procedures The employee must: Cooperate with the employer in relation to OSH issues Act professionally and responsibly at all times when at work Enforce health and safety requirements on others (workers and customers) in the workplace Inform the employer of any breaches of OSH requirements Ensure a hygienic and safe environment in accordance with the individual s responsibility and authority. Participative arrangements for health and safety Workplaces should (and may be required by law) to apply a cooperative and collaborative approach to workplace safety, known as participative arrangements. Participative arrangements involves workers participating in deliberations, decisions, implementation and monitoring of workplace OSH. This approach means management and/or business owners consult with employees about workplace safety and are obliged to take the views and concerns of workers into account when addressing workplace safety issues. Participative arrangements acknowledge: Workers are often best placed to identify workplace risks and hazards Workers are often best placed to contribute solutions to identified workplace risks and hazards Workers are often best placed to monitor the implementation of workplace risk controls Workers often have viable and effective contributions to make regarding workplace safety. Structure of participative arrangements The structure of participative arrangements for workplace OSH may be prescribed by legislation. Where this is the case, employers must comply with these requirements they are mandatory. If there are no compulsory participative arrangements, the following could be used as a model to apply: Every department or separate operational area in the business could be named as a Designated Work Group (DWG). A DWG is a distinct workplace area with its own unique risks and hazards and hence its own safety needs For example, a hotel may have a Kitchen DWG, a Bar DWG, a Housekeeping DWG and an Administrative Office DWG 12

19 Element 1: Provide information on health and safety procedures Each DWG has its own Health and Safety Representative (HSR). This person represents the safety interests and concerns of their DWG and is the person all workers in the DWG turn to if they want to: Report or raise an OSH issue Obtain health and safety advice or direction Every business has a dedicated OSH Committee to discuss and decide workplace safety issues. They are responsible for workplace safety inspections, identifying risks and hazards, analysing them and determining the appropriate controls to be implemented to ensure worker safety. The OSH Committee should comprise: A management or business owner representative All HSRs from all DWGs A Secretary to record minutes of the meeting, distribute material and arrange meetings All staff meetings in an area or department (DWG) must have a standing OSH item on the agenda. This is so discussion about safety occurs regularly, and there is a consistent opportunity for staff to raise issues and/or be informed about workplace initiatives to address safety issues. Basic requirements for participative arrangements For participative arrangements in relation to OSH to work effectively the following have proved to be important points: The OSH Committee must hold regular meetings at least monthly Meetings must take place during work hours so participants are paid for their attendance Management must demonstrate by its actions that it genuinely embraces contributions by staff towards workplace safety HSRs should receive formal training in safety as it applies to their workplace or department so their deliberations and actions are based on sound safety-related knowledge Staff in the workplace must be released from work to attend OSH meetings and this activity should be factored in as part of their rostered duties Backfilling staff to allow them to attend meetings and participate in consultation without adversely affecting service delivery standards in the business Advertising the time and location of OSH meetings so relevant staff can attend Distributing information prior to meetings so participants can read, analyse and become suitably acquainted with issues to be discussed Providing the necessary resources to underpin the effective implementation of the consultation process by providing meeting venues, necessary equipment, stationery and access to secretarial support. 13

20 Element 1: Provide information on health and safety procedures Additional consultative processes to optimise workplace safety may include Consultation with all employees during the course of each business day where management or the HSRs are available for staff to raise issues A diary, whiteboard or suggestion box is available for staff to use to report an issue of concern Recording of issues in a Management Diary (paper-based or electronic format) to demonstrate issues are being taken seriously and followed up Holding regular staff meetings which include OSH discussions. OSH should be a standing agenda item at all staff meetings Conduct of special staff meetings or workshops to specifically address OSH issues as required. These are sometimes referred to as Toolbox meetings Provision of a Staff handbook which includes specific OSH information Distribution of OSH surveys or questionnaires which invite staff feedback on OSH issues Use of informal meetings such as staff briefings and/or debriefings at which written information on OSH is distributed Distribution of Fact Sheets to fully inform personnel about their OSH rights and responsibilities Involvement of workers in writing parts of OSH policies and procedures so their knowledge can be used, and their concerns addressed and reflected in actual workplace practice. Location of OSH information See Section 1.2. When and how to explain OSH information Employers must ensure staff are aware of all OSH requirements attaching to any job these workers undertake in the workplace. Supervisors and managers with OSH responsibilities can discharge their duty to make sure staff are aware of relevant OSH information in several ways including: Verbal notification as part of the structured Induction and Orientation program staff undergo Provision of printed material to support the verbal advice which can include items such as: Work Instructions/SOPs directions to staff about how to perform specific tasks including: Identification of sequence of activities Description of what needs to be done and/or used at each stage of the task Identification of hazards and required action to control hazards and prevent injury 14

21 Element 1: Provide information on health and safety procedures Job Safety Analyses a detailed analysis of a task identifying the dangers associated with it Establishment policies relating to safety and the use of equipment, handling chemicals and hazardous materials. These policies should also extend to issues such as: Workplace bullying Sexual harassment Mechanisms available in the workplace for notifying management of unsafe practices, unsafe equipment, accidents, near misses The workplace structure in terms of OSH committees and groups as well as relevant other personnel such as HSRs Checklists to complete prior to (or as part of) undertaking workplace tasks Material Safety Data Sheets (MSDS) for every chemical used in the workplace Alerts, Guidance Notes, Codes of Practice/Compliance Codes and similar other materials available from the relevant OSH authority Practical instruction and demonstration of safe working procedures for tasks new staff are expected to perform when they commence employment as part of their allocated workplace duties. This instruction and training must be supported by: Supervision of staff activities to make sure they are working correctly and safely Monitoring of their activities on an ongoing basis to verify they are working as required and are following the required procedures and safety requirements. Important note It is not sufficient for management and supervisors to simply tell staff what to do and then leave them alone to get on with it. It must be standard practice to also: Train staff as required in what needs to be done Supervise their activities. Specific risks and control measures Safe place instead of safe person It should be remembered OSH legislation places substantial emphasis on the need for management to ensure: The workplace itself is safe. This means there needs to be safe equipment, safe practices and procedures and safe materials Full provision to staff of all information relevant to the safety of or dangers inherent in all tasks they perform. The major message is that management must collaborate with staff to provide a safe workplace. The aim is to make the workplace safe rather than trying to make the worker responsible for safety. 15

22 Element 1: Provide information on health and safety procedures Examples of OSH information to be explained to new personnel It is essential the information provided to new staff covers the specifics of the particular job each staff member is required to perform. This means it is impossible to set out a comprehensive list of information to be communicated. For example, OSH information needing to be given to an office worker will be different to the information given to a room attendant which will be different to what needs to be communicated to a cook. Each role within a business has its unique safety issues and each position and each employee must be addressed on an individual basis. The following provides a useful generic list of what should be covered: Details of the organisation s OSH policy including identification of relevant people and their OSH responsibilities, forms to be completed and identification of when they have to be completed All OSH policies and procedures relating to the job position of the new staff member Details of the hazard identification procedures applied by the workplace including relevant documentation, existing examples of completed hazard identifications and identification of past instances where and how workplace hazards have been identified and addressed Identification for individual staff regarding their liability should they fail to comply with required OSH procedures. This should embrace legal liability as well as workplace sanctions Explanation of the OSH consultative arrangements within the business which should involve identification of staff involved and their role Notification regarding the application of risk assessment documents the property uses detailing when they are used and how to use or complete them Details of specific existing risk control measures introduced into the workplace explaining why they have been initiated, what they involve and how to comply with all applicable requirements. It is preferable for these control measures to be verbally explained and for there to be a workplace-based observation by new staff of these as well as training and supervised practice in implementing these controls Presentation and explanation of all relevant Codes applicable to the work the individual staff member is required to perform together with practical, on the job demonstration of what is required to align with the requirements of these Codes. Generally, Codes provide advice and examples of what can be done in the workplace to enable compliance with legislated requirements Explanation of the OSH training available within the workplace explaining what training is mandatory and what is optional, and detailing how staff can access this training. Attention should also be paid to identifying work requiring the completion on in-house training Provision of OSH updates such as sharing information with new staff as provided by OSH authorities, manufacturers of equipment, suppliers of chemicals, or other reliable sources of safety information 16

23 Element 1: Provide information on health and safety procedures Location of the first aid kits within the property with emphasis on where they exist in the department the new staff member is going to work in Location of fire fighting equipment including alarms, hoses, extinguishers, and fire blankets as appropriate to the nature of the work being done and the location the staff member will be working in Explanation of the Emergency Management Plans (EMPs) for the venue including identification of where copies of plans are located and individual responsibilities new staff have under each plan. Attention must also be paid to informing the new staff member about relevant alarms provided for, practical action to take in the event an emergency arises and their obligations in relation to participating in drills. 1.2 Make health and safety information accessible to staff Introduction Not only must new staff have OSH information explained to them, but they must also have ready access to this information on an ongoing basis so they can refer to it for guidance, instruction and advice as the need arises. This Section identifies how and where a business may make this information available to workers. Making OSH information available to staff How and where It is part of the duty of care requirements for any business to ensure it provides up to date OSH information to its staff. Given OSH information is a dynamic field, constant attention must be paid to updating this workplace information and ensuring only current information is made available to staff. Relevant health and safety information, procedures and policies should be: Placed on the workplace intranet: Ensuring any out of date information is deleted Creating new fields and files, as appropriate, for new information and/or requirements Located in all staff rooms in the form of one or more of the following: Wall posters detailing the basics of any changes to existing requirements, and or the key points of new requirements These posters should also direct staff to additional. More comprehensive information available such as staff meetings, inhouse training or discussions with supervisors or HSRs 17

24 Element 1: Provide information on health and safety procedures Copies of new or revised information such as providing multiple copies of information for staff to pick up and take with them Inclusion in to staff room handbook or manuals ensuring old versions are removed Embedded within all workplace training notes and materials the training should: Explain the new/revised requirements in detail Describe why the new information now applies. Information is always best understood by staff when they know why it is a requirement Show how the new/revised requirements apply to individual staff positions so workers understand how they should apply the new/revised requirements to their everyday workplace activities Provide opportunity for practice where requirements are of a practical nature Included in staff handbooks using version control protocols to ensure the current version is always available. See Version control protocols (below) Inserted into the workplace Policies and procedures manual adopting version control protocols Included into the Induction and orientation procedures for the business so new staff are made aware of any new/revised safety information applicable to them and their roles and responsibilities. In addition, safety policies and procedures relating to specific aspects of work should be located in the appropriate work stations for ready reference by workers when and if required. OSH library The formation of an OSH library is to be encouraged in all workplaces. This library needs only be a shelf or a filing cabinet. It does not need to be a formal library or a complete room. A staff member should be allocated responsibility for maintaining it and ensuring the currency of all articles, materials, forms and information. Checking the OSH website It should be standard practice for a nominated person to regularly access the relevant OSH authority website to check for new material. New materials should be downloaded and included in the workplace information sources available to staff. Where there is any uncertainty about new/revised OSH requirements, these should be clarified with Officers of the authority. Subscribing to online information Many OSH authorities provide free online information to employers and employees. This information may take the form of: Alerts Guidance Notes Revised legislation 18

25 Element 1: Provide information on health and safety procedures New legislation Codes Regulations Regular newsletters. The business should subscribe to receive any relevant new/updated information especially Newsletters the authority provides. Additional points: It is never sufficient just to make OSH information available for staff. It is also necessary to: Update the information and materials as necessary. This may be: When new versions of legislation or Codes become available or replace previous Acts or requirements When new legislation is introduced When new Codes are introduced When new safety information (on the basis of recent research and analysis of accidents and/or OSH records, accidents, workplace injuries) becomes available Remove all old (out of date) materials Verbally advise staff: New/revised information is available and/or now applies About the requirements of the new/revised information, material, legislation Encouraging them to read the material Demonstrate practical aspects of the new/revised requirements as opposed to simply telling staff (where this is appropriate) Incorporate new/revised requirements into in-house training. Version control protocols Changes to OSH information made available to staff in written form should be subject to version control protocols. Version control protocols are intended to identify: The version of the document being read such as First, Fourth, V2 [version 2] or 5.0 Note The date the document is introduced which is the date from which it applies Name or initials of person who prepared the revised document A file identifier to facilitate retrieval of the document on the internal system Date by which the document must be revised. Previous or out of date pages of a document must be removed and replaced by the updated, version control document 19

26 Element 1: Provide information on health and safety procedures Double-check every item of hard copy information after it has been updated into a file or manual to ensure it is complete, reads correctly and there is nothing missing An archive of all previous documents (electronic or paper-based) should be established and maintained. File Identifier Name Date created Version no (eg V1) Date of next revision 20

27 Element 1: Provide information on health and safety procedures Work Projects It is a requirement of this Unit you complete Work Projects as advised by your Trainer. You must submit documentation, suitable evidence or other relevant proof of completion of the project to your Trainer by the agreed date. 1.1 Prepare and submit a report: Identifying the legislation you need to comply with in your workplace Identifying the legal obligations imposed on you by the identified legislation and associated documentation (such as Regulations and/or Codes) Prepare and submit a document: Describing the workplace OSH information (policies and procedures) applicable to one identified job position within the business Identifying how the required legislated and organisational OSH information is communicated to staff Explaining how and where legislated and enterprise OSH information is made available to workers in the business Provide photographic, video or other evidence to prove you have: Explained relevant OSH information to staff in the workplace Made OSH information available to staff. 21

28 Element 1: Provide information on health and safety procedures Summary Provide information on health and safety procedures When implementing OSH procedures: Be certain about legislated obligations Ensure duty of care obligations are addressed Understand workplace OSH roles and responsibilities attaching to individual workplace positions Be aware of the generic OSH obligations on employers and employees Encourage participative OSH arrangements where workers are engaged with workplace OSH issues and activities Develop a formal workplace structure to facilitate cooperation from workers regarding OSH matters Seek a collaborative OSH relationship between workers and management Provide necessary OSH information, training and advice to all staff as appropriate to their job position as part of their Induction and Orientation, and on an ongoing basis Ensure staff are trained, monitored and supervised to ensure they work safely Develop safe place as opposed to developing safe persons Provide staff with ready access to all OSH information ensuring it is up to date. 22

29 Element 2: Implement and monitor procedures for controlling hazards and risks Element 2: Implement and monitor procedures for controlling hazards and risks 2.1 Identify and report workplace hazards and risks promptly by maintaining close contact with day to day workplace operations Introduction Workplace safety can only be achieved if ongoing attention is paid to it. A vital element of an effective approach to workplace safety is the need to identify and report workplace hazards and risks on a day to day basis. You cannot do workplace safety at the start of the year and believe it is done for the entire 12 months. This Section identifies possible workplace hazards and risks and presents necessary related action to optimise workplace safety. Examples of possible hazards and risks The specific type of hazards and risks will depend on the individual nature of the workplace. The threats posed in a kitchen will be distinctly different to those posed in an office environment. This said, possible hazards and risks can relate to: Fire and other emergencies such as gas leaks Crowd related risks such as threats from customers, intoxicated patrons or the unique problems caused by large numbers of people Bomb threats which are usually made over the telephone Theft and armed robbery involving attempts to steal cash and/or products Equipment failure and related hazards where items malfunction raising the potential for injury to staff and/or the production of product (food) that may be contaminated in some way Pests gaining access to the property and compromising the safety of food Manual handling which is the greatest cause of workplace injuries to staff in our industry Slips, trips and falls which are another common cause of injury for staff 23

30 Element 2: Implement and monitor procedures for controlling hazards and risks Drugs and alcohol in the workplace where staff attend for work under the influence of these substances, or indulge in them while at work. All businesses should have a zero tolerance approach towards drugs and alcohol Violence in the workplace such as initiation practices for new employees, bullying and/or mental, physical or sexual harassment Hazardous substances relating to the handling, use and/or storage of chemicals and other hazardous substances. Coordinating scheduled hazard identification activities The goal of any workplace health and safety strategy is to eliminate or reduce, as far as practicable, all workplace risks. This can be achieved by setting standards in accordance with applicable and current OSH legislation, implementing measures to meet those standards, monitoring the measures, and having an OSH management program of regular health and safety review and improvement. This program should address risk/hazard management. This known as the three-stage process of: Identifying hazards in the workplace Assessing the risks to health and safety which those hazards create Implementing suitable measures to control the risks. The stages of hazard management range from identifying potential hazards at the planning and purchasing stages, to implementing programs which address specific hazards, and consulting with workers. All these phases should be covered by venue-specific workplace policies and procedures tailor-made to reflect the requirements of individual businesses and individual work practices. What is hazard identification? Hazard identification is the process used to identify all possible situations where people may be exposed to injury, illness or disease. It is the process used to identify all the possible situations in the workplace where people may be exposed to injury, illness or disease. Ways to identify hazards Hazards can be identified in a number of ways: Consulting with HSRs Consulting with employees Undertaking workplace inspections Examining workplace records of incidents and dangerous occurrences or near misses Keeping up to date with safety-related matters and issues. The most effective methods of identifying hazards use a combination of these ways. 24

31 Element 2: Implement and monitor procedures for controlling hazards and risks Timely identification of hazards Management must ensure their actions enable appropriate and timely identification of hazards. A systematic approach using the above techniques is recommended and attention should be paid to specific occasions when hazards may be introduced into the workplace. The most common times when hazards may be introduced are when changes to the workplace are implemented. Examples of these instances include: Before premises or work stations are used for the first time and after they have been used for a while Before, during and after installation of plant and equipment Before, during and after alterations to plant, machinery or equipment Before, during and after alterations to layout of the workplace Before and after changes to existing work practices are introduced When any new information becomes available relating to relevant workplace health and safety risks After any near miss situation has occurred When any workplace accident, actual injury or event takes place In keeping with workplace schedules for regular workplace checks and hazard inspections for example, every month, every quarter. Factors to consider when developing inspection protocols When developing inspection systems it is important to establish: The emphasis and scope of the inspections what will be inspected and which areas will be inspected How they are to be conducted. A walk around the workplace is an essential element of any inspection system How often they are to be carried out. Regular inspections are critical: once every month is best but inspections should occur at least every three months Who will be involved in the inspections? Workers should be involved together with the HSR and a management-level representative Who is responsible for ensuring suggested improvements are taken into account? This will normally be management or the owner What checks should be carried out to ensure corrective action has been taken once a problem has been identified, analysed and has had suitable control procedures developed for it? It is also important to check the implementation of risk controls has not, itself, introduced a new risk into the workplace How they are to be documented. Inspections should use a dedicated inspection checklist to record findings of the inspection. The main reasons for doing workplace OSH inspections are to identify the health and safety hazards in the workplace that exist or have emerged over time. 25

32 Element 2: Implement and monitor procedures for controlling hazards and risks During inspections, health and safety issues can often be identified and resolved before any harmful event takes place. Inspections can also help to identify whether measures are in place to ensure the workplace complies with all relevant health and safety requirements (legislation and business policies). What should be inspected? When deciding which aspects of the workplace are priority areas for routine inspection, it is important to consider: The existing and potential health and safety hazards within each workplace. Common sense is a good indicator, as is input from workers and analysis of workplace accident registers The types of processes, operations and occupations present in the workplace. Historically certain tasks carry with them greater risks. For example, the risks in a kitchen are more numerous and potentially dangerous than those involved in an office environment Any OSH legislated requirements relating to particular hazards, occupations, industrial processes and operations which apply to individual workplaces. Most OSH authorities have lists to assist in this regard detailing historical risks and what can be done to prevent or control them Any new processes or arrangements which have been introduced. The introduction of anything new (process, product, equipment) has the potential to create a new or different risk or hazard. Remember the introduction of risk control measures may sometimes introduce a new/different hazard or risk Equipment, substances or situations causing injury or disease in the past using anecdotal staff evidence and accident/near miss registers as the basis for identifying these The need to follow up and monitor any changes suggested or implemented during previous inspections to ensure they are effective and are being implemented. Checklists Where areas for routine inspections have been established (such as the areas/departments which are the basis of DWGs) simple checklists which can be systematically completed during inspections should be prepared to facilitate and record findings. These will help save time and ensure a thorough inspection is carried out which is consistent every time it is undertaken. In practice, these checklists form the basis of a comprehensive review of workplace practices on a regular basis (every month or three months). Checklists will vary according to the workplace environment. The types of hazards present will determine the areas covered in the checklist. Some areas to consider and develop checklists for are: Manual handling hazards addressing any activities where there is a need to push, pull, carry, manipulate, carry, lift, or use anything 26

33 Element 2: Implement and monitor procedures for controlling hazards and risks Housekeeping practices relating to issues such as (but not restricted to) use of chemicals, bed making, cleaning of items (such as baths and toilets) and the vast variety of manual handling activities General tidiness of the workplace with attention to items being stowed in walkways, rubbish in the workplace, arrangement of items, storing of cartons and equipment Machinery with attention focussed on correct operation, presence of all required safety guards and cut-off switches, noise levels and stability of items Chemical hazards addressing issues such as fumes, gases, storage, labelling, handling, Material Safety Data Sheets, personal protective clothing and equipment Electrical safety ensuring electrical items have been tested, tagged and are safe to use Office safety relating to the layout of offices, furniture used, use of equipment (especially computers and related equipment), and lighting as well as personal practices of office staff when engaged in office work Fire safety addressing fire fighting equipment, access and exits, alarm systems, instructions for employees and presence of suitable EMPs First aid provisions. Verify all the necessary items are present in workplace first aid kits, that the kits are located where they should be and all the facilities in any First Aid rooms are present and in working condition. This check should also verify any workplace first aid providers have current first aid qualifications, updated as required so they maintain currency and required skill and knowledge levels Registers. Ensure they are located where required and are being completed as necessary. Because each workplace is different, it is important to develop checklists which match the actual design and processes of the workplace, and the products and services each area/dwg is involved in providing. Tailoring inspection checklists to suit the workplace will ensure all existing and potential health and safety problems can be identified. Codes of Practice/Compliance Codes may contain checklists which can be used (or modified) to help identify particular hazards and hazard areas. Working closely with staff on a day to day basis Previous notes have stressed the need for a collaborative and consultative approach towards workplace safety. A key to this approach is the ongoing identification of workplace hazards before they result in accident or injury. What is involved? Effective hazard identification requires application of all the techniques identified above (regular workplace inspections using checklists to record and document what is found) as well as close contact with staff and the operation of the business on a day by day basis. This close contact is necessary so: Employees understand safety is an ongoing concern for management and demonstrating management are actually involved and walking the talk 27

34 Element 2: Implement and monitor procedures for controlling hazards and risks Management can identify and address hazards at the earliest opportunity to prevent a potential risk becoming a workplace accident causing actual injury Staff are reminded that they have an ongoing role in workplace safety and are able to contribute to workplace safety on an ongoing basis, and have an obligation to do so. Examples of hazards which may need to be addressed Traditionally, hazards have been able to be classified as one of the following: Hazards in the physical environment Hazards associated with plant and equipment Hazards associated with work practices and procedures Hazards associated with security issues It is possible your workplace has additional hazards. Check with your supervisor to determine what applies where you work. Hazards in the physical environment Responsible management should target attention to areas and issues associated with: The physical working space staff are required to operate within. This is to identify physical placement of items posing a risk, ensure freedom from physical hazards, and ensure conditions are not cramped or overcrowded and function to facilitate the work to be done Lighting. To ensure appropriate lighting, check that lights are operating correctly (no flickering fluorescents, no blown globes) and there is freedom from shadows and an absence of glare (especially for office workers) Hot and cold environments such as severe temperatures (and excess times at these temperatures) for those involved in hot kitchen work and/or loading deliveries into (or cleaning of) walk-in cool rooms and freezers Exposure to the elements. This is a concern where there are staff working outdoors around pools or as grounds staff. Issues may include protection against sun, wind and rain and the use of required personal protective clothing and equipment Prevailing noise levels. This can be a special concern for those working in entertainment areas where there is amplified music, or who need to operate noisy equipment for extended periods Electrical items. Ensure they are safe by having them checked and approved as safe. They should be used with a Residual Current Device (RCD) and staff operating them as required in accordance with establishment-based safe working procedures and manufacturer s instructions Flooring. Hazards in this regard can include frayed carpet causing a tripping hazard, wet floors due to work processes or spills, as well as uneven surfaces. The presence of steps and stairs should also be addressed Equipment designed to assist with manual handling. All workplaces should use manual handling and lifting aids to reduce the possibility of injury to workers. Options include: Trolleys Forklifts Pallet movers 28

35 Element 2: Implement and monitor procedures for controlling hazards and risks Pests. These are a special concern for food safety. Pests can turn customers away, can cause food waste, and mice and rats have been known to cause fires when they chew through electrical wiring Crowds. During busy times management has an obligation to the public to protect them against injury when they are on the premises Large crowds provide the potential for injury and management have to prepare plans and provide staff to control these situations (restricting access to certain areas, restricting access to the premises, eliminating bottlenecks, providing security staff to monitor and control areas). Hazards with plant and equipment Efforts to identify hazards in relation to machinery, tools, appliances and equipment should focus on: Ensuring regular service and maintenance is provided for all plant and equipment, items and utensils in accordance with manufacturer s instructions and to address malfunctions Ensuring staff receive adequate training in the use of all plant and equipment, items and utensils they are required to use Ensuring electrical tests and checks are performed at least every 12 months to ensure the electrical safety of equipment and appliances, power points and switches Ensuring RCDs are fitted to portable electrical equipment to shut off power when an incident occurs where a person could be subject to an electric shock Ensuring staff are adhering to standard safe work practice when using electrical equipment/appliances such as: Not operating electrical equipment while standing in water Not using electrical equipment with wet hands Not using appliances that are untagged as being tested and safe for use Not using faulty appliances or items tagged as being Out Of Operation/Service Unsafe For Use Not using electrical appliances for work they were not intended for Ensuring all malfunctioning tools and equipment are reported using verbal reporting mechanism or completing a workplace-based Maintenance Request form, and taking the faulty item out of service and tagging it as Out of Service Ensuring only enterprise tools and equipment are to be used for undertaking work at the workplace. This means staff cannot bring in and use their own electrical tools and equipment Ensuring all operational manuals, manufacturer s instructions and trouble-shooting guides are available to all users. Hazards with working practices Attention should be paid to the following as they commonly raise workplace hazards in one form or another: Opening and closing procedures (procedures used by a business or department at the beginning and end of a day or shift. Special attention must be paid at closing times to ensure all doors and windows are locked and no unauthorised persons are left on the premises 29

36 Element 2: Implement and monitor procedures for controlling hazards and risks Note Safety and security procedures. There is a need for management to ensure they have established and implemented plans (EMPs) to address security issues identified as being likely for their business such as: Theft and Robbery Irrational or angry customers Bomb threats Standard Operating Procedures for all work-related tasks to ensure they remain applicable given any changes in levels of trade, materials, equipment used, and/or techniques required Rostering of staff. You need to ensure there are enough suitably trained, qualified and experienced staff are rostered on duty and that the changing nature of the workplace is reflected in the rosters being prepared Length of time spent on certain tasks. Where there is a possibility of repetitive strain injury (RSI), other injury or boredom management need to rotate staff through different jobs (and/or provide appropriate extra breaks) to avoid inherent problems and injuries. Many of the issues raised above should be covered in the EMPs for the venue. In addition, specifics to follow in responding to several of the emergency situations identified above are presented in the unit Plan and conduct an evacuation of premises. Coordinating risk assessments While staff are encouraged to participate in workplace safety processes (consultation, collaboration and participative arrangements), they generally have no legal obligation to do anything unless specified by legislation. The legal obligation for workplace safety always rests with management and owners. It is the managers and owners who must drive the entire workplace OSH process, preferably supported by staff. This sub-section addresses what needs to be done to conduct effective risk assessments. What is risk assessment? Risk assessment is the process used to determine the likelihood people may be exposed to injury, illness or disease in the workplace arising from any situation identified during the hazard identification process. Once the hazards have been identified, they should be listed for a risk assessment to be carried out in consultation with the relevant HSR and employees. The purpose of risk assessment is to determine whether there is any likelihood of injury, illness or disease associated with each of the potentially hazardous situations identified in the hazard identification process by considering: Whether any person (workers and/or members of the public/visitors) would be exposed to the identified situations under all possible scenarios (such as, for example, during installation, commissioning, erection, operation, inspection, maintenance, repair, service and cleaning of plant, equipment or areas) 30

37 Element 2: Implement and monitor procedures for controlling hazards and risks The existing measures in place to protect the health and safety of people who may be exposed to the identified risk or hazard How adequate the existing measures are for protecting the health and safety of people who may be exposed. If the likelihood anyone will be exposed to a situation under all possible scenarios is nil, then there is no risk and no additional risk control measures are required. The adequacy of existing control measures should be considered if there is the potential someone may be exposed to a particular situation. Note: Existing control measures should not be regarded as adequate simply because an incident has not occurred. This particularly applies where the existing control measures are only administrative controls (such as training, safety procedures, safety signs, supervision) or personal protective equipment and clothing (such as safety gloves, safety glasses, protective clothing, and respirators). These types of control rely heavily on human behaviour doing the right thing. The downfall of this approach is that any deviation in behaviour (employees not following the safety procedures because some person or situation is distracting them or staff failing to wear protective clothing) could cause injury, illness or disease. Remember, the thrust of workplace safety is for safe place as opposed to safe person. After the list of hazards has been finalised, documented and agreed on (by workers and management), a judgement needs to be made about the seriousness of each hazard and which one/s require the most urgent attention: Take a close look at each item on your hazard identification list and consider What is the possible outcome if things go wrong? Are you talking about cuts, scratches and bruises or is there the potential for someone to be seriously injured or even killed? Is the hazard an everyday task or something coming up only now and again giving you more time to find a solution? Are there things you can do right now as a short-term fix while you work out a better, more permanent solution? Never wait for all risks to be assessed before you start fixing things make a start and begin by addressing at least one identified risk or threat Once you have worked out which hazards have the greatest potential to cause injury or disease, or are a risk to public safety, they should be marked as your high-priority hazards. The other hazards should be ranked in priority order The hazard list must be reviewed regularly to ensure every aspect of the workplace is monitored and any new hazards are immediately identified. Remember, workplace safety is a dynamic concept. 31

38 Element 2: Implement and monitor procedures for controlling hazards and risks Why bother? You assess risks so you can make sure you control them effectively. HSRs must be involved in this step to provide accurate information about risk control in the workplace and to ensure the views of their DWGs can be taken into account. The risk from a hazard is a combination of the chance of an incident occurring (that is, very likely, likely, unlikely or very unlikely ), what could go wrong and how badly someone could be hurt. Standard AS/NZS 4804:2001 Occupational Safety and Health management systems - General guidelines on principles, systems and supporting techniques sees risk assessment as critical to prioritising risk control measures and uses the following formula to determine risk level: Risk level = Consequence x Exposure x Probability where: Consequence is the outcome severity (injury/illness) of the scenario Exposure is frequency and duration of exposure of persons to the chosen hazard Probability is the likelihood or chance that the chosen sequence and consequence will occur. Issues to examine To assess a risk then, you must examine all of the factors affecting the risk. Assessment should occur in a public forum such as an OSH meeting where staff (impacted by the risk being discussed), HSRs and management all attend to consider the issue with a view to properly analysing it so an effective and practicable control solution can be identified. You need to look at: The number of people exposed to the risk Who these people are: the different types of people who are exposed and their special needs. They could be, for example, new workers, casual employees (who usually have different OSH needs to permanent staff because they often do not receive standard OSH training and are often not present to attend standard staff meetings and briefings), visitors, contractors, members of the public, disabled workers and customers How near these people are to the risk How often they are exposed How long they are exposed for The combination of hazards they are exposed to How serious the resulting harm could be How easily someone could be hurt 32

39 Element 2: Implement and monitor procedures for controlling hazards and risks What the law says about risk control How common it is for the hazard to cause problems in other workplaces Any factors that could increase the likelihood of illness and injury The work processes involved. This requires you to know the practices, procedures and protocols for performing the particular task under consideration How well your current precautions work. Has the hazard already caused any problems? Reviewing risk assessments The workplace is a dynamic environment and there is a need to review all the risk assessments you conduct on a regular basis (monthly or at least every three months). You will notice the Risk Assessment Worksheet presented below contains a space for the Date in order to facilitate this review activity. Additionally, risks must be reviewed when any significant change in the workplace takes place impacting on the risk (once again the HSR and other workers should be involved). These changes may be required: Alerts or notifications from OSH authorities in relation to a practice, product, procedure, technique, and/or items of equipment Changes to internal operating procedures Introduction of new or more equipment Change in staffing new staff, reduced staffing levels Modification to the work environment such as changes to job allocation, work station layout, relocation of items of equipment, different environmental conditions, a change in patron profile Based on concerns, feedback and/or complaints from workers, customers or management. Risk Assessment Worksheets OSH authorities may be able to supply checklists and other advice to assist in the assessment of workplace risks. For example, Codes may contain sample checklists, risk assessment sheets and/or job safety analysis documentation. The following example is taken from the Manual Handling Code (Victoria) [pp ] and sets out all the factors you need to look at when assessing the risks for manual handling. 33

40 Element 2: Implement and monitor procedures for controlling hazards and risks RISK ASSESSMENT WORKSHEET LONG VERSION Task: Management representative: Date: HSR: Step 1a Does the task involve repetitive or sustained postures, movement or forces? Tick yes if the task requires any of the following actions to be done more than twice a minute or for more than 30 seconds at a time Yes Comments Bending the back forwards or sideways more than 20 degrees Twisting the back more than 20 degrees Backward bending of the back more than 5 degrees Twisting the neck more than 20 degrees Bending the head backwards more than 5 degrees Working with one or both hands above shoulder height Reaching forwards or sideways more than 30cm from the body Reaching behind the body Squatting, kneeling, crawling, lying, semi-lying or jumping Standing with most of the body s weight on one leg Twisting, turning, grabbing, picking or wringing actions with the fingers, hands or arms Working with the fingers close together or wide apart Very fast movements Excessive bending of the wrist 34

41 Element 2: Implement and monitor procedures for controlling hazards and risks Step 1a Does the task involve repetitive or sustained postures, movement or forces? Tick yes if the task requires any of the following actions to be done more than twice a minute or for more than 30 seconds at a time Yes Comments Lifting or lowering Carrying with one hand or one side of the body Exerting force with one hand or one side of the body Pushing, pulling or dragging Gripping with the fingers pinched together or held wide apart Exerting force while in an awkward position Holding, supporting or restraining any object, person, animal or tool 35

42 Element 2: Implement and monitor procedures for controlling hazards and risks Step 1b Does the task involve long duration? Tick yes if the task is done more than 2 hours over a whole shift or continually for more than 30 seconds at a time Yes Comments Step 2 Does the task involve high force? Tick yes if the task requires any of the following high force actions Yes Comments Lifting, lowering or carrying heavy loads Applying uneven, fast or jerky forces during lifting, carrying, pushing or pulling Applying sudden or unexpected forces (e.g. when handling a person or animal) Pushing or pulling objects that are hard to move or to stop (e.g. a trolley) Using a finger-grip, a pinch-grip or an open-handed grip to handle a heavy or large load Exerting force at the limit of the grip span Needing to use two hands to operate a tool designed for one hand Throwing or catching Hitting or kicking Holding, supporting or restraining a person, animal or heavy object Jumping while holding a load 36

43 Element 2: Implement and monitor procedures for controlling hazards and risks Step 2 Does the task involve high force? Tick yes if the task requires any of the following high force actions Yes Comments Exerting force with the non-preferred hand Two or more people need to be assigned to handle a heavy or bulky load Exerting high force while in an awkward posture Tick yes if your employees report any of the following about a task Yes Comments Pain or significant discomfort during or after the task The task can only be done for short periods Stronger employees are assigned to do the task Employees think the task should be done by more person, or seek help to do the task than one Employees say the task is physically very strenuous or difficult to do Step 3 Is there a risk? Yes Comments Does the task involve repetitive or sustained postures, movements or forces, and long duration? (Did you tick yes in step 1a and step 1b?) If yes, the task is a risk. Risk control is required. Does the task involve high force? (Did you tick yes in step 2?) If yes, the task is a risk. Risk control is required. 37

44 Element 2: Implement and monitor procedures for controlling hazards and risks Step 4 Are environmental factors increasing the risk? Tick yes if any of the following environmental factors are present in the task Yes Comments Vibration (hand-arm or whole-body) High temperatures Radiant heat High humidity Low temperatures Wearing protective clothing while working in hot conditions Wearing thick clothing while working in cold conditions (e.g. gloves) Handling very cold or frozen objects Employees are working in hot conditions and are not used to it Step the task or attach a photograph, if helpful 38

45 Element 2: Implement and monitor procedures for controlling hazards and risks Reporting hazards Where workplace hazards are identified they must be immediately reported to the appropriate person such as a supervisor or HSR. A verbal report is usually the best option as it is quick and allows the other person to ask questions to clarify and better understand the issue. A written form such as a Hazard notification or Hazard report may also be required. 2.2 Implement and monitor risk control procedures in accordance with enterprise and legal requirements Introduction When workplace risks and hazards have been identified and analysed, suitable risk controls must be implemented. This Section discusses the use of risk control in the workplace to protect the safety of workers and others. Background to this step/stage Controlling risk is the third step in risk management. The first step was hazard identification and the second step was risk assessment and analysis. Implementing risk control methods means putting in place the risk control options deemed most appropriate and effective for the identified hazard. Where a manager or supervisor is unable to implement identified risk control methods these situations must immediately be reported to the appropriate person (owner, more senior manager) for their attention and action. Hierarchy of Control When hazards have been identified, and the risks to health and safety assessed, the risks need to be controlled. Risk control is a requirement as part of the employer's duty to provide and maintain so far as is practicable a working environment which is safe and without risks to health for employees and the public. Risk control means taking action to eliminate or reduce the likelihood of exposure to a hazard that may result in injury or disease. The Hierarchy of Control is a list of control measures in descending order of effectiveness that may be applied to specific risks only after an assessment and analysis has been made of all possible risk controls. 39

46 Element 2: Implement and monitor procedures for controlling hazards and risks This highlights the need for time, planning and consultation throughout the entire process. Note: while it is preferable that hazards and risks are subject to planned and comprehensive procedure if there is an immediate risk to health and safety, you must make sure the activity in question is ceased until measures are taken to remove the immediate risk. In most cases, effective control of a risk requires a combination of the following controls to be applied. In addition, remember it is vital to make sure the introduction of a control measure does not create another, new or different risk. What are the controls and which is best? Some control options are better than others. Again, safe place options are better than safe person options. It is better to create a safe place than rely on people wearing protective clothing or behave safely. The hierarchy of control reflects this idea. As an overview the Hierarchy of Control comprises the following controls: 1. Elimination 2. Substitution 3. Isolation 4. Engineering controls 5. Administrative controls 6. Personal protective clothing and equipment. The effectiveness of these controls is in descending order of effectiveness. These controls may be classified under three levels as set out below. Level 1 Elimination (the ultimate safe place option) At the top of the hierarchy of control is elimination. It is the best option for controlling hazards but is not always available or practicable. Elimination means changing the procedure so it does not have to take place at all. For example: A cleaning process which uses ultrasound instead of a chemical avoids the need for the chemical in the workplace Buying pre-cut steaks eliminates the need for slicing steaks and using knives Getting rid of noisy equipment or facilities removes the need for hearing protection. Elimination of hazardous substances should always be the priority simply because this is the most effective way of making the workplace safe. Where elimination is not reasonably practicable, steps must be taken to identify effective measures to reduce the risk (Levels 2 and 3). 40

47 Element 2: Implement and monitor procedures for controlling hazards and risks Level 2 Safe place options which reduce the risk: Isolation, Substitution and Engineering controls If elimination is not practicable, there are other safe place options which reduce the risk: substitution, isolation and engineering controls. Substitution means replacing a hazardous process or substance with a less hazardous one: A detergent may be substituted for a chlorinated degreaser Using a neutral detergent instead of caustic soda for cleaning A chemical could be used in pellet form instead of a powder to reduce the risk of inhalation Applying a substance with a brush might be safer than spraying the substance onto a surface Lifting smaller and/or lighter packages. This may mean purchasing 5kg packs rather than 25kg bags of product Using an electric forklift instead of a petrol one Vacuuming instead of sweeping. Isolation involves separating the risky process from people either by distance or by using barriers to prevent exposure: Placing a noisy piece of equipment in a soundproof box or behind a baffling wall Physically stopping people (customers) from coming into contact with the hazard Moving the hazard to some distant location. Engineering controls include plant or processes which: Minimise the generation of risk Suppress or contain the risk Limit the risk should an event occur. Examples include: Ventilation booths for spray painting Machine guards to prevent clothing, jewellery and body parts being caught in machinery and equipment Machine operation controls such as Emergency Stop buttons, automatic cut-offs, the ability to remotely operate an item Ventilation exhaust fans to remove dust, smoke Wetting down techniques to reduce dust Changing the levels or height of work levels to minimise bending, twisting and similar actions during manual handling. 41

48 Element 2: Implement and monitor procedures for controlling hazards and risks Level 3 Safe person options: Administrative controls; Personal protective equipment and clothing If it is not practicable to make the workplace itself safe it is necessary to look for safe person options, which are a lower priority because they depend on people doing the right thing. Administrative controls are safe work practices which help to reduce employee exposure to risk. For example: Restricting access to certain areas at nominated times when the risk is lowest or nonexistent Good housekeeping practices (in terms of keeping workplaces clean and tidy), including regular cleaning of work areas and regular and appropriate maintenance of workplace items and equipment Changing purchasing procedures so substances (such as cleaning chemicals) are supplied in ready to use containers and decanting is not required Providing trolleys to move items to reduce need for potentially harmful manual handling Providing accurate work instructions and methods of work (work practices, standard operating procedures) to guide workers in the safe way to perform their work Changing work practices to include job rotation (but note this, on its own, is generally regarded as an insufficient control method. Job rotation is the practice of moving staff between different jobs to help eliminate boredom and repetition and the associated dangers these introduce to work Shorter working periods for jobs performed under difficult conditions such as limiting work needing to be undertaken in extreme cold, heat, noise or where there is excessive vibration Training providing necessary training in practices such as such as lifting and manual handling techniques. The effective use of administrative controls relies on full cooperation of employees, so it is essential extensive consultation occurs during their development and implementation. Adequate supervision and training are also important and a legal requirement. Personal protective equipment (PPE) and clothing includes such things as: Eye protection goggles, face masks, visors Respiratory protection Gloves and gauntlets Safety shoes and boots including clogs for kitchen workers Protective clothing aprons, thermal wear/suits, pull off ties for security staff Head protection hard hats, and caps for food handlers. Personal protective equipment is generally the least effective way to control risk and should only be used if you can t reduce the risk enough using other means. 42

49 Element 2: Implement and monitor procedures for controlling hazards and risks It should then be used in conjunction with other measures. Personal protective equipment might also be used as a temporary measure until other controls can be implemented. All personal protective equipment should: Meet the relevant in-country Standards Be appropriate to its application Be issued to an individual and not shared Be properly maintained and cleaned. Employees who have to use personal protective equipment must be trained so they know why and how to use the equipment effectively. Remember: the most effective method of controlling risks is usually a combination of the above options. Consider this If you consider the hazard of slips in the kitchen, you cannot eliminate the kitchen floor, neither is it possible to always ensure the kitchen floor is not slippery or wet. However you can substitute work practices. For example, only clean when there is minimal foot traffic through the kitchen. You can control the risk by proper engineering by using non-slip matting. You can make an administrative arrangement (by directing staff not to enter the kitchen during service and cleaning) and training them to raise awareness of the problem. You can also use personal protective equipment (provision of rubber sole shoes), so although the only acceptable control for a broken hand brake on the venue courtesy bus is elimination of the problem, for slips in the kitchen a combination of controls is acceptable. 43

50 Element 2: Implement and monitor procedures for controlling hazards and risks 2.3 Evaluate and adjust risk control procedures as required Introduction Following the introduction and application of risk control procedures to address an identified risk there must be an evaluation of the control and, where necessary, adjustment to ensure adequate control is applied as intended. This Section discusses activities required to ensure risk controls work properly. The need to plan monitoring of control measures When risk controls have been implemented they need to be monitored to see if they have been effective in addressing the identified hazards. The checking procedures used for risk control measures should be planned in the same way the implementation of the actual control measures are planned. This means the planning phase should address: Who will do the checks? They must be attached to and become the responsibility of a nominated person or job role/position and this responsibility should be included in the relevant job description for the position When will they be done? Specify either dates, frequencies (every week, every month) or specific times (see Timing of the checks below) What will be assessed as part of the checking process? A checklist can be used to guide this aspect of the process. Actual workplace checks Timing of the checks Checks should be made of the control measures applied: Prior to their actual implementation to verify the control will achieve the outcome required as part of the risk assessment/analysis process During use to evaluate the effectiveness of the control during actual operation. Objective observation using a rating chart or checklist to guide observations is an effective way to achieve this. The key, obviously, is to watch the workplace activity to capture evidence to use as the basis for making a decision about the effectiveness of the control Immediately after use by talking with staff involved and, for example, testing/evaluating equipment involved. Obtaining feedback from workers/operators about safety, ease of use or potential issues arising is imperative and demonstrates the business is committed to involving staff in a practical way in workplace safety. Checks should be scheduled to ensure they are carried out when required. 44

51 Element 2: Implement and monitor procedures for controlling hazards and risks Has a new problem been created? Checks on the effectiveness of a control measure should seek to answer two questions: To what extent has the control effectively addressed the identified hazard? Has a new hazard been created by virtue of the introduction of the control? When a new risk control initiative has been implemented it is important any monitoring of its application takes into account whether or not the initiative itself has created any new OSH issues and problems. This highlights that it is not sufficient for monitoring to simply determine whether the identified hazard had been effectively controlled but monitoring must also identify if a new problem has been caused. For example, a new system eliminating a manual handling or repetitive strain hazard could have inadvertently introduced a new/different hazard in terms of, for example, eye strain. Once again, observation of the task and observation of the risk control measures as well discussions with operational staff are keys to working out if this is the case. Action to take Where the approved risk control method has been monitored and found to have not fixed the identified hazard, or to have created a new or different hazard, this situation must be: Immediately resolved. If resolving the issue falls within your level of expertise and/or scope of authority or Reported to the appropriate person for their follow-up and action. This can mean reporting to senior management, the HSR, the Designated Work Group (or similar) or the OSH Committee. A verbal report may suffice providing feedback from staff/operators identifying causal factors as well as potential additional controls which may be required. Immediacy in reporting is essential to facilitate prompt supplementary action. Attention must always be paid to ceasing any work where a danger to staff or others exists. The review of the situation commonly repeats the original three-stage risk management process risk identification, risk analysis/assessment, risk control. When revised controls are implemented, the revised controls must also be monitored to determine if they are effective or not. 45

52 Element 2: Implement and monitor procedures for controlling hazards and risks Evaluating OSH workplace performance At least every year the performance of the workplace and workers in relation to OSH must be analysed and evaluated. This will enable businesses to gauge their OSH progress towards their workplace safety goals, and determine what requires change or further attention. There are five steps to evaluating health and safety performance in the workplace: Step 1 Know what the OSH objectives are for the business It is important to know what the business intended to achieve as a starting point for determining what it actually has achieved. Goals should be to: Meet the legal requirements or standards for the business Ensure the workplace, as far as practicable, is safe and without risks to the health of everyone. It is possible to evaluate a single part of the health and safety management system (for example training, or policies, or workplace inspections, or development of SOPs), or the entire system. To evaluate OSH performance, it is important to look at what programs or strategies have been developed and implemented to achieve the set objectives. Specific objectives relate to strategies, commitment, roles and functions, and the environment within the workplace. Some examples are: Strategic goals: Health and safety strategies will be developed annually to improve health and safety performance Health and safety systems and programs will be continually reviewed, upgraded and monitored to improve standards and performance Commitment and responsibility goals Business commitment to OSH will be demonstrated at all levels A high level of OSH awareness will be fostered at all levels All managers will have responsibility for the health and safety of employees under their management All employees will take as much care as possible for their own, and their work mates' health and safety Specific, defined, responsibilities will be clearly understood by all employees Work environment goals OSH practices and procedures, and the work environment, will be regularly reviewed and revised 46

53 Element 2: Implement and monitor procedures for controlling hazards and risks Formal consultation and communication with HSRs and employees in all health and safety matters will occur through health and safety committees, team briefings, and management involvement and commitment All incidents and near misses will be reported, investigated and corrective action taken as a priority The purpose of an investigation will be to determine the cause of the incident to prevent future occurrences. Step 2 Develop OSH performance measures Performance measures are designed to indicate achievement of the OSH objectives of the business. These measures may be built into objectives, or built into the OSH programs established by the business. Whatever indicators are chosen, they should be put in place at the beginning, when the OSH objectives, plans and programs are established. It is advisable to develop long and short-term measures of OSH performance. Short-term measures include: An assessment of whether plans are being implemented as intended. If they are not being implemented as intended, why not? The proportion of OSH grievances/issues successfully resolved at shop-floor level. The higher the number/ratio of issues resolved at shop-floor level, the better the OSH performance of the business Number of health and safety grievances/issues; a downward trend is positive. Long-term indicators may include: Injury and illness rates Incidence of gradual onset injuries The hidden costs of injury and illness. Other quantitative measures may include: The number of incidents The number of employees trained The number of work procedures developed or reviewed The number of hazards identified and eliminated. Qualitative measures could include: The types of issues being raised by employees and HSRs Employee level of awareness of workplace health and safety policy How OSH performance is being taken into account in relation to the performance assessment of supervisors and managers Evidence management is leading by example. 47

54 Element 2: Implement and monitor procedures for controlling hazards and risks An important measure of effectiveness is whether or not activity occurred in a timely way. Measures of this could include: Whether an established training timetable for OSH is being followed Whether the timetable for implementing the strategies to enhance workplace safety is being observed The response time for corrective action to identified risks following workplace inspections The time taken for maintenance requests to be completed. Step 3 Collect information on your measures of effectiveness Once the measures to be used have been decided, there is a need to decide how this information will be collected, how often it will be collected, and who will collect it. It is useful to use a checklist when auditing the OSH system, or measuring if certain activities have been completed against a fixed time schedule. This checklist is then a primary method of collecting information on the effectiveness of OSH training. Some possible questions to ask are: Do the illness and injury recording procedures meet the specifications of relevant legislation, where applicable? Are all incidents, illness and injury, and near misses: Recorded? Investigated? Reported if and where required? Analysed for trends? Reported to employees? If measuring performance against specified targets, information from health and safety records (see Element 4) should be reviewed. This could include reports on: The frequency of incidents and dangerous occurrences Average lost time Costs of accidents, injury and incidents Costs of training, purchase of safety equipment and PPE. If evaluating the effectiveness of the OSH information and communication strategy, qualitative information should be collated from: Discussions with HSRs and employees Health and Safety Committee minutes Issues raised and resolved logbook Interviews, questionnaires or observations. 48

55 Element 2: Implement and monitor procedures for controlling hazards and risks How often should you collect information? This will vary according to the nature of the measures, and the system or strategy being evaluated. For example, some indicators relating to training will need to be assessed at the end of every training course. The overall performance of the OSH management system may only need to be assessed annually. Regardless, information needs to be collected on a regular basis so trends and changes can be identified. Who should collect the information? The responsibility for collecting OSH information should be clearly allocated to a specific job position. In specific locations, supervisors can collect information on the areas under their control. Small workgroups or teams can collect information on their own area. The manager whose function includes implementing a health and safety system (or OSH plan) in an area may also do the evaluating for the area. The Health and Safety Committee and HSRs should be involved in evaluation. This may include a role in collecting and providing information. In larger organisations, external assistance may be called for to evaluate overall policy or management systems. Step 4 Analyse the results and decide upon improvements If a strategy is not working, there are a number of questions that can be asked to assist in determining the causes: Was the objective realistic and achievable? Is the objective relevant to current technology and values? Was the strategy implemented as planned? Was there adequate training, information and understanding of the strategy? Were there resources available to implement the strategy? Did work organisation allow the strategy to work? Was responsibility for implementing the strategy allocated? Are the responsibilities understood? Did the information you collect accurately measure performance of the strategy? 49

56 Element 2: Implement and monitor procedures for controlling hazards and risks Use the information from this analysis to fine tune the strategy, to reset workplace standards and/or to identify areas of workplace health and safety needing systematic management. Step 5 Implement changes and start again Once improvements to the workplace OSH system have been identified, these results should be made available to management and staff. Strategies to initiate corrective action may need to be developed and implemented. Follow-up corrective action must be taken promptly to demonstrate commitment to genuine workplace safety. New or improved strategies should be implemented and then the evaluation process will begin again, using any lessons, mistakes and achievements to help develop and perfect the process. 50

57 Element 2: Implement and monitor procedures for controlling hazards and risks Work Projects It is a requirement of this Unit you complete Work Projects as advised by your Trainer. You must submit documentation, suitable evidence or other relevant proof of completion of the project to your Trainer by the agreed date. 2.1 Provide photographic, video, documentary or other evidence that you have: Personally identified workplace hazards Participated with others in the workplace to identify workplace hazards Reported identified workplace hazards Assessed and analysed at least one identified workplace hazard Developed, implemented and monitored the implementation of risk controls to address the above identified workplace hazard Evaluated the effectiveness of the risk controls (identified above) and, if necessary, adjusted the controls to ensure a safe place. The basis of evidence provided may be actual or simulated events or situations. 51

58 Element 2: Implement and monitor procedures for controlling hazards and risks Summary Implement and monitor procedures for controlling hazards and risks When implementing and monitoring procedures for controlling hazards and risks: Involve staff in the identification, assessment and analysis of workplace risks and hazards as well as in the development of suitable and effective risk controls Coordinate and conduct scheduled and formal workplace hazard or risk identification activities involving staff and management Use checklists to support and guide regular hazard or risk identification and workplace inspection activities Ensure all workplace tasks are addressed by risk identification activities Work closely with staff in a participative environment characterised by cooperation and collaboration Use the Hierarchy of Controls to determine appropriate risk controls focussing on the Level 1 Elimination and Level 2 Safe place options Review and evaluate risk control procedures to determine their effectiveness Ensure the implementation of a risk control does not introduce a new risk or hazard Evaluate the overall OSH management system used by the business on an annual basis to identify strategies and goals for the following year. 52

59 Element 3: Implement and monitor health and safety training Element 3: Implement and monitor health and safety training 3.1 Identify health and safety training needs through regular workplace monitoring Introduction Previous notes have highlighted the need for employers to provide training to staff in relation to OSH issues. This Section (and the next) extends this concept. Identifying the OSH training gap The OSH training gap is the difference between the OSH competencies staff need in order to perform their job safely, and the OSH competencies they actually possess. Current practice is to train workers using the Competency Based Training (CBT) approach. Competencies comprise three vital elements: The necessary knowledge The necessary skills The right attitude. This gap can be identified by: Undertaking an OSH Training Needs Analysis (TNA). This is a formal and structured approach to identifying the gaps for every staff member in all areas of their work. TNAs are an excellent way of determining the training needs for each staff member but they are relatively expensive and time consuming Observing staff performance to identify areas of their performance requiring attention Speaking to staff and asking them to identify the areas they believe they need OSH training in Looking at their personnel file/records (such as their application for employment and their résumé) to determine their existing skill/competency levels with a view to identifying the areas where training is required Employing the services of an outside consultant with specialist OSH knowledge and expertise to assess competency levels of staff within the business, analyse the competencies needed and determine individual staff training requirements. The critical point to remember is that, once you have identified an OSH staff training need, it is you who must take action to provide the required training. 53

60 Element 3: Implement and monitor health and safety training Who needs training? All employees benefit from OSH training. This includes casual, part-time and full-time staff and all staff are required to be supplied with such training. Many long-serving staff are ignored when it comes to identifying OSH training needs. It is often thought they know what to do simply by virtue of their years of service, but this is often not the case and they should be included in any approach to identifying OSH training needs. While individual staff requirements will vary because of their particular roles, all staff will benefit from understanding OSH requirements (legislated and internally imposed). Possible training requirements for new staff Staff who are new to the business or staff who have transferred internally from one department/area to another may need training which enables them to: Understand the hazards of their work and workplace because these always differ between workplaces, work stations and businesses on the basis of many factors such as equipment used, processes, and layout Know how to advise management or their HSR about identified workplace hazards so they can be investigated and resolved Understand workplace consultative arrangements, including the role and functions of DWG, HSR and Health and Safety Committee Understand and follow health and safety procedures applying in their workplace with special attention paid to OSH issues in their particular section of the workplace Understand their responsibilities under applicable legislation which may relate to: Compliance with mandatory work practices Need for certification or licences in order to undertake specified work activities Reporting when unsafe situations occur and/or when prescribed workplace accidents or injury occur Understand their responsibilities in relation to safe work practices and allied workplace safety issues under the policies and procedures the business has established. OSH considerations for Induction and Orientation Many of the OSH issues about which staff must be aware are communicated to them as part of their formal Induction and orientation session. Induction training for new employees could include: A tour of the work area so they gain an overview of the business and appreciation of where various department, facilities and equipment are physically located An explanation of venue amenities and facilities relating to OSH. This can include discussion about: First aid kits First aid rooms First aid providers Emergency equipment and systems 54

61 Element 3: Implement and monitor health and safety training Introduction to fellow employees, especially those who constitute the DWG for the area in which they are going to work Introduction to HSR together with an explanation of their role, and details of how to engage with the established participative arrangements relating to workplace OSH Description of general workplace hazards and risk control measures including visual observation of problem areas, practice with control protocols and watching experienced staff perform work in a safe and proper manner Identification of the location of and demonstration of the use of fire fighting equipment. It is a standard requirement all staff have some form of training or experience in using fire-fighting equipment, especially fire blankets and fire extinguishers Details of emergency exits showing where they are, stressing the need to keep them free of obstruction and indicating any fire doors which may need to be closed in the event of fire Identification and explanation of Emergency Management Plans for the business and details of evacuation plans for the business or area: this should include identification of: Individual responsibilities under the plans Evacuation routes primary and secondary Evacuation assembly points primary and secondary Issue of personal protective clothing and equipment if required and explanation of when it must be used, and how it is to be used. Training for various workplace roles What training do supervisors need? Supervisors need to be able to carry out any health and safety roles and functions assigned to them. This means a supervisor will not automatically know what is expected in terms of OSH simply because they are a supervisor. They may need special training to: Recognise hazards in the workplace and conduct health and safety inspections Assess and analyse identified hazards so they are fully understood in their context Select and apply appropriate risk control measures for identified hazards Investigate OSH situations such as incidents or dangerous occurrences Produce clear and accurate reports to support workplace research and investigation Communicate effectively with workers, managers and OSH authorities Consult effectively with management and others including external business, authorities or agencies Conduct effective on the job training on OSH issues Ensure employees understand and follow workplace procedures as required by legislation and the business. 55

62 Element 3: Implement and monitor health and safety training What training do managers need? Managers too may need training in order to discharge their legal obligations and/or to assist them participate in effective OSH collaborative and consultative processes. They may require training in: OSH legislation as it applies to their business and their geographic location Health and safety principles and practice which serve to underpin OSH thinking, risk identification, risk assessment and analysis and development of effective risk control protocols Management systems to enable integration of OSH into other management activities and workplace priorities Assigning health and safety roles and functions to staff within the workplace Workplace hazard identification and assessment as part of the ongoing risk management procedures in place within the business Risk control strategies and options to address identified workplace risks. A shared approach to training, where managers, supervisors and HSRs attend training together can produce good results. Most OSH issues need managers and employees to work together to successfully resolve those issues, so it makes sense to have a joint approach to training. Joint training can supplement specific training which relates to individual staff or DWG needs. More on workplace health and safety training Training is vital to assist employees perform their work safely. This means employers should arrange training which covers health and safety issues related to the tasks being performed, as well as training in the overall approach to health and safety taken by the business. The importance of workplace OSH training in preventing workplace injury and illness is generally acknowledged and legislation may set out general and specific training requirements in certain areas for staff, management and/or HSRs. Note training is never treated by legislation as a substitute for removing a hazard at its source. For example, in manual handling if it is not practicable to carry out job modification or to provide and use mechanical aids to reduce the risk, it is necessary to implement a training program to show staff the safest way to address the task. Higher levels controls (under the Hierarchy of Controls) must be considered first. The business cannot just default to training as the only method of risk control. 56

63 Element 3: Implement and monitor health and safety training Questions to assist in determining your OSH training needs OSH training is an integral part of an OSH management strategy and is necessary to properly implement OSH policies and procedures. Training is required to effectively use and maintain OSH information systems, and to enable managers and employees to fulfil their OSH roles and responsibilities. In short, training is an essential tool to establish an active, preventive approach to OSH in the workplace. To assist in determining the OSH training needs in your workplace, some key questions need to be looked at. These questions should receive due deliberation, and should be considered by both employers and employees: What skills and knowledge are required to enable all employees to do their jobs safely and without risks to health? What is to be achieved by training, and who will make sure it takes place? What sort of training will be best for the workplace? Is there a policy for health and safety training? Is there a health and safety training program? What does existing OSH training cover? Have all employees taken part in the required OSH training? Are OSH training records being kept? What do they say about the level of OSH staff training delivered? Have all managers and supervisors had health and safety training? Is there an induction training program for all new and transferred employees? Does the induction training program include training on health and safety legislation and venue/department health and safety policies and procedures? Is there workplace training on specific hazards, controls and health and safe work procedures? Does this exist for every department and dangerous activity? Is this training, including supporting information, sufficient, relevant and current? Does OSH training cater for employees with particular language, cultural or literacy needs? How does the property know, and how will it know into the future, if the OSH training is effective? Specific training needs an overview In the workplace, OSH training needs may include: OSH policy and procedure for Staff Induction and Orientation training Coaching and/or mentoring in safe work practices Formal training programs in safe work practices Provision of information, fact sheets, and signage to encourage safe work practices DWGs, at least one HSR and a Workplace Health and Safety Committee Hazard identification and risk assessment and control training. 57

64 Element 3: Implement and monitor health and safety training 3.2 Arrange training interventions as appropriate on a timely basis Introduction All identified need for OSH training must be addressed, as required. This Section presents options to achieve this. Enabling OSH training for staff OSH training never just happens it has to be planned and organised. Difficulties occurring when attempting to plan staff training for all team members must not stand in the way of doing the training. Do not fall for the trap of thinking it s all too difficult, and therefore do nothing. To facilitate the delivery of OSH training to staff, there may be a need to: Organise time release for staff so they can attend training Roster staff differently. There can be a need to run multiple training sessions to ensure all staff who have a training need can be trained Conduct off-site training using external training providers Close a department for a period while staff undertake training Undertake training out of hours which may mean having to pay staff extra money to stay back after normal working hours in order to do their training. The choice of strategy will depend on: The trading hours of the venue Numbers of staff who require training Urgency of the training need Type of OSH training to be done The general level of cooperation from all concerned. Senior management should be involved at this stage in the planning so they can lend their support to the training initiatives, and approve the necessary resources and allocation of time required. Integrating OSH training into overall training The OSH training program for a business should be integrated into the general training program for the workplace. You may achieve this by adding specific OSH courses (or units or modules) to the overall business training plan, or by including OSH components into existing training courses. For example, every training module without exception may include an OSH element addressing the specific OSH issues for the particular training module. 58

65 Element 3: Implement and monitor health and safety training Establishing an effective OSH training program requires the business to set broad objectives for the training. Possible objectives may be: Ensuring all employees can perform their work safely and without risks Ensuring line managers have an understanding of, and ability to, develop and implement OSH management systems and procedures to support the safe place concept Ensuring any external contractors who work in the business understand and follow the health and safety procedures which apply to the property so their work aligns with other safe place initiatives in the organisation Ensuring all new and transferred employees understand health and safety policies and procedures so they know what is expected in relation to actual workplace performance. Examples of training interventions Training interventions are activities used to provide on-site training to staff. OSH-related training interventions include: Workshops where staff are led by a supervisor or trainer and address one or more specific OSH issues using activities such as lecture, discussion, practical exercises, case studies which may be supplemented by the use of guest speakers Information sessions where management or a trainer gathers staff together and provides them with required information. Verbal delivery of the information is the most common practice but this may be supported by: Handouts of notes, fact sheets and other literature such as materials prepared inhouse by the training department, or safety materials provided by manufacturers of equipment, suppliers of chemicals or the OSH authorities or agencies PowerPoint presentations Workplace mentoring and coaching where individuals in the business (usually senior personnel with extensive experience) develop a personal relationship with one or more staff and use this relationship as the basis for sharing information, providing on the job advice and instruction and discussing and solving workplace issues Lectures. These are formal training sessions where trainers deliver talks a nominated topic. Lectures may be supported by notes written on a board, handouts, and/or PowerPoint presentations Practical demonstrations. Where the training requires staff to learn how to do something, practical demonstrations are required. Demonstrations may occur one on one (as part of the mentoring or coaching approach) or can occur in a group setting. It is important that the practical nature of demonstrations is underpinned by the provision of relevant knowledge so staff understand what they are doing and why they need to do it. Opportunity for practice must be included 59

66 Element 3: Implement and monitor health and safety training Health and safety meetings. These are regular workplace meetings where the sole focus of the meeting relates to OSH issues. These issues may be new legislated or organisational requirements, findings related to analysis of workplace accident and injury data, explanation of new products, equipment or operating procedures, discussion of risk identification activities (such as workplace inspections), risk assessment and analysis or consideration and research into potential risk control procedures. Are there any external training courses? There may be a range of courses from external providers, but it can be difficult to choose OSH courses matching the specific workplace requirements. These courses may be offered by training institutions, governmentsponsored OSH authorities or agencies and specialist colleges. It is important you know what you want a course to deliver so you can best assess the suitability of any OSH training on offer. Steps in determining what external courses could be of use include: Examine the course outline and content. Does it address the issues and training you want covered? Consider the timetable. Will staff be able to attend training at the times it is being offered? Talk to people who have previously attended the course, if possible. What do they think of the training? Can they recommend it as being effective training? Talk to the trainers who will deliver the course to get a deeper insight into what will be addressed. The following questions may also help select the most appropriate course: Are the course aims and objectives consistent with those you have determined? Is the course appropriately accredited? This is especially important where there is a legal requirement the training (or certificates/licences issued) is approved What experience do the trainers have? What training have they received? Are the trainers genuinely qualified to deliver the training and assess the participants? Is the course relevant to your workplace/industry sector? Do they have experience in delivering safety training to your industry type? Is the course offered at convenient times and places? 60

67 Element 3: Implement and monitor health and safety training Work Projects It is a requirement of this Unit you complete Work Projects as advised by your Trainer. You must submit documentation, suitable evidence or other relevant proof of completion of the project to your Trainer by the agreed date. 3.1 Provide a submission detailing: The OSH training needs for one staff member in your workplace explaining how this need was identified How the above identified OSH training requirement could be effectively provided for. 61

68 Element 3: Implement and monitor health and safety training Summary Implement and monitor health and safety training When implementing and monitoring health and safety training: Identify the OSH training gap for individual employees throughout the business Be prepared to ask workers what they believe their OSH training needs to be Provide appropriate training to address identified OSH staff training needs Document the OSH training provided to staff members Ensure all new staff receive appropriate OSH training and all staff transferred internally to a new or different role also receive necessary OSH training Match the OSH training provided to the needs of individual job positions Plan, prepare and properly resource all OSH training Integrate OSH training into overall business training plans Provide a variety of training options/interventions to best meet identified need. 62

69 Element 4: Maintain health and safety records Element 4: Maintain health and safety records 4.1 Complete records accurately in accordance with enterprise and legal requirements Introduction Workplace records are a vital element of comprehensive OSH management. This Section explains why these records need to be maintained and identifies records that should be kept. Why is it important to maintain workplace OSH records? OSH records need to be kept to: Meet legally imposed compliance requirements as specified by in-country OSH legislation Help track and monitor workplace health and safety to assist with evaluating workplace OSH performance, and assist with identifying problems, risks and OSH trends Use as reference sources when investigating OSH events and making decisions about OSH issues Demonstrate evidence of responsible management of workplace OSH matters. Basic requirements for all OSH records and reports All OSH records and reports must be: Accurate. They will be used to assist in investigations and other research into OSH issues Current. They must be maintained so they are up to date Legible. Others must be able to read and interpret them Easily accessible so workers can get to them to complete them, and so authorities and OSH staff can access them. Generally, a paper-based or electronic system can be used to establish and maintain these records. Other requirements may include: Completion of a specified form/report to record or report certain occurrences. OSH authorities may provide electronic samples of documentation that must be kept by businesses Completion of records, reports or forms within a set time. For example, there may be a requirement to notify OSH authorities within 24 hours of certain workplace accidents 63

70 Element 4: Maintain health and safety records Need to make nominated documents available to OSH Inspectors on request Filing of nominated documents for a set period such as for seven years. It is vital information about employees is kept confidential and only released to those entitled to have access to it. What are the legal requirements? The following notes indicate possible requirements applying in relation to OSH. They are indicative rather than prescriptive. The requirements of individual countries will vary so it is, again, vital you contact local OSH authorities to determine what actually applies. It is possible legislation (Acts and regulations) specify requirements for collecting, keeping and providing certain types of OSH information and records. These may relate to: Information provided to employees as necessary to enable them to perform their work in a safe manner without risks to health. This information is required to be supplied in appropriate languages to meet the language needs of workers Records relating to the health and safety of the employees including the results of monitoring activities where legislation (or business policies) require such records to be kept. For example, some businesses may test the hearing and/or general health of staff Injury register. A 'Register of Injuries' or an 'Injury Report Book' must be maintained to keep track of all workplace injuries. This record must contain details of any accidents or injury including: Worker's name and job details Time and date of injury Exact location where injury or illness occurred How it happened The nature of the injury or illness and the body parts affected Names of any witnesses Name of person entering details in the register Date employer was notified Hazardous Substances/Dangerous Goods/Chemicals register listing all the chemicals and hazardous substances used in the business Training action plans which set out the courses/osh topics to be covered by workplace training including when and where these courses will be conducted Training records indicating the specific OSH training provided, when it was provided and who it was provided to Incident notification. Where accident or injury occurs in the workplace of a certain severity or type such as death, or serious injury (sometimes referred to as a notifiable incident or similar term) there is a need to complete, forward to the authorities and maintain official forms and records. 64

71 Element 4: Maintain health and safety records Serious injury may be seen as anything requiring: Medical treatment within 48 hours of exposure to a substance Immediate treatment as an in-patient in a hospital Immediate medical treatment for: Amputation Serious head injury Serious eye injury Separation of skin from underlying tissue (for example degloving or scalping) Electric shock Spinal injury Loss of bodily function Serious lacerations Consultation records such as minutes of OSH Committee meetings, diaries of meetings, agendas for meetings, names of committee members, consultation decisions and follow-up action Checklists completed when undertaking workplace OSH inspections such as Monitoring Inspection Records and Workplace OSH Inspection Checklists Hazard identification and risk assessment reports and records documents used to conduct an analysis of specific identified risks in the workplace such as Job Safety Analysis sheets including details of actions/controls decided on Team member hazard reports. These are written reports made by staff (or by HSRs as a result of a verbal report from staff) identifying what is believed to be a workplace hazard worthy of investigation and/or action Results of investigations into workplace OSH events (including near misses ) which may include photographs, witness statements, medical reports Reports provided by Inspectors from the local OSH authority/agency following an inspection of the workplace or attendance in response to a request or complaint Documentation relating to the insurance of workers to cover them for workplace accidents, injury or illness including details of claims made against that insurance company Agreed Issue Resolution procedures. These are the protocols to address workplace OSH issues/grievances. They are established in the workplace and agreed to by management and workers as the most effective or practical way to address identified problems Monitoring reports. These are reports reflecting the monitoring of OSH initiatives and requirements in the workplace including recommendations for change. These reports will focus on the effectiveness of risk controls, safe work practices, consultation processes and OSH information provided to personnel Return to Work documentation detailing the plan devised to assist injured workers return to work after an accident or incident Records from suppliers stating the products they supply are safe and compliant with all legislated requirements. 65

72 Element 4: Maintain health and safety records 4.2 Aggregate information and data from work area records are used to identify hazards and monitor risk control procedures in work area Introduction Workplace OSH records are vital in providing evidence to use as the basis for determining the effectiveness of existing OSH strategies. This Section indicates how these records can be used as a management tool. Need to refer to workplace data There is little point in collecting OSH information unless it is used for some effective workplace purposes. Reasons for collecting this information include: Identifying need for OSH training Identifying workplace hazards Monitoring and evaluating the effectiveness of workplace OSH policies, practices and protocols Providing a source of data for considerations relating to risk assessment analysis and/or risk control development Providing evidence regarding the implementation of OSH initiatives. Using checklists Test the design of the forms Checklists are useful for all manner of things in any workplace. They are especially applicable for OSH inspections and maintenance checks in the business as they can help collect information to identify actual and potential problems. To ensure information collection, analysis and distribution strategies are developed to meet individual workplace need, it is important to: Test whether enough information has been collected to identify the underlying causes of accidents and incidents Be confident no under-reporting or over-reporting is occurring Check all potential users of the information will be able to obtain the information they need from the records being maintained. Well-designed inspection and monitoring documentation will: Show changes in normal activities or exposure levels Indicate new or changed risks Show developing patterns 66

73 Element 4: Maintain health and safety records Indicate any potential widespread problem Show whether corrective action has been taken to control identified hazards Indicate the effectiveness of risk controls/corrective action Allow checks on the implementation of preventive strategies Check whether assigned OSH roles and functions are being carried out Identify the causes of incidents, illness and dangerous occurrences. One type of injury happening repeatedly may point to a hazard needing control. It may be possible to collect enough statistics and data from the first aid room to see trends when single incidents do not seem to be connected. Using OSH committee minutes and details of issues raised and resolved Health and Safety Committee information can be used to: Map the issues raised within the Committee and assess patterns Monitor the actions agreed by the Health and Safety Committee Reveal any underlying problems causing hazards Monitor procedures for controlling risks Identify training needs Identify the need for particular policies and procedures Identify the hidden costs of incidents. Using incident or dangerous occurrence investigation reports The information in incident reports will highlight the area, job position, injury or illness, incident type and time of the incident. This information can help to: Identify hazards, assess risks and initiate possible suitable risk control measures Identify unsafe work practices or situations Identify training needs Suggest new or changed procedures. Comparing past performance will help to assess the effectiveness of current preventative strategies and determine whether or not there is a need to do a more detailed investigation regarding, for example, the causes of particular incidents. The workplace incident, injury or dangerous occurrence reports should give a broad indication of the effectiveness of the overall health and safety system of the business. A sample Incident Report appears below. 67

74 Element 4: Maintain health and safety records Sample Incident Report form Part A: To be completed by the injured worker Details of injured/ill staff member: Staff number: Surname: Given names: Home address: Job title: Phone number: Staff member's normal working hours: am/pm to: am/pm Has the injured/ill staff worker returned to work since the injury? (please check one) Yes (go to injury/illness details) No Date and time work ceased: Date: / / Time: am/pm Has the injured/ill staff worker returned to work since the injury? Yes No Injury/illness details. Type of injury (please check where applicable) Fracture/dislocation Skin disorder Damage to artificial aids Burn/scald Contusion/crush Bite/sting Cut/abrasion (first-aid only) Poison Strain/sprain Open wound (medical treatment) Amputation Other Location of injury/illness (e.g., left arm, right hand, leg, back, head and neck): 68

75 Element 4: Maintain health and safety records First aid/medical treatment If any first aid or medical treatment was required, please state name and phone number of first aid/medical attendant: Name: Phone number: Please list all items used from first aid kit (including multiple use/non-disposable items) Details of incident Date of incident: / / Time of incident: am/pm Date incident reported: / / Location of incident: Primary reason for injury/illness/dangerous occurrence. (please check where applicable) Slip, trip or fall Noise or vibration Struck by a moving object Body stress (exertion to muscles, tendons, ligaments and bone) Hitting objects with part of the body Biological exposure (germs, viruses and bacteria) Other: 69

76 Element 4: Maintain health and safety records Brief description of incident: If any witnesses, please state name and phone number: 1. Name: Phone number: 2. Name: Phone number: 3. Name: Phone number: Any further comments: Part B: To be completed by the Supervisor Action (if any) taken to prevent the incident from occurring in the future: To conclude An effective OSH information system is an essential part of an active, preventive approach to OSH. Keeping certain health and safety records is commonly a legal obligation so it makes sense to be able to use those records to develop and monitor your preventive strategies. An OSH information system is not a substitute for an effective prevention strategy but it will help record the progress of the OSH management system. It is important to remember the best system in the world is no use unless the information is used to prevent injuries and illness at their source and to benchmark workplace performance. 70

77 Element 4: Maintain health and safety records Work Projects It is a requirement of this Unit that you complete Work Projects as advised by your Trainer. You must submit documentation, suitable evidence or other relevant proof of completion of the project to your Trainer by the agreed date. 4.1 Prepare and provide a submission: Identifying all the OSH records required to be kept (according to legislated requirements and organisational requirements) by your workplace Provide photographic, video, documentary or other evidence you have: Completed two OSH records (from the list prepared in response to the requirements of Work Project 4.1) Used information from workplace OSH records to either: - Identify a workplace hazard or a workplace safety trend - Monitor workplace safety - Assess the effectiveness of the overall workplace safety management system. 71

78 Element 4: Maintain health and safety records Summary Maintain health and safety records When maintaining health and safety records: Identify the OSH records required by legislation to be created and maintained Complete OSH records in a timely manner, completely, accurately, honestly and legibly Enables ready access to forms, documents and registers so staff can complete them as required File OSH records as required by law Notify OSH authorities/agencies when required if nominated events, accidents or injuries occur in the workplace Ensure a Register of Injuries is established and completed whenever a workplace injury occurs Keep a record of all OSH training provided Use workplace documentation to determine the effectiveness of business OSH management and strategies Use OSH workplace documentation to identify safety problems and/or injury trends and data Make changes to workplace safety protocols based, in part and as required, on the aggregated information and date contained in workplace safety records. 72

79 Presentation of written work Presentation of written work 1. Introduction It is important for students to present carefully prepared written work. Written presentation in industry must be professional in appearance and accurate in content. If students develop good writing skills whilst studying, they are able to easily transfer those skills to the workplace. 2. Style Students should write in a style that is simple and concise. Short sentences and paragraphs are easier to read and understand. It helps to write a plan and at least one draft of the written work so that the final product will be well organized. The points presented will then follow a logical sequence and be relevant. Students should frequently refer to the question asked, to keep on track. Teachers recognize and are critical of work that does not answer the question, or is padded with irrelevant material. In summary, remember to: Plan ahead Be clear and concise Answer the question Proofread the final draft. 3. Presenting Written Work Types of written work Students may be asked to write: Short and long reports Essays Records of interviews Questionnaires Business letters Resumes. Format All written work should be presented on A4 paper, single-sided with a left-hand margin. If work is word-processed, one-and-a-half or double spacing should be used. Handwritten work must be legible and should also be well spaced to allow for ease of reading. New paragraphs should not be indented but should be separated by a space. Pages must be numbered. If headings are also to be numbered, students should use a logical and sequential system of numbering. 73

80 Presentation of written work Cover Sheet All written work should be submitted with a cover sheet stapled to the front that contains: The student s name and student number The name of the class/unit The due date of the work The title of the work The teacher s name A signed declaration that the work does not involve plagiarism. Keeping a Copy Students must keep a copy of the written work in case it is lost. This rarely happens but it can be disastrous if a copy has not been kept. Inclusive language This means language that includes every section of the population. For instance, if a student were to write A nurse is responsible for the patients in her care at all times it would be implying that all nurses are female and would be excluding male nurses. Examples of appropriate language are shown on the right: Mankind Barman/maid Host/hostess Waiter/waitress Humankind Bar attendant Host Waiter or waiting staff 74

81 Recommended reading Recommended reading Grammeno, G., 2009 (8 th ed n), Planning Occupational Safety and Health: a guide to OSH risk management, CCH Australia. Hickman, A., 2010, Follow health, safety and security procedures, William Angliss Institute, Melbourne. Hickman, A., 2010, Implement and monitor health, safety and security practices, William Angliss Institute, Melbourne. Parkin, J., 2003, CHCHOS401: Implement and monitor OSH policies and procedures for a workplace, Centre for Applied Learning Systems, Adelaide. WorkCover Corporation, 2000, Managing Occupational Safety and Health in the hospitality industry a training manual, WorkCover Corporation, South Australia. WorkSafe Victoria, 2011, Officewise: a guide to health and safety in the office a handbook for workplaces, WorkSafe Victoria at ficewise_web.pdf?mod=ajperes WorkSafe Victoria, Manual handling: Code of practice, WorkSafe Victoria at OP25_manualhandling.pdf?MOD=AJPERES WorkSafe Victoria, 2001, A guide to risk control plans, WorkSafe Victoria at uide_riskcontrol.pdf?mod=ajperes WorkSafe Victoria, 2006, Employee representation a handbook for workplaces, WorkSafe Victoria at WSV WEBsmall.pdf?MOD=AJPERES WorkSafe Victoria, 2007, Your health and safety guide to consultation, WorkSafe Victoria at ficewise_web.pdf?mod=ajperes Internet

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83 Trainee evaluation sheet Trainee evaluation sheet The following statements are about the competency you have just completed. Please tick the appropriate box Agree Don t Know Do Not Agree Does Not Apply There was too much in this competency to cover without rushing. Most of the competency seemed relevant to me. The competency was at the right level for me. I got enough help from my trainer. The amount of activities was sufficient. The competency allowed me to use my own initiative. My training was well-organized. My trainer had time to answer my questions. I understood how I was going to be assessed. I was given enough time to practice. My trainer feedback was useful. Enough equipment was available and it worked well. The activities were too hard for me. 77

84 Trainee evaluation sheet The best things about this unit were: The worst things about this unit were: The things you should change in this unit are: 78

85 Trainee self-assessment checklist Trainee self-assessment checklist As an indicator to your Trainer/Assessor of your readiness for assessment in this unit please complete the following and hand to your Trainer/Assessor. Yes No* Element 1: Provide information on health and safety procedures 1.1 Explain relevant health and safety information, including enterprise specific details, accurately and clearly to staff 1.2 Make health and safety information accessible to staff Element 2: Implement and monitor procedures for controlling hazards and risks Identify and report workplace hazards and risks promptly by maintaining close contact with day to day workplace operations Implement and monitor risk control procedures in accordance with enterprise and legal requirements 2.3 Evaluate and adjust risk control procedures as required Element 3: Implement and monitor health and safety training 3.1 Identify health and safety training needs through regular workplace monitoring 3.2 Arrange training interventions as appropriate on a timely basis Element 4: Maintain health and safety records Complete records accurately in accordance with enterprise and legal requirements Aggregate information and data from work area records are used to identify hazards and monitor risk control procedures in work area Statement by Trainee: I believe I am ready to be assessed on the following as indicated above: Signed: Date: Note: For all boxes where a No* is ticked, please provide details of the extra steps or work you need to do to become ready for assessment. 79

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