Sample Health and Safety Manual
Sample Health and Safety Manual
Objectives
The {organisation name} health and safety programme aims to:
promote excellence in health and safety management continually improve current health and safety performance provide a safe and healthy work environment identify and control actual and potential hazards establish and maintain communication on health and safety support staff participation in health and safety matters identify needs and provide training on health and safety demonstrate a commitment to the accurate reporting and recording of health and safety matters comply with legal and organisational obligations.
Legislative requirements
The Health and Safety in Employment Act 1992 requires employers to take all practicable steps to ensure the health and safety of staff members at work by: providing a safe working environment providing and maintaining facilities for staff members safety and health ensuring plant and equipment on the premises are safe ensuring staff members are not exposed to hazards developing emergency procedures ensuring that no action or inaction by staff members is likely to cause harm to themselves or any other person.
An annual plan is developed and can be found with Health and Safety Meeting Minutes at the back of this manual.
Other people who have duties under the Act include persons in control of places of work; self-employed people; principals to a contract; contractors and subcontractors; and staff members. The Health and Safety in Employment Regulations 1995 impose duties on employers in respect of the workplace, certain staff members, and types of work. The Resource Management Act, the Building Act, the Fire Service Act, the Hazardous Substances and New Organisms Act, and the Injury Prevention, Rehabilitation, and Compensation Act also include health and safety elements.
Accountability
The {CEO} as the employer representative has ultimate accountability for the health and safety of all staff. This is provided for by: Demonstrating continuous improvement through a systematic approach to occupational health and safety matters that includes setting specific objectives, systems and programmes in partnership with staff and reviewing these yearly (refer appendices 1 and 2). Documenting and communicating the health and safety policy and holding staff members responsible for supporting the policy and related procedures. Taking appropriate actions (including disciplinary actions) in the event of unacceptable performance or behaviour, consistent with normal operational practice. Incorporating health and safety as an element in position descriptions and as a measurable outcome of an individuals performance appraisal where appropriate. Expecting all staff to share the responsibility for meeting the requirements of health and safety legislation and maintaining ongoing accountability through the roles and responsibilities defined below.
The Administrator {CEO or delegated manager} has key responsibilities for developing, implementing and improving the health and safety management system as an integral part of day-to-day operations. These include the following: providing leadership and direction in matters of health and safety developing staff commitment to achieving excellent health and safety standards establishing, monitoring and achieving overall health and safety goals and objectives ensuring that all staff members receive appropriate induction training, and are involved in the improvement of systems and practices where relevant (refer appendix 3 at the back of the employee health and safety handbook) ensuring health and safety representatives receive appropriate training (for courses available from the employment relations service, see the website www.ers.dol.govt.nz) conducting regular health and safety inspections maintaining up-to-date information on changes to health and safety legislation, regulations, codes of practice and standards acting in the capacity of the health and safety representative ensuring any changes to the health and safety manual are distributed to staff and the manual is kept up to date and is managed as a controlled document.
Employees will be involved in the selection of health and safety representative members through informal discussion and agreement at a general staff meeting. Any employee wanting to be on the health and safety committee may self-nominate and will as a result be invited to attend the committee meetings. Changes to the committee will be communicated via email to all staff. Any employee is welcome to attend a health and safety committee meeting. The date and time of meetings will
An extraordinary meeting will be held in the event of a serious harm injury being investigated. The health and safety manual will be reviewed two-yearly by the {CEO} in consultation with staff and in conjunction with ACC self-assessments.
Employee Consultation
Staff are encouraged to actively participate in health and safety meetings. Where changes to existing policies are being considered, staff will be invited to comment and participate in the consultation process prior to implementation of changes. Staff may have their nominated representative participate or advocate on their behalf as part of the consultation process.
References
The Health and Safety in Employment Act 1992 and Amendment The Health and Safety in Employment Regulations 1995 Other relevant regulations and codes of practice Employee Health and Safety Handbook
Hazard management
Purpose
To further improve the method for systematically identifying, assessing and controlling hazards in the workplace as required by the Health and Safety in Employment Act 1992.
Scope
The procedures apply to all {organisation name} activities.
Responsibilities
The {CEO} is responsible for:
conducting regular health and safety inspections maintaining the hazard register (appendix 6) including identification and risk analysis working with staff to control identified hazards authorising specialist consultants to be contracted where existing staff competency is not available to identify, eliminate or minimise hazards (for example assessment of workstations).
Procedure
Hazard management steps include:
1. 2. 3. Identification describe the hazard and state the location of the hazard Risk analysis rate the risk Control Recommend the control measure (eliminate, isolate or minimise).
Complete details on the hazard management register (appendix 6). If difficulties are experienced in identifying, eliminating or controlling hazards, the {CEO} will engage an outside contractor with appropriate experience (e.g. BWA Group).
Working Environment Area used and its physical condition Workplace layout Location of material/equipment and distances moved Types of equipment used Energy hazards Hazards which could cause injury Characteristics of materials, equipment Hazards which could cause ill health Psycho-social environment Organisation environment 2.
Human Factors Knowledge and training Skills and experience Health, disabilities, fitness Age and body size Motivation Risk perception and value systems Protective clothing, equipment, footwear Leisure interests
Tasks Task analysis Working postures and positions Actions and movements Duration and frequency of tasks Loads and forces involved Intensity Speed/accuracy Originality Work organisation
Analyse any near miss accidents that may have been recorded in the incident and accident register or documented in the minutes from health and safety meetings
Almost certain Will occur in most circumstances, e.g. 80%+ chance of occurring
Impact scale
Score 1 2 3 Scale Minimal Minor Moderate Severity of accident or illness Negligible injury or illness Minor injury or illness requiring minor first aid and/or less than one weeks recovery Injury or illness requiring advanced first aid and medical visit (e.g. GP or hospital visit) and/or 1-6 weeks recovery Injury or illness requiring advanced first aid and emergency medical assistance (e.g. hospitalisation) and/or more than six weeks recovery Injury or illness requires immediate emergency medical assistance and may result in permanent or longterm disabling effects or death. Hospitalisation likely to be for more than six weeks
Major
Extreme
Table: Adapted from Interaction of people, tasks, and environment for hazard analysis (developed from Hay 1992, and OSH 1991: P10) Likelihood scale.
A risk assessment category (critical, high, moderate or low) for each hazard is compiled by using the chart below. Hazards with the highest rating are given priority.
Impact Likelihood Almost certain Likely Possible Unlikely Rare Minimal H Minor H Moderate C Major C Extreme C
M L L L
H M L L
H H M M
C C H H
C C C H
Legend:
C H M L Critical risk; immediate action required High risk; senior management attention is needed Moderate risk; management responsibility must be specified Low risk; manage by routine procedures
The risk assessment category is entered into the Risk Score column beside the hazard on the Hazard Management form. Significant Hazards are identified according to the definition above.
Step 3 Control
Where a significant hazard is to be controlled, this must, if practicable, be by elimination. Where elimination is not practicable then the hazard must be isolated. Only where both elimination and isolation are not practicable are methods of minimisation to be applied. If a minimisation strategy is used, the Act requires monitoring of employees exposure to the hazard. In this event, a schedule should be developed and implemented whereby the Health and Safety Representative {CEO} regularly monitors 3 the hazard noting variances and taking appropriate action where necessary (such as obtaining expert advise).
Definitions
Hazard means an activity, arrangement, circumstance, event, occurrence, phenomenon, process, situation or substance (whether arising or caused within or outside a place of work) that is an actual or potential cause or source of harm. In effect a hazard can be interpreted as anything that can cause harm in terms of human injury or ill health, damage to property, damage to the environment or a combination of all these. Hazard Identification is the process of recognising that a hazard exists and defining its characteristics. Hazard Assessment is the overall process of determining whether a hazard is significant.
Through a prescribed timetable, for example undertaking a regular survey or internal audit.
Significant hazard means a hazard that is an actual or potential cause or source of: Serious harm; or Harm (that is more than trivial) the severity of whose effects on any person depends on the extent or frequency of the persons exposure to the hazard; or Harm that does not usually occur, or is not easily detectable, until a significant time after exposure to the hazard.
Harm means illness, injury or both. The term is only used in the context of harm that is more than trivial. Serious harm is essentially a work-related injury, illness or condition that will result in admission to hospital for 48 hours or more or being off work for more than one week.
References
The Health and Safety in Employment Act 1992 and Amendment.
Scope
This policy applies to all staff members of {organisation name}.
Purpose
To provide systems and procedures for proactively managing the risk factors that may contribute to a range of occupational overuse type conditions.
Responsibilities
The {CEO} is responsible for:
taking all practical steps to ensure that there is compliance with the OSH Code of Practice (COP) for Visual Display Units4 ensuring all staff at risk attend an OOS awareness training session in their first month of employment and as may be required encouraging staff to report any work-related pain to the {CEO} as early as possible ensuring the work environment of any staff who do develop symptoms is monitored and all practicable steps are taken to remedy any deficiencies facilitating an early return to work for any staff member who has been absent through an OOS-related injury where possible.
Procedures
Pre-employment procedures
Managers will seek to establish if the prospective staff member suffers from any gradual process injury that the particular job may aggravate or contribute to, by checking the statement on the application form.
Laptop computers should not be chosen for continuous use at work unless they are plugged into a conventional monitor and/or keyboard.
Existing staff
Individual staff members should adjust their own workstation to maintain a comfortable working position, vary tasks, practise micro-pauses and take other breaks. They must report any problems to the health and safety representative, who in turn may request a full workstation assessment from a properly trained Workstation Assessor. The Workstation Assessor will work with the staff member to recommend changes or adjustments, and will provide a brief summary of findings to the employee and {CEO}. (An example of a workstation assessment form is provided in appendix 3.) Early warning symptoms should not be ignored in the hope that the pain will go away. If discomfort during work activities persists for more than a few days the following actions should be taken. By taking these steps individuals will be making important decisions about stopping the symptoms from worsening and developing into a possibly serious and long-term condition.
Standards
Approved Code of Practice for the Use of Visual Display Units in the Place of Work; Guidelines to the Selection and Purchase of Workstation Furniture and Equipment.
Definitions
The Health and Safety in Employment Act defines Serious Harm (in part) as a condition that amounts to or results in permanent or temporary severe loss of bodily function.
References
The Health and Safety in Employment Act (1992) and Amendment The current Approved Code of Practice for the Use of Visual Display Units in the Place of Work published by the OSH service of the Department of Labour Guidelines to the Selection and Purchase of Workstation Furniture and Equipment The Accident Reporting and Rehabilitation Policy Record of Accident/Incident/Serious Harm
Scope
This policy applies to employees of and visitors to {organisation name}.
Purpose
This policy was developed to meet the requirements of the Smoke-free Environments Act 1990 and the Smoke-free Amendment Act 2003 and is based on the following principles: 1. 2. 3. Everyone is entitled to a smoke-free environment in all the areas normally used for work. Everyone who does not smoke, or who does not wish to smoke in their place of work, must, as far as is reasonably practicable, be protected from tobacco smoke in their place of work. The implementation of this policy depends on everyone responding courteously to the desire for a smoke-free environment.
Responsibilities
The {CEO} is responsible for:
The maintenance of smoke-free signage.
Procedure
Smoke-free buildings:
Smoking in buildings is prohibited as it endangers the safety of others, creates an unhealthy environment and causes damage to property. In the event that an employee chooses to smoke, a designated area, such as a sheltered balcony outside of the premises, should be used.
Passive smoking:
Smoking is permitted in outside areas, provided others are protected from smoke drift and passive smoking by the smoker keeping their distance from people, and opening windows and doors within their close proximity.
Complaints:
Complaints regarding smoking and suggestions or complaints regarding a smoke-free environment should be brought to the attention of the {CEO}.
References
Smoke-free Environments Act 1990 Smoke-free Amendment Act 2003
Stress at work
Policy statement
{Organisation name} recognise the responsibility of the employer to actively reduce and manage stress in the workplace. Stress may arise from both personal and organisational sources. {Organisation name} clearly has a degree of control only over the latter, and these guidelines provide a framework for stress management in the workplace.
Scope
This policy is applicable to all staff.
5 6
Professor Michael ODriscoll. Quick J.C., Quick J.D., Nelson D.L., & Hurrell Jr J.J., Preventive Stress Management in Organizations 1997.
Purpose
To assist all staff to understand the causes of stress, and work together in ways that encourage positive responses to work demands. To enable staff to identify indicators or symptoms of stress and to assess the extent to which they or other individuals are responding positively or negatively. To encourage managers and staff to seek information and early assistance in managing their own stress in a constructive way. To provide information and advice regarding the causes and impact of stress in the work situation, and offer some ways for managing stress positively. To have procedures for dealing with negative stress or distress effectively.
Responsibilities
The {CEO} is responsible for:
facilitating training and information for managers in effective management practices and styles, covering the nature of stress, and promoting responsible prevention and rehabilitation attitudes towards it as determined by the {CEO} providing up-to-date and accessible information on stress adjusting the physical environment, the workload, task design, pacing of work and work schedules to alleviate significant stress/distress for an individual, in full consultation with the individual concerned making free specialist counselling available for staff.
Prevention
allow staff to participate in collaborative decision-making. allow staff to exercise as much autonomy and control as is practical. provide training to enable work to be done most effectively. provide accurate, fair and prompt feedback on performance consider job design, job descriptions and performance targets with the aim of reducing unnecessary stressors. consult with employees to identify stressors in the workplace. Promote activities that make the workplace healthier, more stimulating and more fun. Carefully match people to jobs by considering their individual skills, capabilities and needs.
Early intervention
Act immediately if a staff member seems overly stressed. Explore whether their stress is in any way job related, discuss ways of alleviating it in the short term initially, and then focus on the sources of stress to consider long-term solutions. Short-term solutions could include sharing tasks amongst other staff, taking leave, or adopting flexible or reduced hours. Long-term solutions should aim to eliminate or minimise the cause of stress where possible the preventative strategies outlined above should be used.
References
The Health and Safety in Employment Act 1992 and Amendment
Manual handling
Purpose
To provide a starting point for the identification, assessment, prevention and control of the hazards and risks associated with manual handling in the workplace.
Scope
The policy is applicable to all employees.
Responsibilities
The {CEO} is responsible for:
identifying the manual handling tasks that are likely to be a risk to health and safety, in the office workspace, reassessing the risks on a regular basis, taking steps to control those risks, and reviewing the effects of controls. The code of practice for manual handling provides a method that can be used to analyse such tasks in order to establish the healthiest and safest ways of preventing harm to staff members providing information and training for staff about the hazards they are exposed to or that they may create and what controls are in place.
Definitions
The Code of Practice for Manual Handling published jointly in June 2001 by OSH and ACC defines manual handling as:
any activity requiring a person to lift, lower, push, pull, carry, throw, move, restrain, hold, or otherwise handle any animate, or inanimate object.
Accident management
Policy statement
A safe and healthy work environment is fostered through a partnership where all involved combine their efforts and share the responsibility for work-related personal injury prevention and management. Early reporting is essential to this process and {organisation name} has a specific accident reporting and investigation form that must be used in the event of all work accidents, incidents and OOS type conditions. A staff member injured at work who needs medical treatment must provide {organisation name} with a copy of the completed ACC forms, and, if time off work is also required, must provide a medical certificate.
Scope
This policy applies to employees of {organisation name}, including fixed-term, part-time and casual staff.
Purpose
To provide consistent procedures for recording and investigating work-related incidents and accidents and to set out the work-related personal injury claim process.
Responsibilities
To assist {organisation name} in meeting its aims in the prevention and management of work-related personal injury, there are responsibilities for the employer through line managers working in partnership with employees.
Staff members
Every staff member is responsible for: observing any established health and safety procedure that relates to the work performed participating in relevant health and safety training, e.g. OOS prevention, manual handling accurately reporting and documenting all accidents, incidents and observed hazards to the {CEO} obtaining initial medical treatment from a registered treatment provider of his/her choice (this must be a registered medical practitioner if lost time is involved) providing a copy of the completed ACC forms and, if lost time is involved, a medical certificate from the registered medical practitioner, to the {CEO} reporting non-work injuries resulting in time off to the {CEO} as soon as possible.
Procedures
Pre-employment injury prevention procedures
The person or agency responsible for recruitment will check information provided as part of the application process to ensure that prospective staff members have stated that they are physically and medically fit to perform the duties of the position for which they have applied before appointment is finalised.
The person is suffering from pain which is significantly more than discomfort, and considers it work related. The person is unable to carry out, or is directed not to carry out, normal duties for a period of more than seven calendar days, irrespective of whether they take sick leave. The person has voluntarily obtained, or been directed to obtain, medical help for the condition. A diagnosis of an OOS type condition that is or could be work related is made by a medical practitioner.
Definitions
Work-related personal injury is a personal injury that the staff member suffers as set out in the Injury Prevention, Rehabilitation, and Compensation Act. This includes a definition of personal injury caused by a workrelated gradual process, disease or infection. Lost time accidents are work-related personal injuries that result in more than a day off the job (i.e. the staff member is unable to resume work the day after a personal injury has occurred). Treatment provider means a registered medical practitioner if time off work is required, or a registered health professional such as a physiotherapist, chiropractor etc. if time off work is not necessary.
References
Injury Prevention, Rehabilitation, and Compensation Act 2001 Privacy Act 1993 Human Rights Act 1993 Health and Safety in Employment Act 1992 and Amendment
Rehabilitation policy
Policy statement
{Organisation name} is committed to initiating vocational rehabilitation programmes whenever appropriate for work-related personal injury (all staff) and for non-work personal injury (excludes contracted staff who fall outside the definition of employee). The aim is to assist optimum recovery, early return to work and resumption of normal lifestyle without undue delay. The benefits of rehabilitation are greatest when the process is begun as soon as possible. Staff are expected to participate fully in their own rehabilitation programme which will be established through a consultative approach. The injured person is entitled to support, advice and representation from their nominated representative 8. Medical information will be obtained with formal consent from the staff member and will be treated confidentially.
Purpose
Through planned rehabilitation, to manage proactively the early return of staff members to as normal a life as possible, having regard to the consequences of the personal injury.
Rehabilitation procedure
Early return to Work for full-time and part-time employees
A staff member who has experienced work-related personal injury and who has taken time off to recover will be supported in a return to work as early as possible and in accordance with medical advice. This involves a partnership between the staff member and the {CEO}, medical treatment providers and others as appropriate in the circumstances. At any stage the staff member can choose to be accompanied by a representative or support person. An early return to work may involve a modification of the persons working environment, alternative duties for a temporary period, and/or changes to the normal hours of work.
Medical information
The staff member must give a copy of their completed ACC forms, or medical certificate, from the treatment provider (this must be a registered medical practitioner if lost time is involved), to the {CEO}. The medical certificate will state the staff members capacity or incapacity for work and specify a date for review (second visit) by the treatment provider. Selected or restricted activities may also be specified for a certain period of time. If the injured person is off work for more than seven consecutive days they must provide a medical certificate confirming they are fit for work to the {CEO}.
Regular review
The {CEO} will review the rehabilitation programme in consultation with the staff member at regular intervals (usually every two weeks) involving others as appropriate. Where uncertainty exists about the suitability of duties being performed or where the progress of a staff member is slower than anticipated, the {CEO} will seek additional professional assistance as appropriate.
Definitions
Rehabilitation means a process of active change and support with the goal of restoring the staff members health, independence and participation to the maximum extent practicable. It comprises treatment, social rehabilitation and vocational rehabilitation. Rehabilitation plan means an individualised rehabilitation programme to facilitate the early and safe return of the staff member to the same or equivalent duties as those previously performed on a long-term basis. Alternative duties are early return to work interventions. They may include alternative work, or other forms of action appropriate for the staff member. These duties are a temporary modification of the employees work tasks. They must not aggravate the personal injury or delay healing, must be compatible with the business of the organisation, and be subject to regular review. A staff member may be fit for alternative duties from the occurrence of the personal injury, or when improvement has occurred following a period of being unfit for work. Serious harm means resulting in a condition that amounts to or results in permanent loss of bodily function, or temporary severe loss of bodily function and/or any harm that causes the person to be hospitalised for a period of 48 hours or more.
References
Injury Prevention, Rehabilitation, and Compensation Act 2001 Privacy Act 1993 Human Rights Act 1993 Health and Safety in Employment Act 1992 and Amendment
Emergency management
Policy
{Organisation name} recognises the need to be prepared for emergency situations that may be encountered while at work.
Scope
This policy applies to all full-time and part-time {organisation name} employees and contractors.
Responsibilities
The {CEO or other delegated person, e.g. H&S representative} is responsible for:
acting as the warden for {organisation name} ensuring all staff receive emergency preparedness training maintaining emergency supplies of water and provisions in accordance with civil defence requirements maintaining a register of those staff who may require special assistance in the case of an emergency requiring evacuation.
Procedures
1. When emergency services are required
For emergency services dial 1 for an outside line then 111 and ask for the service you require: FIRE AMBULANCE POLICE. Stay calm, give your name, details of the emergency, and street address - which is {Enter in organisation address here} PHONE NUMBER {Enter in organisation phone number here}. Visitors Visitors are the responsibility of the person they have called to see.
2.
Fire
Ensure you are familiar with the building evacuation scheme or evacuation procedure. If you discover a fire: activate the alarm and dial 111 alert people in your area and the warden (the {CEO} is the {organisation name} warden) or a health and safety representative in his/her absence do not extinguish the fire unless there is no personal danger to you or anyone else if time permits and there is no danger, close all doors and windows evacuate the building following the evacuation procedure or scheme after evacuation meet at the assembly point.
If the fire alarm sounds: walk quickly to your nearest exit (do not use lifts) make sure any visitors leave the building with you do not stop to take personal items with you keep to the left of the stairs meet at the assembly area {specify where this is} and report to the building or floor warden.
3.
Earthquake
Keep calm. Move away from windows, equipment and shelves that may fall. Take cover under solid furniture such as tables and desks. Do not try to evacuate until the shaking has stopped. Be prepared for aftershocks.
When the shaking stops: keep calm and help those who need assistance warden will turn off all electrical sources and gas taps wait for orders from your warden check for hazards and extinguish any fires if safe to do so evacuate if instructed to do so listen to the radio for civil defence instructions.
If you need to evacuate or the fire alarm sounds: use evacuation procedures to leave the building keep together follow the wardens instructions meet at the assembly area {specify where this is}.
4.
5.
6.
Unwanted visitor
keep calm, make no sudden movements do what the offender asks try to memorise as many details about the offender as possible notify police as soon as it is safe to do so. Leave the phone line open until police arrive.
7.
Bomb threat
When a bomb threat is received, or a suspicious object is discovered, it must be treated as genuine until proven otherwise. Do not touch or move any suspicious object. Treat unusual or suspicious objects as a bomb, as they can be made to resemble almost anything. The Police will determine the action to take with the object. Keep calm. Keep the person talking dont interrupt. Let them feel in charge keep the person on the line, dont hang up. Ask Bomb Threat Checklist questions and record responses (refer appendix 8). Do not operate the manual alarm points or electrical switches, or use a mobile telephone as this may activate the device. Attract assistance if possible and have this person alert staff and notify Police on 111. Evacuate the building if directed to do so by the Police (but do not hang the phone up on the caller).
First aid
Policy statement
{Organisation name} has a responsibility to take all practicable steps in providing effective first aid arrangements.
Purpose
To ensure safe and consistent care is taken when first aid may be required in the workplace.
Scope
This policy applies to all {organisation name} employees.
Responsibilities
The {CEO} is responsible for:
ensuring appropriate first aid supplies are provided at the {organisation name} office (see minimum list below) ensuring that first aid supplies are accessible to staff at the office being the designated first aid representative for {organisation name} holding an appropriate first aid certificate or other equivalent qualification ensuring a first aid register form and incident and accident register is completed in the event that first aid is rendered (refer appendix 4 and 5).
References
The Health and Safety in Employment Act 1992 and Amendment The Health and Safety in Employment Regulations 1995 Guidance Notes on Providing First Aid Equipment, Facilities and Training, OSH, Oct 2000
Addendum
{organisation name} Office first aid supplies
Note: Pain relief should not be included in first aid kits. Special provision for treating allergic reactions should be the responsibility of the person with the allergy.
Purpose
To ensure that employees are provided with adequate information, training and supervision on health and safety matters.
Scope
This policy applies to all {organisation name} employees.
Responsibilities
The CEO is responsible for ensuring that all newly appointed staff receive:
an induction to health and safety in the workplace (refer checklist, appendix 3, Health and Safety Toolkit) a copy of the Employee Health and Safety Handbook an opportunity to complete the induction process and gain familiarity with {organisation name} policies and procedures any additional training that is required as a result of specific work activities or requirements any protective clothing or equipment required for the position adequate supervision to ensure a safe workplace including a workstation assessment (refer checklist, appendix 3).
References
The Health and Safety in Employment Act 1992 and Amendment Employee Health and Safety Handbook
Responsibilities
The reception staff {or other nominated person} is responsible for:
ensuring details of any specific hazards that may be relevant to the visitor and/or contract worker are provided to the visitor and/or contractor advising the contractor on miscellaneous matters, such as how to activate the fire alarm, the location of fire extinguishers and first aid assistance, escape possibilities, and where and to whom the contractor should report in case of an emergency situation, or an accident advising visitors of any hazards and evacuation procedures in case of an emergency and of the policy that they must be escorted at all times maintaining a record of visitors and contractors on the premises and providing the contractor or any unescorted visitor with suitable identification (ID badge) ensuring there are strategies for on-site communications for contractors (e.g. site meetings).
References
The Health and Safety in Employment Act 1992 and Amendment The Health and Safety in Employment Regulations 1995 The Fire Safety and Evacuation of Buildings Regulations 1992 Visitors, and Contractors, Registers
Employer Outline of Health and safety programme (objectives) commitment Employer commitment including employer and employee to health and safety responsibilities Volunteers Health and safety committees Acknowledgment of and cross-reference to relevant legislation Quality systems that support health and safety such as internal audit Hazard identification Hazard identification process and risk analysis and management Managing hazards Stress at work Occupational Overuse Syndrome prevention Manual handling guidelines Smoke-free workplace Forms for hazard identification and analysis Accident reporting and management Definitions of accident and serious harm Procedures for investigating and recording accidents Making claims Rehabilitation employer commitment to vocational rehabilitation programmes and early return to work Forms for recording accidents and investigations Emergency planning First Aid and readiness Disaster management (fire, earthquake, flood) Management of an unwanted visitor, bomb threat Employee Induction process & training information, training Employee responsibilities and supervision Ongoing training and staff development Cross-references to employer commitment Employee involvement Contractors and visitors Employee participation Cross reference to health and safety committees Definitions Processes to ensure safety while on-site Responsibilities Event management Health and safety off-site Responsibilities and functional relationships with other stakeholders Checklists managing risk event management
Questions Who is your H&S Representative? Has this person had recent training in H&S? (specify what and when) Do you have a visitors book or other mechanism for monitoring and ensuring visitor safety? Do you have a contractors book or other mechanism for monitoring & ensuring contractor & staff safety? Do you provide information to visitors & contractors of hazards & emergency procedures? (How is this done?) Do you obtain information from contractors about hazards they may be bringing on-site? Do you have a qualified first aid person? (When does their First Aid Certificate expire?) Do you have first aid supplies? (Are they current & complete?) Have you identified hazards? Do you have a hazards register? (Is this regularly updated?) Have you had any expert assistance to identify or mitigate hazards? Have you had any incidents & accidents? Have incidents & accidents been recorded? What action has been taken as a result of incidents & accidents? Have you had regular H&S meetings? (If yes, how often?) Are there minutes of these meetings including who attended & action plans where applicable? Have you circulated any material relating to H&S in staff newsletters or emails over the past year? Have you any staff who are union members? Have staff been informed that they are able to have a representative or union representative assist them in relation to the H&S matters? Have staff participated in the review of any policies or procedures relating to H&S? Do you set yearly objectives for H&S?
Response
Do you have a management plan of how these objectives will be achieved? Have you undertaken a review of objectives to monitor progress toward achievement? Do you have copies of H&S inspections of equipment (e.g. of fire extinguishers) /fire drills etc? Do you have a fire warden? (If yes, has this person had fire warden training?) Do you have reference material available to staff and H&S matters in addition to any policies and procedures? Is there an orientation or induction process for new staff that includes H&S? Are H&S responsibilities assigned to managers or the H&S Representative written into the job description of those people? Are H&S responsibilities included in the performance review of staff?
G Wrists and hands to be straight (not bent up/down or sideways toward little finger) H I J Thighs to be about parallel to floor and lower legs to be about perpendicular to floor Feet to rest flat on floor or be supported by a stable footrest VDU tasks to be organised in a way that allows the employee to vary VDU tasks with other work activities, or to take micro-pauses while at workstation
Seating The chair 1 2 3 4 5 Backrest provides support for employees lower back (lumbar area) Seat width and depth accommodate specific employee (seat pan not too big/small) Seat front does not press against the back of the employees knees and lower legs (seat pan not too long) Seat has cushioning and is rounded/has waterfall front (no sharp edge) Armrests support both forearms while employee performs VDU tasks and do not interfere with movement Keyboard / Mouse The keyboard/input device is designed or arranged for doing VDU tasks so that 6 Keyboard/input device platform(s) is stable and large enough to hold keyboard and input device Input device (mouse or trackball) is located right next to keyboard so it can be operated without reaching Mouse is easy to activate and shape/size fits hand of specific employee (not too big/small) Wrists and hands do not rest on sharp or hard edge Monitor The monitor is designed or arranged for VDU tasks so that 10 Top line of screen is at or below eye level so employee is able to read it without bending head or neck down/back (For employees with bifocals/trifocals, see next item) 11 Employee with bifocals/trifocals is able to read screen without bending head or neck backward
7 8 9
12 Monitor distance allows employee to read screen without leaning head, neck or trunk forward/ backward 13 Monitor position is directly in front of employee so employee does not have to twist head or neck 14 No glare (e.g. from windows, lights) is present on the screen which might cause employee to assume an awkward posture to read screen Work Area The work area is designed or arranged for doing VDU tasks so that 15 Thighs have clearance space between chair and VDU table/keyboard platform (thighs not trapped) 16 Legs and feet have clearance space under workstation so employee is able to get close enough to keyboard/input device Y N
Accessories 17 Document holder, if provided, is stable and large enough to hold documents that are used 18 Document holder, if provided, is placed at about the same height and distance as monitor screen so there is little head movement when employee looks from document to screen 19 Wrist rest, if provided, is padded and free of sharp and square edges 20 Wrist rest, if provided, allows employee to keep forearms, wrists and hands straight and parallel to ground when using keyboard/input device 21 Telephone can be used with head upright (not bent) and shoulders relaxed (not elevated) if employee does VDU tasks at the same time (i.e. using headset)
General 22 Workstation and equipment have sufficient adjustability so that the employee is able to be in a safe working posture and to make occasional changes in posture while performing VDU tasks 23 VDU workstation, equipment and accessories are maintained in serviceable condition and function properly
Comments
Passing Score = YES answer on all working postures items (A-J) and no more than two NO answers on remainder of checklist (1-23)
o Disease nervous system o Disease musculo-skeletal system o Disease digestive system o Disease infectious or parasitic o Disease respiratory system o Tumour (malignant or benign) o Damage artificial aid o Fatal Injured part of body: o Trunk o Neck o Head o Internal organs o Upper limb(s) o Lower limb(s) o Multiple locations Mechanism of event: o Fall, trip or slip o Sound or pressure o Biological factors o Body stressing o Mental stress o Being hit by moving objects o Heat, radiation or energy o Chemicals or other substances o Hitting objects with part of the body Was a Significant Hazard involved? o Yes o No
Date of event: Time: am/pm Date reported:.. If OOS date of visit to doctor: Hours worked since arrival at work.. Shift o Day o Evening o Night
Location where event occurred: . Occupation or position of injured person: . . Type of employment: o Full-time Period of employment: o 1st week o 1-6 months o 1-5 years o 1st month o 7 months-1 yr o Over 5 years o Part-time o Non-employee
Type of treatment given: o Nil o Doctor Agency of injury: o Machinery or (mainly) fixed plant o Mobile plant or transport o Tools, appliances, equipment (powered) o Tools, appliances, equipment (non-powered) o Chemical or chemical products o Material or substance o Environmental agency o Animal, human or biological agency (not bacterial/virus) o Bacterial or virus o First aid o Hospital
Nature of injury or disease: o No injury o Sprain or strain o Head injury o Fracture, spine o Multiple injuries o Puncture wound o Chemical reaction o Burns o Mental disorder o Nerves/spinal cord o Disease skin o Superficial o Open wound o Poisoning/toxic effect o Other fractures o Foreign body o Internal injury, trunk o Occupational hearing loss o Bruising/crushing o Amputation, including eye loss o Dislocation o Disease circulatory system
By whom?. Were ACC forms completed? Has time been lost from work? o Yes o No o Yes o No
By when? ..
If yes, how many days?.. Manager (Name).. Signature Date Consent (in the case of an ACC claim) I authorise the {CEO or Health and Safety Representative} to obtain medical and any other records that are, or may be, relevant to this claim. I authorise disclosure to any accident insurer of personal information and health information held by other parties relating to the claim. I authorise disclosure of my health and other information relating to this claim to: my employer, ACC, contracted health or rehabilitation providers, employee representatives.
Date
Date of treatment: Time of treatment: Person giving first aid: Accident register completed by: Nature of injury:
Treatment provided:
Date observed:
Signature of person notifying this hazard: Health and safety representative report including analysis and action taken:
Date entered into the hazard register: Signature of health and safety representative:
Details