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AE Projects Engineering Pty Ltd

Health, Safety and Environment Management System

Version 4

Revision Number: 4

Issue Date: 03/08/2015

AE PROJECTS Background

AE Projects was formed through the collaborative efforts of ASPEC Engineering

and Elical Pty Ltd for the express purpose of creating a specialist project

delivery company and bringing a fresh approach to resources, materials

handling and infrastructure projects.

AE project’s parent companies, their principals and staff have provided clients

with decades of high quality engineering and are industry leaders in their fields.

AE PROJECTS provides multidisciplinary engineering services to mining

companies, ports, power generation and heavy manufacturing industries. AE

PROJECTS employees perform services in an office environment and on

various site locations, as show on the map below. AE PROJECTS employees

may be required to enter an office workplace and a variety of client site

workplaces. AE PROJECTS requires a health, safety and environment (HSE)

management plan which protects all persons and the environment from harm

across all workplaces. The HSE management plan must comply with the

legislative requirements, relevant advisory standards, codes of practice and

client HSEC Management Standards.

Report HSE-6573-4 AE Projects Engineering HSW

Management System Procedure

Contents

Policy A AE PROJECTS HSE

Policy C AE PROJECTS Environmental Management

Element 1 AE PROJECTS HSE Commitment

Element 3 Hazard Identification and Risk Management

Element 4 HSE Responsibilities and Communication

Element 5 Training, Competencies and Awareness

Element 7 Operational Controls

Element 8 Emergency Protection

Employee Rehabilitation

Internal Audits

Policy B AE PROJECTS Drug and Alcohol Policy

Policy D AE PROJECTS Risk Management

Element 2 Legal and Other Obligations

AE PROJECTS Job Hazard

Analysis (JHA) AE PROJECTS

Take 5

Purchasing Risk Management

HSE Responsibilities Chart

Element 6 Contractor Management

Confined Spaces

Fitness for Work

Vehicles and Driving

Working at Heights

Working with Electricity & other Energy Sources

Psychosocial Issues

Ergonomic Issues

Document Control

Element 9 Incident & Action Management

Element 10 HSE Review and Revision

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Document Number: HSEMS-01-001

Document Owner: H. Morgan

Approved by: Issue Date: 21/07/2012

Revision no.: 4

Status: APPROVED

Review due: 01/07/2016

1. AE PROJECTS HSE Commitment

1 AE PROJECTS Background

AE Projects was formed through the collaborative efforts of ASPEC Engineering and Elical Pty Ltd for the express purpose of creating a specialist project delivery company and bringing a fresh approach to resources, materials handling and infrastructure projects.

AE project’s parent companies, their principals and staff have provided clients with decades of high quality engineering and are industry leaders in their fields.

2 AE PROJECTS Work

AE PROJECTS specialises in multi-disciplinary engineering for materials handling systems and retrofit works for mining companies, power generation and heavy industries, and ports. With many years of experience in the industry, AE PROJECTS undertakes the majority of design in-house and coordinates input from specialist sub-consultants as required for a complete service. The types of jobs undertaken include:

Power Generation and Distribution

Transport and Marine Infrastructure

Integrated Plant Design

Process Plant Engineering

Pumping and Piping

Materials Handling

Mine Infrastructure Area and Workshops

Water Engineering

Electrical and Control Systems

3 AE PROJECTS Significant Projects

Significant projects AE PROJECTS has been involved with include:

- NYRSTAR PORT PIRIE TRANSFORMATION PROJECT

- NYRSTAR PORT PIRIE TRANSFORMATION

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4 AE PROJECTS Resources

AE PROJECTS employs over 50 highly qualified, multi-disciplined, professional staff, based in South Brisbane and with support officers located around Australia. We are able to respond quickly and efficiently to client requirements, irrespective of the location of the project.

The company matches a project team to the specific needs of the client and the assignment, drawing on the resources and experiences essential for the successful delivery of complete projects and assignments.

AE PROJECTS maintains a panel of highly regarded industry experts who are referred to regularly for specialist advice. We also have alliance partners to provide additional expertise and resources for projects.

5 AE PROJECTS Insurance Details

AE PROJECTS has been covered by Workcover QLD/NSW Allianz WA for the duration of its operations AE PROJECTS paid 0.245% in 2011 - 2010.

AE PROJECTS has professional indemnity insurance for $5,000,000.00 and has an excess of $50,000.00.

AE PROJECTS has a public liability insurance policy for $20,000,000 with an excess of

$2,500.00. AE PROJECTS has a product liability insurance policy for $25,000.00 with an

excess of $2,500.00.

6 AE PROJECTS Health, Safety and Environment (HSE) Commitment

6.1 HSE Commitment Statements

6.1.1 AE PROJECTS is committed to HSE as the top priority at all times:

AE PROJECTS will ensure the safety, health and wellbeing of all persons and the environment affected by its operations.

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AE PROJECTS endeavours to provide a safe workplace and job tasks that place minimum risk of harming individuals or the environment. This includes establishing risk management techniques to minimise the risk of hazards in the environment and designing job tasks to suit individual skills and competencies.

AE PROJECTS has established policies and procedures designed to further improve safety practices, which all persons undertaking work with AE PROJECTS must adhere to.

AE PROJECTS, through training and information provisions, will equip employees with an awareness of safety issues and risk management so they will be better able to make safe and informed decisions at work and at home.

6.2 HSE Overarching Goals

6.2.1 AE PROJECTS established the following overarching HSE goals to strive towards continual improvement and excellence in HSE:

To maintain zero harm to all persons

To maintain zero incidents involving harm to the environment

To maintain zero harm to property

6.3 HSE Objectives and Targets

6.3.1 AE PROJECTS establishes annual HSE objectives/targets based on the risk assessment.

6.4 HSE Measures

6.4.1 AE PROJECTS will measure its progress towards achieving HSE objectives and targets in the monthly safety report.

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6.5 Scope of HSE Management System

6.5.1 AE PROJECTS HSE Management System consists of policies, procedures, work instructions, guides, forms and registers, designed to ensure AE PROJECTS meets all client and legal obligations.

6.5.2 AE PROJECTS HSE Management System will apply to all sites and offices of AE PROJECTS.

6.5.3 All employees and contractors must abide by this plan when undertaking work with AE PROJECTS.

6.6 Review

6.6.1 AE PROJECTS will review its HSE Management System on an annual basis, or as required with changes to client requirements or legislation. The HSE Manager will effect the review, which will then be endorsed by the principals. Any changes made to the HSE Management System will be recorded in the review register.

6.7 Document Control

6.7.1 AE PROJECTS HSE Management System will be available on the AE PROJECTS company website, accessible to all clients, employees and future employees. AE PROJECTS will also issue controlled hard copies to employees and sub-contractors in AE PROJECTS workplaces.

6.8 Resources

6.8.1 AE PROJECTS’s HSE commitment and initiatives will be supported by the provision of resources in terms of personnel, time, effort and financial outlay.

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2. Legal and Other Obligations

1 Objective

AE PROJECTS are legally required to have a functional HSE Management System that protects all persons and the environment from harm across all AE PROJECTS and client workplaces. AE PROJECTS operates as the ‘employer’ in the office workplace and as the ‘contractor’ on client site locations. The HSE Management System must be designed and audited to ensure that it complies with the legal and other requirements for each workplace.

Office Site

Work Health and Safety Act (2011)

Work Health and Safety Regulation (2011)

WA Occupational Safety and Health Act (1984)

WA Occupational Safety and Health Regulations

(1996)

Work Health and Safety Act (2011)

Work Health and Safety Regulation (2011)

NSW Work Health and Safety (Mines) Act (2013)

NSW Work Health and Safety (Mines)

Regulation (2014)

WA Mines Safety Act (1994)

WA Mines Safety Regulations (1995)

Relevant Australian Standards

Relevant Codes of Practice

Specific Client HSE Policies and Protocols

2 Definitions

Term Definition

Workplace Any place where work is, is to be, or is likely to be performed by workers or employer

Employer In the business, the person who engages someone else to do work, other than under contract services, for and at the direction of the person

Client Any employer in the public or private sector who uses contractors

Contractor Anyone brought to work at the client’s premise that is not an employee

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3 Accountabilities

Role Accountability

HSE Manager Maintains a register of the legal and other obligations in this document

Updates the obligations register based on legislation and client changes

Conducts an annual review of the HSE MS compliance

Management Endorses any changes to the HSE MS

4 AE PROJECTS Obligations

4.1 Obligations register

4.1.1 A register has been created detailing AE PROJECTS requirements under these guiding documents. This register will be reviewed yearly, with regard to amendments made to the legislation.

AE PROJECTS Reference

Workplace Health and Safety Act & Regulations obligations

Client obligations How AE PROJECTS meets these obligations


Provide and maintain a safe and healthy workplace

Ensure safe systems of work

Ensure presence of a HSE MS to address all relevant AE Projectsts of HSE for the scope of the contract

Demonstrate commitment to HSE

Existence of a HSE Plan

HSE plan available to all employees/ contractors and clients on website/server/hard copy

2. Legal and other obligations

Identify, review and

demonstrate compliance with the legislation relevant to work being undertaken

Meet client requirements

Yearly audit/review of legal and client obligations

Email notification of any immediate client or legislation changes

Changes to HSE MS based on changes

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3. Hazard identification and risk management

Ensure safe use, handling and storage of substances

At specified intervals (usually monthly) for the workplace: conduct an assessment at the workplace to identify any hazards and unsafe or unsatisfactory workplace health and safety conditions and practices

In conducting the assessment, the workplace health and safety officer must use criteria agreed by the workplace health and safety committee and record the results of the assessment

Actions recommended to be taken to rectify hazards and unsafe or unsatisfactory workplace health and safety conditions and practices

Report any hazard or unsafe or unsatisfactory practices identified during inspections

Presence of a risk register

Site-specific risks are identified

Health identification and management strategies (procedures and training) are in place

Hazardous substances are identified, assessed and addressed

PPE is provided and enforced

MSDSs are provided

JHA procedures, supporting SOPs, risk manage infrequent one-off activities with low probability/high consequences

AE PROJECTS risk register

Procedures of AE PROJECTS risk activities

Hazardous substance register

MSDSs obtained

JHAs/safety plans performed

Take 5s performed

Workplace inspections/ assessment

Toolbox talks

4. HSE responsibilities and communication

The principals must provide resources to allow the HSE Manager to properly exercise the functions under this Act

Clearly define and communicate responsibilities of site management team/ responsibilities – in job descriptions, inductions

Hold regular toolbox talks

Conduct pre-shift toolbox talks

Hold HSE meetings

Inform workplace of workplace hazards through HSE Alerts

Ensure HSE meeting minutes are kept and maintained

Ensure HSE action items are tracked to completion

Recordkeeping process and responsibility defined

HSE Alerts circulated

Toolbox talks held (every month– minutes and actions maintained and tracked)

A HSE meeting is held every month to discuss the high level HSE strategies – actions are recorded and tracked until completion

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5. Training, competency and awareness

Provide information, instruction training and supervision to ensure health and safety

Establish appropriate educational programs in workplace health and safety

Existence of HSE inductions

Foster safety awareness

Provide HSE training

Maintain training records

Ensure competence checks are conducted for new employees

AE PROJECTS new employee induction

AE PROJECTS training register

HSE educational workshops

External training providers

6. Contractor management

Provide to the HSE Manager information in the employer’s or principal contractor’s possession about risks to the workplace health and safety of workers and other persons from workplaces, relevant workplace areas, workplace activities or plant or substances for use at a relevant place

Conduct contractor safety inductions

Ensure appropriate assessment of sub- contractor performance

Ensure sub-contractors align to HSE MS

Implement contractor management strategies

Contractor Management System

7. Operational controls

Refer to specific working at heights, confined spaces and elevated work platform in the Workplace Health and Safety Regulations

Implement standard procedures for high risk work

Fitness for work program in place

Work instructions for all major hazards

8. Emergency Response

Refer to Workplace Health and Safety Regulations

Emergency plan for specific site areas

Official reporting responsibilities defined for emergency within contractor site operation

Suitable first aid facilities provided

Emergency Plan in place (Milton Business Centre)

Responsibilities assigned

AE PROJECTS first aid kit

AE PROJECTS first aid officer

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9. Non- conformance, incident and action management

Investigate or assist in the investigation of all workplace incidents

Near-miss/incident reporting exists and is encouraged

Incident investigations establish root causes of incidents

Injuries and rehabilitation are managed for the workforce

Responsible person for identifying alternative duties for anyone being rehabilitated

Rehabilitation coordinators (roles and responsibilities defined)

Rehabilitation program encourage early return to work

Employees are encouraged to look at unsafe acts

Incident/near-miss reporting system

Rehabilitation Program (work cover)

Human error workshop and resources on the server

10. HSE audits and review

Consult the HSE Manager on any proposed change to the workplace that affects or may affect the HSE Manager at the workplace

Safety statistics displayed or communicated to employees

HSE systems audits (need schedule)

The HSE Plan is reviewed yearly or as required with newly identified hazards, increase in scope of work, or client and legal requirements

Monthly HSE Report of HSE activities

4.2 Obligations register audit

4.2.1 AE PROJECTS will review the HSE MS annually or as an obligation change occurs, and make any amendments according to the obligations register.

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3. Hazard Identification and Risk Management

1 Objective

Under common law and client regulations, AE PROJECTS must provide safe workplaces and safe systems of work. AE PROJECTS has established this procedure to ensure hazards encountered in the workplace are identified, and their risks are evaluated and mitigated with implementation of controls.

2 Definitions

Term Definition

Hazard Anything with the potential to cause harm

Risk The likelihood that a harmful consequence will result when exposed to a particular hazard

Take 5 A tool used to manage risks and increase hazard awareness in a work setting

JHA A Job Hazard Analysis – a risk management tool used for non-routine and high risk work, used at the request of the client

Safety Plan A detailed risk management tool used to plan and manage risks, prior to performing a specific project on site

3 Accountabilities

Role Accountability

HSE Manager Reports to principals any unsafe conditions

Ensures all employees have necessary PPE, PPE is maintained in good working order and employees are trained on its correct use

Maintains the AE PROJECTS risk register annually

Establishes and maintains a system for hazard reporting

HSE Representatives Perform monthly workplace inspections and assessments

Action any new hazards or unsafe conditions in the HSE Action Register

Principals Endorse any recommendations of workplace actions

Group Leaders Ensure site safety plans are being performed for each project with a site component

Encourage participation in risk management activities (Take 5s, JHAs, Safety Plans)

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4 Hazard Identification and Risk Management Process

4.1 Introduction to hazard identification and risk management

4.1.1 Benefits of hazard identification and risk management

Risk management strategies improve AE PROJECTS HSE performance by identifying hazards in the workplace and reducing risks to an acceptable level. This ensures that the opportunities for incidents are decreased.

Participation in the risk management process improves employee awareness of hazards, risks and controls in the workplace.

4.1.2 Hazard identification and risk management process

Regardless of the level of risk management, the principles involved in risk management remain the same. Employees must be trained on these principles prior to performing risk management activities.

4.2 Hazard identification and risk management steps

4.2.1 Hazard identification

Hazards in the workplace can be identified through direct observation, through consulting records or asking knowledgeable employees who are commonly exposed to that workplace. Hazards can be grouped into categories using the classification below.

Damaging Energy Example

Human Heavy lifting/pushing/pulling, awkward postures, repetitive movements

Gravitational Fall from heights, slips/trips, objects falling

Vehicular Vehicle-vehicle/vehicle-pedestrian collision, vehicle loss of control

Object An object projectile, or a swinging object

Machine Getting caught in/between or struck by a fixed/moving machine

Chemical Contact with a dangerous chemical (breathing, touching, etc)

All employees Perform the risk management activities as required for the work task (JHAs, Take 5s, Safety Plans, HSE group meetings)

Report to supervisors any unsafe conditions

Report any hazards encountered in the workplace

Wear PPE as instructed, maintain PPE in a good working order, and report if replacements are needed due to damage or expiry

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Electrical Electrical shocks or burns

Radiation Exposure to x-rays or other radiation

Biological Infections, animal bites, entering confined spaces

Thermal Contact with hot materials, fires

4.2.2 Assessing risks

Each hazard identified in the workplace has an associated risk involved. Risks can then be assessed and compared using the 5 x 5 Qualitative Risk Matrix, using the product of likelihood and severity of to measure overall risk.

LIKELIHOOD

LOW

MINOR

MOD

MAJOR

CRITICAL

Happens often

More than 1 event per

month

ALMOST

CERTAI

N

High

High

Extreme

Extreme

Extreme

Could easily happen

More than 1 event per

year

LIKELY

Moderate

High

High

Extreme

Extreme

Could happen & has occurred here

or elsewhere

1 event 1-10 years

POSSIBLE

Low

Moderate

High

Extreme

Extreme

Hasn’t happened yet but could

1 event per 10 -100 years

UNLIKELY

Low

Low

Moderate

High

Extreme

Conceivable, but only in extreme circumstances

1 event per 100 years

RARE

Low

Low

Moderate

High

High

4.2.3 Establishing controls to manage risks

Once workplace hazards have been identified and associated risks assessed, control measures should be chosen to manage the risks of the hazards. Hadden’s typology of controls presents a hierarchy of control effectiveness to aid selection.

Control (most effective to least effective) Example

Prevent the marshalling of energy Do not perform the risk

Do not enter site

Reduce the amount of energy marshalled Reduce speed of vehicles

Reduce height of work

Prevent the release of energy Guard rails

Modify the rate of release Wear safety harnesses

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Separate the energy and the susceptible structure by space or time

Wear PPE

Install guarding

Barriers

Modify involved structures Avoid sharp objects

Strengthen susceptible structures Fit for use

Detect, evaluate and counteract damage Fire extinguishers and equipment

Optimise repair and rehabilitation First aid kits/personnel

The suitability of each control should be analysed using the following criteria, in addition to the effectiveness in reducing risk of hazards:

a. Viable – practical implementation

b. Achievable – within business objectives (budget/business activities)

c. Acceptable – by the users

d. Compatible – manages the associated hazard and risk

e. Sustainable – over time

4.2.4 Implementing controls

After a control has been selected, an action plan needs to be used for implementing the control. The plan should consider the following:

a. Does the control represent good practice according to standards?

b. Are there practices and procedures for use of the control?

c. Does the control minimise risk?

d. Are the controls easy to use and follow?

e. Is there training in control use?

f. Is the control being supervised?

g. Is there adequate maintenance of the control?

All information regarding the plan needs to be recorded including information such as: the allocation of resources, responsibilities, timeframe, communication processes, documentation and reviewing procedures.

4.2.5 Monitoring and reviewing controls

Risk management activities must be recorded in the appropriate form (e.g. JSA, Safety Plan, etc)

Risk management should be communicated to AE PROJECTS employees, contractors and persons affected by AE PROJECTS operations.

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The effectiveness of controls in reducing risks must be monitored and reviewed at regular intervals. It may be useful to consider the following:

a. Are the controls in place?

b. Are the controls being used?

c. Are the controls being used correctly?

d. Are the chosen controls working?

e. Are there any new problems?

4.3 Risk Register

4.3.1 Purpose of risk register

AE PROJECTS has developed a register of hazards, risks and controls present in AE PROJECTS workplaces. The purpose of the register is to inform employees of hazards in the workplace, their associated risks and controls which have been established to minimise the risk to an acceptable level and create a safe working environment.

For many of the hazards in the workplace, there are statutory obligations in the risk management process. The corresponding regulations and relevant codes of practice should therefore be consulted before undergoing any risk assessment.

Group leaders should be aware of the risks in their site area and convey these risks to employees and contractors in their work area.

4.3.2 Review of risk register

This register will be reviewed yearly or as a new hazard is identified via observation or through manufacturer’s instructions.

4.4 Site Risk Management

4.4.1 Job Hazard Analysis/Safety Plan

AE PROJECTS requires that a Safety Plan is completed for a project containing a site component. This is a detailed risk assessment of the activities specific to the project, designed to control the risks involved with the activities being performed and to determine individuals are competent to perform each activity.

Group Leaders should identify the need to complete a Safety Plan and involve the project group in the risk management process. Principals will ensure this risk management is being completed when reviewing the draft project report.

This form of risk assessment is distinct from the dynamic environmental risks present at the time the task is performed, so a Take 5/JHA must be used to manage these additional risks.

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4.4.2 Job Hazard Analysis (JHA)

A JHA is used in the planning phase of risk assessment and is completed prior to a site visit. Like a Safety Plan it involves planning of the tasks, as well as identification of hazards and risks.

4.4.3 Take 5s

A Take 5 is a basic form of risk assessment used to identify the hazards in a specific environment before a task is performed.

The purpose of this form of risk assessment is to improve employee hazard awareness in the work area and ensure the workplace is safe before commencing work. If the workplace is not perceived as safe, an employee should not commence work. In this case, the employee should notify their supervisor.

Take 5s should be used for both routine and non-routine tasks, each time a task is performed.

4.4.4 Personal Protective Equipment (PPE)

PPE is a control that acts as a final barrier between the worker and the hazard. AE PROJECTS employees are equipped with PPE to be worn on client sites, including:

a. Hard-hat

b. Eye protection

c. Ear protection

d. Gloves

e. Steel-cap boots

f. High-visibility shirts

g. Specific PPE such as safety harnesses that meet legislative requirements.

Professional advice should be obtained to identify the most suitable types of PPE.

AE PROJECTS employees are obliged to maintain their PPE, use it as instructed, and discard if damaged or expired. If employees require replacement PPE, AE PROJECTS should be notified, and replacements will be issued immediately.

4.5 Office risk management

4.5.1 Restricted Access

Any unauthorised persons will be unable to enter the AE PROJECTS workplace.

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All individuals who enter an AE PROJECTS workplace are required to sign in at reception; their signing of the visitor booklet constitutes their agreement to comply with the HSE procedures stated on the Visitors Pass.

Visitors will be issued with a visitor’s badge, which they must wear throughout the duration of their visit. Upon departure, visitors must sign out and return their badge.

4.5.2 Workplace location calendar

AE PROJECTS employees are required to report their work locations for the following week to the administration officer. This information is then circulated to all employees via email and displayed on the notice board. Employees must notify AE PROJECTS if this information changes.

If an individual is sick, then they must inform the administration officer, who must then circulate this information to all staff via email.

4.5.3 Workplace inspections

It is the duty of the HSE Representatives to conduct a monthly audit of the AE PROJECTS office workplaces. This is performed using a checklist compliant with the Workplace Health and Safety Regulation guidelines. Any actions to improve the workplace are identified.

Corrective actions will be actioned out in the HSE action register.

4.5.4 Hazardous substance register

All hazardous substances used in the AE PROJECTS workplace are recorded in a hazardous substance register. This register contains a lists the hazardous substance information, Material Safety Data Sheet (MSDS), any PPE requirements involved with handling of the substance.

MSDS are obtained from manufacturers and are displayed beside relevant chemicals in the workplace.

AE PROJECTS does not require employees to handle hazardous substances.

4.6 Workplace hazard reporting

4.6.1 Identifying new hazards in the workplace

Employees are able to record any hazards in the hazard reporting form available in their office. These should then be handed to the HSE Representative to action in the HSE Action Register.

CONSIDER THE HAZARDS

JOB HAZARD ANALYSIS Work Environment

* Falls, Slips and Trips * Stored Pressure * Dust * Noise * Electrical Isolations * Manual handling * Fuels * Fumes * Housekeeping * Chemicals * Hot Work * Confined Space *Change in conditions * Impact of other work in the area has on your job.

Work Procedures * Procedures / Work Instructions * Job Step Analysis * MSDS * Waste Management * Procedures “Up to Date” * Changes

Competent People * Trained / Competent * Fit for Work * Authorised

* Familiar with task * Fatigue

Equipment * Correct /Good condition * Regular Inspections * Fit for Purpose

Safe Behaviour * Safe Position * Alert to Hazards * Communication * Off site Impacts * Attitude to work * Physical Capability

STEP 1. Area:

MINING MAINTENANCE CPP HSEC

CONTRACTORS OTHER Title:

STEP 2. Mining/Operational Environment: (include significant hazards)

STEP3. Mining/Operational Activity: (Define the Task/Equipment Type/Mining/Work Methods)

CONSIDER THE HUMAN FACTORS

Slip/Lapse

Error or failure to perform a step correctly

Distraction or lapses of attention Mistake

Lack of knowledge to select the appropriate plan of action

Lack of Competency – not trained or competent to undertake the task

Poor Communication

Unfit for work – Fatigue, impaired or unfit for work.

Poor understanding of hazard / risk and/or not familiar with task. Violation

• Deviation from understood and/or accepted normal practice

HIERARCHY OF CONTROLS

1 Elimination – Complete removal of the HAZARD Most Effective

2 Substitution – Replacing the material/process with a less hazardous

one

3 Engineer/Re-Design – Redesign the equipment or process

Separation – Isolation of the hazard by guarding / enclosing.

4 Administration - Providing training or procedures.

5 Personal Protective Equipment – Use of PPE where other Least Effective controls are not practical

STEP 4. JSA/Risk Assessment Team members:

Name Organisational

Role

Process Role

(Facilitator/Team Member)

Process /Task

Experience

Consensus

Yes/No

Signature

STEP 5. Reference Materials:

JSA Prepared by: Signature: Date:

Authorising Supervisor: Signature: Date:

PLEASE RETURN THE COMPLETED AND SIGNED FORM TO YOUR SUPERVISOR PRIOR TO COMMENCING ANY WORK

No. Activity/Task/Job Steps

Potential Incidents, Hazards or Energies

Potential Human Factors Existing or Current Controls Prob Sev Risk Rank

Additional New/Recommended Controls

Prob Sev Risk Rank

No ITEM/ISSUE AGREED ACTION Who Comp/Date Signature

AE PROJECTS

TAKE 5

Name: Date: / /

Job Number: Site:

Task:

Do you understand all job tasks – have they been explained: yes / no

Are you fit for work: yes / no

Have you completed a JHA/work permit/safety plan: yes / no

Have you participated in a toolbox talk: yes / no

Required Licences/ Permits: isolation working at heights confined space

PPE/ Safety Equipment

Glasses Helmet Earplugs Gloves High-vis Sunscreen Water bottle

Mobile Isolation tags Gumboots (near water) Life jacket (near water)

Radio Harness (heights/confined space) Gas monitor (confined space)

Hazards (tick the hazards present in the workplace, list a control(s) to reduce the risk)

Falls: Contact with:

From height Electricity

Slips/trips Dust

In water Hazardous

Struck substances

Objects

falling

Radiation

Pressure

Vehicle/object release

Vehicle/person Oxygen

Deficiency

2 Vehicles Contaminated

Caught Atmosphere

With plant Noise

Engulfment Overexertion

Vibration

Fatigue Glare

Sun stroke Extreme temp

Physical Feedback Were controls effective in reducing the risk of hazards in the workplace: yes / no Please put in WHSO tray or scan and email to hmorgan@AE Projects.com.au

mailto:[email protected]

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3.4 Purchasing Risk Management

1 Objective

The purpose of this document is to summarize the process and checks to be carried out by AE PROJECTS to enable screening of vehicles and office furniture prior to purchase, in relation to any items that may impact on the health and safety of employees and contractors.

2 Accountabilities

Role Accountabilities

Group Leaders Potential health and safety risks of new plant, equipment, installations or substances are identified and assessed prior to commissioning or introduction to site in accordance with this procedure and the management of change process.

They conduct the assessment of the occupational health approval AE Projectsts of substances

Everyone To use the provided plant and equipment as intended

To abide by ergonomics instructions

To perform risk assessments before use

3 Purchasing Furniture

3.1 Requirements

3.1.1 Where furniture/assets is to be purchased, the group leader should follow the guidelines below for purchasing

Vehicles

If a site vehicle is required to be purchased, AE PROJECTS will purchase with the following considerations: safety features, costs, reliability of the Brand and the acceptability by clients. A thorough risk assessment is required upon purchase to ensure the necessary features are obtained for the required use.

Substances

If cleaning substances are required to be purchased, the impacts of the health of all persons and environmental considerations should be risk assessed.

Phones

If a telephone is to be in use for prolonged periods while other equipment is also being used (e.g. computer), a hands-free telephone and/or headset are to be available.

Chairs

Edge of seat pan should be smoothed or rounded so as not to catch clothing or equipment;

Seat adjustable in height and tilt;

Adjustable backrest to offer lumbar support with length/height dependent on user;

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3.4 Purchasing Risk Management

All adjustable features should be easily accessible from the seated position;

If armrests are required, they must be height adjustable and if possible able to swing or pivot outwards. The armrest length shall take desk access into consideration;

Five star base on castors;

Castors should have built in friction if the chair is used on a hard surface;

Seat should swivel through 360°;

Long-wearing upholstery.

When a chair is to be used by more than one person, the chair shall be of a

size that fits within the 90th

percentile of the population, or fits the general user group for that chair.

Desks

Deep enough to accommodate monitor at least 500 mm from eyes;

Large enough surface area for work needs;

At a height that is about elbow height when the operator is seated;

Preferably of a matte finish to reduce glare;

It shall also offer sufficient leg space, and have no sharp edges;

A thin desk bench top (< 25mm) is required to allow adequate knee room.

Computers

A general requirement for computers is that the monitor shall be of appropriate screen size, and adjustable in angle and tilt. A flat screen is to be considered if limited desk space is available. Where the height of a monitor is too low for the operator, consideration should be given to providing a height adjustable monitor raise.

A detached keyboard and mouse are to be used for prolonged typing on laptops.

Keyboards shall have adjustable feet, and a long enough cord to reach the desired position on the desk. The shape and size of keyboard shall be considered compared with keyboard tray/space on the desk.

A mouse shall have sufficient cord length, and the size shall be determined by size of operator’s hands. The type (e.g. wireless, trackball) is to be determined by use.

The keyboard tray on the desk is to be wide enough to accommodate keyboard and mouse on the same level.

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4. HSE Responsibilities and Communication

1 Objective

The aim of the following procedure is to ensure all HSE accountabilities and responsibilities in AE PROJECTS are defined for site and office workplaces. In addition, this procedure will describe the process AE PROJECTS will employ for internal and external communication of HSE related issues.

2 Definitions

Term Definition

HSE Health, Safety and Environment

HSE Communication Communications of a HSE nature including those related to HSE policy, performance, compliance, hazards etc

MSDS Materials Safety Data Sheets

3 Accountabilities

Role Accountability

HSE Manager Maintain records of HSE communications

Issue all internal HSE communications and release of information

Review, consider and discuss all HSE related feedback, suggestions and complaints received by employees/ contractors

Provide feedback on progress of HSE improvement activities

HSE Representatives Disseminate information to local offices

Report back to the HSE Manager on HSE issues

Project Leaders Ensure employees/ contractors/ external parties are aware of HSE related issues relevant to the project

Site supervisors Ensure employees are following procedure and presenting Fit for Work

Principals Manages the response to all external communications

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4 AE PROJECTS HSE roles and communications

4.1 HSE roles

4.1.1 AE PROJECTS employee structure

AE PROJECTS operates following employee structure below. AE PROJECTS focuses on developing individuals within the company. There is a strong focus on personal and leadership development. It is a highly cooperative organisation, with a high level of inter-dependence. Communication is an open two-way process across groups and levels within the organisation.

4.1.2 AE PROJECTS HSE structure

AE PROJECTS has organised a structure to support their HSE commitment, communication and participation in HSE initiatives. Refer to APPENDIX A.

4.1.3 HSE Manager AE PROJECTS

AE PROJECTS has appointed a competent HSE Manager to oversee Health, Safety and Environmental activities in the central office. This individual must ensure qualifications by an accredited training provider remain current and serve the following functions in AE PROJECTS:

a. To inform the principals about the overall state of safety in AE PROJECTS

b. To conduct workplace inspections/ assessments and identify any hazards and unsafe conditions or practices

c. To establish recommendations to reduce hazards in the workplace

AE PROJECTS Board of Directors

Operations Manager

Brisbane Office Leader Business Support Team

Newcastle Office Leader Perth Office Leader

Wollongong Office Leader

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d. To report in writing any unsafe practices identified in inspections

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e. To investigate, or assist in investigating any workplace or site incidents/ near-misses involving AE PROJECTS employees, workplace or property

f. To establish appropriate HSE educational programs to bridge any identified training gaps

g. To oversee the booking of any HSE training and the maintenance of the

HSE training register To maintain all HSE records

h. If any workplace incident or immediate risk to workplace health and safety at the workplace happens – to report the incident or risk to the employer

i. Issue the monthly safety report

4.1.4 Project Leaders

Project leaders appointed for each job. These individuals have a responsibility to ensure that legal and client HSE requirements have been met for their assigned job. Some of the major task and duties required for this job are outlined below:

a. Encourage participation in pre-site risk management (Toolbox talks, Safety Plans etc)

b. Encourage a two-way safety communication medium

c. Supervise and encourage safe behaviour in the office

d. Ensure employees know how to perform job tasks competently

e. Ensure all employees in project team undertake any necessary HSE training/ inductions in the scope of the project

f. Involve and communicate with the work team before the job

4.1.5 Site Supervisors

A non-inclusive list of the task required of this role are outlined below:

a. Encourage near-miss and incident reporting

b. Enforce participation in risk management (Take 5s, toolbox talks, etc)

c. Supervise and encourage safe behaviour on clients sites

d. Ensure that employees know how to perform their site job correctly

e. Increase HSE related communication to employees/ contractors on site

f. Ensure employees are fit for work

g. Approve risk management forms

h. Involve and communicate with the work team during the job

i. Work according to risk management procedures

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Supervisors play a pivotal role in a site environment with greater responsibility for persons, in the high risk environment. Site supervisors are required to obtain their S1, S2, S3 certification which must be kept current, the course objectives are outlined below. To prepare additional supervisors, they must obtain this qualification.

4.1.6 Principals

The company principals are responsible for:

a. Providing sufficient resources to allow for the effective implementation of the AE PROJECTS HSE MS

b. Providing leadership and governance in all matters related to Health, Safety and the Environment

c. Reviewing and directing the implementation of actions specified in the monthly Safety Report

d. Providing strategic direction for HSE management and improvements

4.2 HSE communication

4.2.1 AE PROJECTS Monthly Safety Report

Each month AE PROJECTS issues an internal Safety report to inform employees of the Safety issues relevant to them.

The purpose of this report is to:

a. Increase employee HSE awareness.

b. To inform employees of AE PROJECTS HSE activities which occurred that month

c. To demonstrate AE PROJECTS safety continuous improvement

d. To inform employees of HSE issues

e. To discuss any information on hazards/ risks in the workplace

f. To display the AE PROJECTS safety statistics.

g. To establish any training/ skill gaps

h. To build an action plan for future HSE improvement

4.2.2 AE PROJECTS Monthly Group Meeting

AE PROJECTS holds a group meeting (toolbox talk) every month to discuss the Safety issues in the internal Safety report. The purpose of the meeting is to establish two-way communication in AE PROJECTS.

a. Managers can discuss the Safety issues

b. Employees can inform the managers of any training needs

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c. Employees can report any hazards encountered in the workplace

d. Employees can report any incidents or near-misses

e. Employees can inform the principals of any contractors engaged

f. HSE related discussion is stimulated

4.2.3 AE PROJECTS Monthly Safety Meeting

AE PROJECTS begins each monthly Group Leaders meeting by discussing safety performance and areas for improvement. These meetings are attended by the Principal(s), Group Leaders, and the WHSO.

The purpose of the meeting is to assign actions according to the minutes of the group meeting discussions, and plan for continuous improvement strategies in AE PROJECTS.

The meeting minutes and action plan are retained.

4.2.4 HSE Alerts

The HSE Manager will receive updates on any updates pertaining to the WHS Act 2011 and other relevant codes and practices and will disseminate any changes affecting persons via email.

The HSE Representatives receives updates on client HSE issues. Any issue of hazard and risks employees and contractors need to be aware of are circulated via a Safety Alert via email.

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APPENDIX A. Responsibilities chart

AE PROJECTS HSE Management System Resources

Richard Morgan

Director

Frank Gatto

Director

Hannah Morgan

Health, Safety and Environment (HSE) Manager

Sandra Cardow

HSE Representative

Project Leaders

Workforce

Contractors

External Auditor

Client

Requirements

Legislation

Report HSE-00-05-00-00 AE Projects HSE Management System Procedure 21

AE PROJECTS

HSE Management

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Document Number: 00-05-00-00



Revision no.: 2

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5. Training, Competency and Awareness

1 Objective

The purpose of this procedure is to ensure AE PROJECTS employees and contractors have the competency to perform all job tasks. Training needs must be identified to bridge any gaps between current employee’s current HSE knowledge and skills and the HSE knowledge and skills required to perform tasks safely.

2 Definitions

Term Definition


Competency The knowledge and skills required to perform a task to a specified standard

Training The development of skills, knowledge and behaviours through instruction and practice

3 Accountabilities

Role Accountability

WHSO To update the training register

Develop training courses to address training gaps identified if they do not exist.

Organise/ book external training

Maintain records of training

Deliver AE PROJECTS new employee/ contractor inductions

Group leaders/ Principals

Provide the resources necessary for training development and delivery

Ensure only team members who have been assessed as competent in tasks with specific safety risks are assigned these tasks.

Recruitment agencies Ensure the employee selection process involved competency checks to ensure candidates have the necessary qualifications and experience to perform specific roles

Deliver new employee inductions


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4 AE PROJECTS Safety, training competency and awareness

4.1 Competency

4.1.1 Recruitment and selection of competent employees/ contractors

AE PROJECTS partners with specialised recruitment agencies in attracting new employees. The following selection procedure is followed to ensure the certification of qualifications and accurate experience of candidates for the desired positions are obtained:

a) AE PROJECTS issues selected agencies with a detailed job brief for a position (identified using resource scheduling and job analysis measures)

b) The job brief is transferred into a position description, with objective key selection criteria essential to perform the tasks and duties of the job, to be used for evaluating candidate job-fit (eg. physical ability to perform job tasks, knowledge, skills and abilities)

c) Agencies then actively advertise for the position

d) A candidate pool is obtained

e) Candidate pool resumes are pre-screened, using the key selection criteria for the specific role, and a short-list of candidates is obtained

f) Agencies then pre-interview candidates, check the authenticity of their qualifications, and use additional key selection criteria to further short- list candidates

g) Short-listed candidates are referenced checked to determine the authenticity of prior experience and education

h) AE PROJECTS interview remaining candidates using a structured interview criteria

i) Suitable candidate(s) may then be offered the job on a contractor basis through the appropriate agency

4.2 Inductions

4.2.1 When new employees/ contractors are engaged, they are required to complete a HSE induction for each workplace. The purpose of the induction is to familiarise employees with the HSE procedures, hazards, risks and controls in that specific workplace. The inductions employees may have to complete include:

Workscan Induction: this is for any contractors/ employees engaged by Workscan. This induction includes basic HSE.

AE PROJECTS Inductions: the purpose of this induction is to ensure that new employees/ contractors comply and contribute to AE PROJECTS’s HSE culture, policies and practices. It includes information on how AE PROJECTS works, the general AE PROJECTS


HR and IT procedures, AE PROJECTS HSE procedures, Emergency procedures and resources for further information.


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Client Inductions: if AE PROJECTS employees/ contractors will enter a client workplace, they are required to complete appropriate competency checks. These include:

a) Obtain a coal board medical

b) Pass a drug and alcohol test (as part of induction)

c) Obtain other relevant passports (eg. MISC)

d) Obtain generic inductions

e) Obtain site specific inductions (for scope of work)

f) Attend the additional training (eg. working at heights, confined spaces)

4.3 HSE training and development

4.3.1 AE PROJECTS endeavours to provide their employees with the necessary training to provide employees with the relevant knowledge of the hazards and risks involved in the client site workplace and how to manage the risk effectively. AE PROJECTS employees are required to develop additional awareness of HSE issues through participation in external certified training. All employees are offered the opportunity to receive the following general safety awareness training:

Working at Heights course

Working in Confined Spaces course

Senior First Aid course

Defensive driving course

In addition, if employees identify a beneficial HSE training course, they may present a case for the training to the principals for review.

4.3.2 AE PROJECTS employees, as part of their job role may be required to must enter a client mine. They therefore require the following training, following the scope to the tasks/duties of their work:

Job Task/Duty Training

General Site Access

Specific Site Access

Site supervisor function

Working at heights above 1.8 M

Entering a space with: restricted egress, not designed for work, variable atmospheric pressure/ gas content etc

Generic Induction

Site Specific Induction

S1, S2, S3

Client approved Working at Heights Course

Client approved Confined Spaces Course


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4.4 AE PROJECTS training register

4.4.1 AE PROJECTS requires that all training records are stored in a training folder and kept for the duration of employee employment.

4.4.2 All employee/ contractor training and inductions are recorded in a training register, which is issued and updated at the Monthly Group Meeting. Any training gaps are identified, and employees are enrolled in training courses as required.

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6. Contractor Management – For general projects

1 Objective

This work instruction outlines AE PROJECTS’s Sub-contractor Management System. The purpose of the contactor management system is to ensure that sub-contractors align with AE PROJECTS/Clients Health, Safety and Environment (HSE) and quality standards. This work instruction applies to sub-contractors engaged for office based work, or site based work involving one off work involving small crews and one person only from the sub-contractor. These contractors on site must agree to abide by the clients systems. For larger jobs, refer to the Red Dingo Risk Management Standard for Structural Integrity - Part 7 – Retrofit EPCM projects for a more detailed contractor management procedure.

This work instruction provides people with a guide to their responsibilities, in terms of managing contractors. It is recognised that contracted work varies in the size of the contract, the period/continuity of the presence on site, and whether AE PROJECTS employees or client representatives manage sub-contractor work on site.

2 Definitions

Term Definition

Contract A binding agreement

Client Organisation or person that receives services/ outputs. The organisation controlling the site where AE PROJECTS employees/ sub-contractors are engaged in any corresponding site work.

Sub-contractor An organisation which is engaged by AE PROJECTS to provide services/outputs. They are reliant on AE PROJECTS and Client procedures and management systems

3 Accountabilities

Role Accountability

Project Leaders To engage sub-contractors

To evaluate sub-contractors

To supervise/ arrange client supervision of contractors on site

To ensure that sub-contractors complete the AE PROJECTS HSE induction

Project Controller To issue a purchase order to sub-contractors

To issue invoices to sub-contractors

Directors To approve authority to commit funds when sub-contractor work exceeds 30K

Employees/s To abide by AE PROJECTS/ the client’s HSE and quality management systems

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To meet the project timeline and budget as specified in the proposal/ project

plan

Sub-contractors Complete the AE PROJECTS HSE induction

Follow AE PROJECTS and client procedures at

all times Take the AE PROJECTS site safety

plans to site

4 AE PROJECTS Sub-contractor Workflow

Outlined below is the workflow of sub-contractor engagement for AE PROJECTS project-based work.

5 Sub-contractor Selection

When AE PROJECTS identifies an opportunity to submit a tender or proposal to a client, whereby the scope of work requires additional resources or skills to complete a job, AE PROJECTS will identify the need to engage a sub-contractor for the duration of a project.

Write and submit

proposal to client

incorporating sub-contractor

details

AE PROJECTS Purchase

order / Authority to commit

funds

Kick-off meeting -

Project plan, revise schedule

Evaluate performance

Identify sub- contractor

Requirements

Potential sub- contractors evaluated

Sub-contractor engaged and write

proposal

Issue purchase

order

Sub- contractor completes

AE PROJEC

TS

Contractors issue progress

reports/ meetings

Safety plans

Site work supervised by

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Issue deliverables

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5.1 Sub-Contractor Evaluation Criteria

5.1.1 AE PROJECTS have established an informal list of pre-approved sub-contractors with whom AE PROJECTS directors have previously worked, and have agreed upon AE PROJECTS’s commercial conditions. The benefits of using these contractors are that:

They present a lower risk of product non-conformance as their performance has been previously evaluated on past projects

They are familiar with AE PROJECTS/ the clients quality and HSE standards

They have already accepted the commercial conditions therefore there is minimal chance of a change in this respect

They have already been accepted by the client.

5.1.2 AE PROJECTS Project Leaders, in consultation with AE PROJECTS Principals/Group Leaders may identify that there is a strategic advantage of using a particular contractor due to the expertise/ reputation/ relationship with the client they possess

5.2 Contractor engagement

5.2.1 After a contractor has been identified for use for a project, the AE PROJECTS Project Leader will make telephone contact with the contactor to see their availability to perform the work.

5.2.2 The Project Leader will then provide AE PROJECTS’s commercial conditions, the client’s commercial conditions and a scope of work and ask the contractor to submit a proposal.

5.2.3 The Project Leader will evaluate the proposal using the criteria outlined below. Any comments amendments will then be negotiated with the contractor (cost, scope, methodology).

Is the methodology appropriate for the project?

Is the scope appropriate for the project?

Do the proposed employees contain the necessary knowledge, skills and expertise to perform the project to meet AE PROJECTS/ the clients’ standards?

Does the proposed timeline meet the time requirements for the project?

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5.2.4 The project leader will then incorporate the contractor scope of work, resources and cost into the AE PROJECTS proposal submitted to the client.

5.2.5 If the AE PROJECTS proposal is successful the contractor will be contacted and awarded the job. If the project is unsuccessful the contractor is contacted by telephone/ email and informed of the result.

5.2.6 AE PROJECTS’s Project Controller will issue the sub-contractor a purchase order for the project after the purchase order is received from the client.

5.2.7 The Project Leader will then issue the contractor with the link to the AE PROJECTS Health, Safety and Environment (HSE) induction. This is used as a safeguard to ensure that sub-contractors abide by AE PROJECTS protocols.

5.2.8 If there is a tight deadline for the project, or the project leader identifies that it is necessary that the sub-contractors/ AE PROJECTS personnel commence work before the purchase order is received from the client, than an approval to commit funds must be sought.

The project leader can approve funds for projects under 30K

The principals must approve funds for projects over 30K

5.3 Post award of contract

5.3.1 At the beginning of the project, the Project Leader will schedule a kick-off meeting with the relevant contractor representatives– preferably using a face-to-face medium.

The project leader will then assign responsibilities to the project team members

The project leader will then facilitate project planning: revision of the timeline, assigning tasks, scheduling meetings, scheduling milestones

The minutes of the meeting will be issued to the project team

5.3.2 The sub-contractor will produce interim progress reports and meetings as detailed in the contractor scope/proposal.

5.4 Site-based contractor work

5.4.1 The project team will complete a Site Safety Plan comprising a comprehensive risk assessment and site project plan for the project (refer to Work Instruction: Site Safety Plan). It is ensured that all AE PROJECTS and contractor work, procedures, equipment, qualifications meet AE PROJECTS and the client’s safety requirements.

The AE PROJECTS supervisor will ensure that the contractor completes the JSA/ JHA as required using the AE PROJECTS/ client form meeting the AE PROJECTS HSE criteria (Refer to AE PROJECTS HSE Manual –

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Element 3- Hazard Identification and Risk Management).

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5.4.2 Whilst on site, the contractors must agree to conform to the clients site procedures.

Any non-conformances/ incidents which occur however must be additionally reported in the AE PROJECTS incident/ non-conformance systems.

5.4.3 The AE PROJECTS project leader will then supervise the sub-contractor on site. However, if a long site visit is required, the project leader may arrange an appropriate client representative to supervise the contractor on site. It is essential that responsibility is clearly specified.

Sub-contractors are required to take the completed and signed Site Safety Plan to site.

Sub-contractors are required to inform both AE PROJECTS and client representatives what dates/times they will be going on site and the specific activities they will be undertaking under supervision.

5.5 Sub-contractor evaluation

5.5.1 The project leader will evaluate the performance of the sub-contractor (the report and site work undertaken) against the following criteria:

Meeting deadlines

The quality of the work

The cost-effectiveness

Client satisfaction

5.5.2 If the project leader deems the sub-contractor as not conforming to AE PROJECTS’s quality standards than a non-conformance will be lodged and an investigation will be undertaken (Refer to AE PROJECTS quality procedure 3 – Getting better).

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7. Operational Controls

1 Objective

The purpose of this document is to implement procedures to address and manage activities

evaluated as having significant associated risks, as identified by the AE PROJECTS Risk

Register.

2 Definitions

Term Definition


Organisational Control A documented procedure or engineered control that is implemented to reduce the risk of an activity, product or service adversely impacting on HSE

Significant Risk An AE Projectst that has or can have a significant HSE impact

3 Accountabilities

Role Accountability

Principals Endorse changes to operational control documents

Ensure that all employees undertake job activities in accordance with relevant operational standards and procedures

HSE Manager Review operational control documents and make amendments as required

Communicate operational control documents to all employees and contractors

Employees Suggest any amendments to procedures and controls managing significant HSE risks to the HSE Manager

4 Operational Control Procedure

4.1 Implementation of operational control documents

4.1.1 Development of operational control documents

AE PROJECTS will develop operational control documents (work instructions, forms and registers) for activities that are rated as high risk on the AE PROJECTS Risk Register.

These documents will govern safe work practices to reduce the risk of performing these high-risk activities to as low as reasonably practical, while abiding by all client and legislative requirements.

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7. Operational Controls

4.1.2 Enforcing use of operational control documents

AE PROJECTS will train all employees on the work practices specified in each operational control document.

Supervisors and on-site Project Leaders should ensure that employees are following the work practices specified in the operational control documents.

4.1.3 Review of operational control documents

AE PROJECTS operational control documents will be reviewed annually or as required by client and legislative changes. Amendments will then be made and endorsed.

Operational control documents will be reviewed and revised if activities, operations, and/or the list of significant HSE AE Projectsts are subject to change.

Operational controls may be reviewed with the aid of personnel carrying out the activities in question, thereby ensuring the most appropriate procedures are selected.

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7.1 Confined Spaces

1 Objective

AE PROJECTS has designed policies to govern safe working in confined spaces. These abide by the WHS Regulations (2011) and AS/NZ 2865 ‘Safe working in a confined space’. Policies have been developed around Hadden’s typology for risk management, (refer to Element 3.2 of the HSE MS for more information).

2 Accountabilities

Role Accountability

HSE Manager Maintain all confined space records

Schedule confined space training

Employees Follow the guidelines specified in this procedure if entering a confined space

3 Working in confined spaces work instruction

3.1 What is a confined space?

3.1.1 The definition of a confined space workplace: ‘an enclosed or partially enclosed space that:

Is at atmospheric pressure when anyone is in the space

Is not intended or designed primarily as a workplace

Could have restricted entry to, or exit from the place and

Is, or is likely to be entered by a person to work

At any time, contains or is likely to contain

a. An atmosphere that has potentially harmful levels of a contaminant

b. An atmosphere that does not have a safe oxygen level

c. Anything that could cause engulfment

3.1.2 AE PROJECTS employees may be required to enter (at least the upper body and head within) a confined space while visiting a client mine site. Some examples include:

Storage tanks

Pits

Pipes

Shafts

Holes

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7.1 Confined Spaces

3.1.3 Entering a confined space is considered a ‘high risk’ activity (as defined by AS2865:2001 section 5.6) as it has the potential for fatal or serious injuries.

3.1.4 Individuals must adopt risk management protocols in accordance with the legislation, and site regulations to reduce the risks associated with confined spaces.

3.2 Confined space risk management

3.2.1 Prevent the marshalling of energy

The confined space shall be designed manufactured and supplied so as to minimise the risks associated with work in a confined space, and to minimise the need to enter the confined space

3.2.2 Reduce the amount of risk marshalled

Use an alternate method instead of a human entering the confined space, e.g. use a machine

Where possible, the confined space shall be cleared of contaminants by use of a suitable purging agent. The purging agent of any gas used for ventilation purposes should never be pure oxygen or gas mixtures with oxygen in a concentration greater than 21%.

3.2.3 Prevent the release of energy

The confined space shall be designed manufactured and supplied so as to minimise the risks associated with work in a confined space

Openings for entry to and exit from a confined space shall be of adequate size, so that all persons can comfortably enter, and a confined space rescue is possible

Any modification to a confined space shall not detrimentally affect the safe means of entry to, exit from, or work within the confined space

Preventative barriers should be implemented where appropriate to prevent unauthorised access.

Prior to an individual entering a confined space, all potentially hazardous services, including all process services, normally connected to that space shall, where it is possible to do so, be isolated in order to prevent

a. The introduction of any materials, contaminants, agents or conditions harmful to persons occupying the confined space.

b. The activation or energising in any way of equipment or services, which may pose a risk to the health, or safety of persons within, or near to, the confined space.

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7.1 Confined Spaces

Where is it not possible to isolate potentially hazardous services, AE PROJECTS employees are required to seek advice from the site supervisor or on-site Project Leader before proceeding.

3.2.4 Separate energy release from susceptible structure by a barrier

All individuals working in a confined space must be fitted with a confined space fall restraint system.

Safety harnesses must be regularly inspected by a competent person and recorded on a register

Safety harnesses must be checked by the individual wearing it prior to use. If frayed, cut or damaged webbing or deformation/stretching of metal components are noticed the harness must not be used; it must be removed from service and another harness procured.

If it is not practical to comply with the gas mixture requirements, an air respirator must be used and a full risk assessment performed.

Individuals must be properly trained on the correct use of the safety harness (in the working at heights training session)

The safety harness must be properly fitted

All individuals must also wear appropriate additional PPE (helmet, eye protection, ear protection, long sleeved high-vis work wear, steel cap boots, gloves etc.

3.2.5 Separate energy release from susceptible structure by a barrier

Training

a. All individuals entering the confined space must have confined space training

b. An external certified training provider trains all AE PROJECTS employees and sub-contractors in working in confined spaces to increase safety awareness when working in confined spaces. This training must be kept current.

3.2.6 Risk Assessment

A risk assessment should be conducted

No person should enter a confined space unless:

a. A review of risk assessment has been completed: A Job Safety Analysis must be completed and signed and retained by all relevant parties prior to commencing work, a toolbox talk with the client site representative must occur prior to commencing work and a Take 5 must be completed prior to commencing work

b. The person with direct control for the work in the confined space must complete all written authority documentation. The written

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7.1 Confined Spaces

authority documents will include any control measures or precautions necessary for safe entry and execution of work

c. They are advised of, understand and comply with the requirements of the written authority

d. A record of their presence in the confined space is maintained

e. A standby person(s) is outside the confined space

f. Appropriate signage is displayed

Atmospheric testing and monitoring shall be carried out consistent with the hazards identified by the risk assessment. The atmosphere of the space must have a safe oxygen level with no greater than 21% mixtures of oxygen. There must also be safe levels of any other contaminant in the space (below that required by the standards).

3.2.7 Detect, evaluate and counteract damage

Individuals must be equipped with a rescue kit nearby.

3.3 Procedure for entering a confined space

3.3.1 Hazard identification

The employer must identify any hazards associated with the confined space

3.3.2 Risk assessment

Before carrying out work in a confined space, an employer must ensure a competent person has completed a risk assessment of the area

3.3.3 Job safety analysis

The method of work and an effective risk control system must be recorded before commencing work

3.3.4 Rescue

The employer must ensure that the appropriate rescue operation, first aid procedures and provisions are established, current, planned, and practice

3.3.5 Isolation and lockout

Before any personnel enter a confined pace, the employer must ensure that all potentially hazardous process services connected to the space are isolated. Introduction of harmful contaminants and activation of hazardous equipment must be prevented while there are persons within the confined space

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7.1 Confined Spaces

3.3.6 Ventilation

Before commencement of work in a confined space, the employer must ensure that contaminants are cleared with suitable purge gas/ agent

3.3.7 Entry permits

Upon review of the risk assessment, the employer must provide written approval of confined space access in the form of an entry permit.

3.4 Confined space training

3.4.1 Certified external training

All AE PROJECTS staff have the opportunity to participate in confined space training. This will increase knowledge about confined spaces but also alert staff of some of the safety issues involved when entering a confined space.

3.5 Confined space records

3.5.1 The HSE Manager must keep and maintain the following confined space entry records:

Entry permits for one month

The current recorded risk assessment reports for work in a confined space for five years from the time of their validity

Training records for the term of the employee’s employment

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7.2 Fitness for Work

1 Objective

AE PROJECTS has designed policies to govern fitness for work. Policies have been developed around Hadden’s typology for risk management, (refer to Element 3.2 of the HSE MS for more information).

2 Accountabilities

Role Accountability

HSE Manager Maintain fatigue management strategies

Monitor fatigue intervention successes

Principals Negotiate workload with individuals suffering form fatigue

Provide resources to manage fatigue where appropriate

Employees Report when not fit for work

Do not engage in work when not fit

Do not come to work when you are sick

3 Fitness for work, work instruction

3.1 What is a fitness for work

3.1.1 Employees have a responsibility to arrive at work in a fit state for work. This includes: being well, not fatigued, physically fit for site work and not under the influence of alcohol/ or any drugs, prescribed or otherwise, which may impair their performance.

3.1.2 AE PROJECTS employs a ‘just culture’ approach, where employees are encouraged to be open and honest and report if they are unable to arrive in a fit state to work. However, the boundaries of unacceptable behaviour are defined by company policy.

3.1.3 Before commencing site work, employees must indicate on their Take 5 that they are fit for work, and sign the form. In the office environment, if individuals are not fit for work, they should contact their manager or HSE Manager as soon as possible with details of why they are not able to arrive to work in a fit state.

3.2 Illness

3.2.1 AE PROJECTS employees should not come to work if they are ill. They should notify the HSE Manager, and their Group Leader, of their illness, and work from home (if possible) until well enough to return to work. Permanent

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employees are allocated a number of sick days, to compensate for pay when unable to work.

3.3 Physical fitness

3.3.1 Employees who are required to enter a coal mine site to perform job duties must pass a Coal Board Medical.

This includes an examination to determine whether the individual is fit to undertake the current occupational task duties on a surface coalmine site.

For an engineer, this includes passing tests such as hearing, vision, BMI, lung capacity and joint flexibility.

If an employee is unable to pass a coal board medical, they should notify the HSE Manager as soon as possible.

Individuals not fit to undertake the site component can negotiate a suitable arrangement with the HSE Manager and management.

3.4 Alcohol and drugs

3.4.1 AE PROJECTS has implemented an Alcohol and Drug Policy to pro-actively deal with the potential negative effects of alcohol and drugs on performance.

Alcohol and drugs have been found to increase the number of errors in work and increase the likelihood of accident or injury in the workplace.

Individuals who suffer from alcohol or drug abuse are also more likely to have lower productivity, increased absenteeism, and a higher rate of turnover.

3.4.2 AE PROJECTS has implemented drug and alcohol testing, where individuals must be tested prior to the client generic induction training to gain site access. It uses the testing procedures as stated below.

Test alcohol (breath test)

Drugs – Cannabis, opiates, benzodiazepines, cocaine, methamphetamine (pin prick test)

AS/NZ 4308: 2001 cut off levels for a positive test

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3.4.3 Individuals are also randomly tested on client mine and wharf sites using the same procedures. At AE PROJECTS’s discretion, if an individual is suspected to be under the influence the following process will be used:

A certified drug and alcohol testing company will be called to test the

individual

If the test result is positive a second sample will be sent for lab re-testing,

and the individual will be escorted out of the office for the day.

If laboratory re-testing returns a positive result, AE PROJECTS will encourage the individual to access drug and alcohol support services and allow them to return to work once a subsequent test produces a negative result.

If the re-test result is negative the individual will be paid their usual wages

for the periods of time there were not permitted in the office.

If the same individual tests positive again, disciplinary action will result.

Employees who refuse to provide a sample for drug and alcohol testing

will be deemed to have failed the test and dealt with accordingly.

3.5 Fatigue management plan

3.5.1 Scope

The purpose of the fatigue management policy is to create a safe and comfortable workplace through the management of fatigue, a factor known to increase the likelihood of accidents and injury in the workplace. AE PROJECTS is committed to achieving and maintaining a fatigue risk management strategy as required by the Workplace Health and Safety Regulations (2011) and client requirements. AE PROJECTS strives to create a culture that supports the management of workplace fatigue.

3.5.2 What is fatigue?

Fatigue is an increased level of sleepiness associated with impaired cognitive and/or physical functioning and as a consequence, an elevated risk of error or accident. Fatigue is caused by a long duration of wakefulness and/or reduced duration of sleep. Factors which can exacerbate fatigue include: taxing mental or physical work, health and psychological factors that may be work/ non-work related.

3.5.3 Fatigue facts

Fatigue is underreported by individuals

Fatigue increases the risk of making a slip, lapse or mistake

Individuals require approximately 7 hours of sleep per night

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Fatigue cannot be combated by attaining sleep credit

There is no such thing as more ‘effective’ sleep

3.5.4 Fatigue related risk in AE PROJECTS

Errors in the office: If an individual suffers from fatigue and attempts to work in an office environment, they are more likely to make a slip, lapse or mistake such as miscalculating expenses, forgetting an important step in a calculation etc. If undetected, these errors can lead to serious business consequences such as loosing large sums of money. It is therefore important that individuals do not come to work fatigued.

Travel: Travel can cause fatigue as it induces odd sleeping hours and potentially a lack of sleep.

Long car journeys: Fatigue is a major contributor to 40% of all automobile accidents. As a single individual is in control of a complex system, the outcomes of making an error often result in an accident.

Site: In a site environment there is a presence of dangerous environments and equipment. Therefore the results of fatigue can result in not only an increase in errors when using equipment, but also a reduction in safety awareness of the surroundings. The results of fatigue can therefore be fatal.

3.5.5 Fatigue Management Strategies

Fatigue management strategies should be proactive to prevent foreseeable fatigue related accidents or incidents and reactive to reduce the negative impacts of fatigue.

The effectiveness of fatigue management strategies is dependent on consultation and communication between management and employees.

3.5.6 Education and training

Fatigue will be communicated throughout AE PROJECTS in toolbox talks.

Additional fatigue related information can be found following the link below:

http://www.deir.qld.gov.au/pdf/whs/fatigue_management2005.pdf

3.5.7 Work breaks

Employees are encouraged to take a fifteen-minute break every two hours and a half hour break for lunch each day.

Employees should not work longer than twelve hours per day in the office.

Employees should not work more than six days consecutively without one day off.

http://www.deir.qld.gov.au/pdf/whs/fatigue_management2005.pdf

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Employees should aim to obtain approximately seven hours of sleep per night.

Employees should be scheduled to work allowing for a suitable amount of rest in-between shifts.

3.5.8 Identify Signs and Symptoms of Fatigue in the Workplace

If an individual is fatigued they must either report their fatigue to the principals. Individuals should also make a conscious effort to report any fatigued workmates. Signs indicating an individual may be suffering from fatigue include but are not limited to:

a. General weariness

b. Lack of emotion

c. Poor concentration

d. Slowed reflexes and responses

e. Blurry vision

f. Muscle weakness

g. Moodiness, such as irritability

If an individual becomes aware they are fatigued, they should be sent home to sleep if possible. If this is not possible, alertness strategies should be adopted. This is to prevent an accident from the fatigue occurring.

3.5.9 Alertness strategies

Employees may be able to adopt one or a combination of the following short-term fatigue countermeasure strategies in a situation where sleep is not obtainable.

a. Snacking

b. Talking

c. Powernap

d. Short break

e. Task rotation

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7.3 Vehicles and Driving

1 Objective

The purpose of this work instruction is to conduct a risk analysis of vehicles and driving to identify high risk conditions. The work instruction will then specify procedures to follow to reduce the risk in these conditions. This work instruction applies to all vehicles owned and operated by AE PROJECTS or its contractors, which are used on AE PROJECTS sites, or off-site for business purposes to:

Travel to and from work

Travel from the airport to the hotel/site (hire-car)

Travel on site in company light vehicle

2 Hazard Identification and Risk Management Process

2.1 Driving risk analysis

2.1.1 Identify conditional and behavioural factors that impact vehicles and driving safely:

Journey: environmental conditions, unfamiliarity, poor road conditions

Vehicle: type of vehicle, traffic

Driver: fatigue, inexperience, alone, etc

2.2 AE PROJECTS site vehicle

2.2.1 Pre-start checks

Before an AE PROJECTS individual enters a site vehicle, they are required to complete the pre-start check checklist that is stored in a folder in the vehicle.

If an individual finds a fault that cannot be fixed, park the vehicle/mobile equipment item and tag it out-of-service while arrangements are made to conduct repairs.

2.2.2 Annual client inspections

Every year AE PROJECTS site vehicles are required to be checked to ensure they meet all competencies.

2.2.3 Servicing

Servicing is an important part of vehicle and mobile equipment operations. Maintenance personnel generally conduct major servicing. However, drivers/operators are often responsible for AE Projectsts of servicing such as checking fluid levels.

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Light vehicles and items of heavy mobile equipment are all fitted with dipsticks, sight glasses and level plugs to provide quick access to fluid level readings.

It is important to maintain the correct type and level of fluid in the appropriate compartment. Incorrect fluid levels, or the addition of incorrect fluids, can cause engine mechanical problems including sludging, overheating, bearing failure and corrosion.

Care should be taken when checking fluid compartments filled with hot and or pressurised fluids.

2.2.4 Vehicle/mobile equipment defects

Ensure that defects are either repaired or reported through the appropriate channels. If the problem is such that the equipment is unsafe to operate, you should attach an out-of-service tag to the appropriate isolation point to ensure that the vehicle is not operated.

2.3 AE PROJECTS driving competency and training

2.3.1 Competency checks

AE PROJECTS employees must have the relevant driver’s licence for the state that the employees are employed in.

AE PROJECTS will keep a copy of employees’ drivers licence.

2.3.2 Defensive driving course

Every AE PROJECTS employee/contractor is able to complete a defensive driving course funded by AE PROJECTS.

Defensive driving courses provide a combination of practical and interactive class sessions in actual on-road safety skills. They are specially designed to educate drivers of the risks associated with driving, and the skills needed to avoid accidents. The courses encourage proactive driving behaviour aimed at improving community road safety. Content includes:

a. Basic vehicle dynamics

b. The correct systems of car control: seating, vision and steering

c. Correct braking techniques for both ABS and non-ABS vehicles

d. Skid causation, basic skid control and skid prevention

e. Raising driver’s level of awareness in relation to speed, reaction times and stopping distances

f. Learning how vehicles react in emergency situations

g. A variety of on-road exercises including emergency braking, swerving and multiple direction changes

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2.4 AE PROJECTS journey management

2.4.1 Journey management requires that before departing on any trip, the driver and passengers plan the journey and assess risks associated with the trip. The risk assessment should consider:

Schedule and fatigue

Inclement weather or night driving

Wildlife and stock on the road

Need for water/food in case of breakdown

Communication in case of emergency (mobile phone coverage)

Notification to another person of the route and expected arrival time

2.4.2 Drivers and their project leaders should plan realistic trip schedules, be rested before departure, stop for appropriate rest breaks (every two hours, even if not feeling tired) and avoid driving during normal sleeping hours. Driving back from the airport after a day trip interstate is discouraged. Employees should avoid driving when tired or jetlagged. In this case, employees should consider alternatives such as a taxi, being picked up, or staying overnight.

Scenario Contingency Procedure

Need to catch a flight to Brisbane to attend an early morning site meeting (EG. Newcastle)

Availability of hotels Arrive the night/day before

Need to catch a flight to Wollongong Availability of AE PROJECTS

Catch a cab to the AE PROJECTS to attend an early morning site personnel office and arrange for AE PROJECTS meeting (EG. Brisbane) personnel to drop you to

site/pick you up

Need to catch a flight to Newcastle to attend an early morning site meeting (EG. Brisbane)

Time/availability of cabs Catch a cab to site

Need to drive to Wollongong to Availability of AE PROJECTS

Travel with a partner attend an early morning site meeting personnel, budget and (EG. Newcastle) scope of work associated

with travel

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2.4.3 The use of mobile phone handsets whilst driving is forbidden, and the use of ‘hands-free’ kits is discouraged. Drivers should pull over and stop before answering or making calls on mobile phones. Local regulations regarding mobile phone use whilst driving must be followed. Drivers should also avoid any other behaviour which may distract them from the task of driving, such as smoking, eating or adjusting the stereo.

2.4.4 It is important to comply with road traffic laws and not exceed posted speed limits. Posted speed limits represent the maximum allowable travel speed in ideal conditions. This posted speed limit should be reduced in adverse conditions, such as fog, rain or night driving. While driving, always be alert for pedestrians or cyclists, and adjust speed accordingly. The risk of night driving should be considered and avoided when possible.

2.4.5 Employees driving on public roads must have a valid driver’s license where required by law. They must notify their supervisor in case of restriction to, or loss of, this license. Employees should make arrangements to avoid driving after consuming alcoholic beverages, such as use of designated drivers or taxi. Some medications may also affect alertness and could impair driving, so employees should understand side affects of prescription or over the counter medications.

2.5 Rental cars

2.5.1 Rental cars present a hazard because they may not be similar to the car people are used to driving. When driving a rental car, or in an unfamiliar area, these are some tips to consider:

Before accepting the rental car, do a brief pre-start check of the vehicle.

Familiarise yourself with the vehicle: seatbelts, mirrors, light switch, location of wiper switch and park-brake.

2.6 Driving in unfamiliar areas

2.6.1 When driving in an unfamiliar area, the following should be considered:

Have a map and directions to your destination.

Consider keeping doors locked and windows closed for your security.

If you need directions, stop at the nearest police or fire station, service station, or restaurant. Do not ask for directions at rest areas or from strangers on the street.

Report accidents to the police, but be aware of the situation before stopping. In some developing countries it would be extremely unwise to stop at the scene and in such cases you should immediately report to the nearest police station.

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2.7 Accidents involving AE PROJECTS personnel or vehicles

2.7.1 Responsibility for ensuring that the following actions are carried out usually rests with the driver, if he/she is capable of doing so.

Do not admit any liability (even if the driver believes it was his/her fault).

Do not make any statements to other parties or witnesses other than the police.

If any person is injured, provide the following information to the police:

a. Location, time and nature of the accident

b. Names of driver/s of vehicle/s involved

c. Names of persons injured and the nature of their injuries

If vehicle and/or property damage only:

d. Do not admit any liability

e. Exchange names, addresses and insurance details with third parties involved

f. Obtain names and addresses of witnesses

g. Record details of any other vehicle/s involved

h. Record details of location, time and nature of the accident

2.7.2 After an accident

The driver or any other employee involved in accident must inform AE PROJECTS principals and the HSE Manager as soon as possible after the accident and complete an incident report form.

All vehicle accidents must be investigated in accordance with the Incident Reporting and Analysis Procedure.

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7.4 Working at Heights

1 Objective

AE PROJECTS has designed policies to govern safe working at heights. Policies have been developed around Hadden’s typology for risk management (refer to Element 3.2 of the HSE MS for more information).

2 Accountabilities

Role Accountability

HSE Manager Maintains all working at heights records

Schedules working at heights training

Employees Follow the guidelines specified in this procedure if working at heights

3 Working at heights instruction

3.1 What is a working at heights

3.1.1 The definition of working at heights is:

Any work in which there is the potential to fall greater than 2M in the office or on a construction site and greater than 1.8M on a mine site.

Working at heights is considered a high-risk workplace activity.

3.2 Risk management

When an individual commences work at heights, procedures must be followed to ensure safe work. Controls must commence at the top of Hadden’s typology for risk management ensuring risk is minimised to the greatest extent.

3.2.1 Prevent the marshalling of energy

If working at heights can be avoided, it should be.

3.2.2 Reduce the amount of risk marshalled

If working at heights is necessary, the person should work in an environment posing the least risk, e.g., use an elevated work platform instead of a ladder, etc.

3.2.3 Prevent the release of energy

When working at heights ensure that there are sufficient barricades, scaffolding and hand rails to prevent or restrain the fall.

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3.2.4 Separate energy release from susceptible structures by a barrier

All individuals working at heights must use a fall restraint system which complies with the current legislative requirements.

Safety harnesses must be regularly inspected by a competent person and recorded on a register.

Safety harnesses must be pre-checked by the individual wearing it prior to use.

Individuals must be properly trained on the correct use of the safety harness (in the working at heights training session).

The safety harness must be properly fitted.

All individuals must also wear the appropriate additional PPE (helmet, eye protection, ear protection, long-sleeved high-visibility work wear, steel cap boots, gloves, etc.).

Individuals must be equipped with a rescue kit nearby when working at heights, which complies with the current legislative requirements.

3.2.5 Strengthen susceptible structures/systems

All individuals working at heights must have a working at heights permit.

An external certified training provider trains all AE PROJECTS employees and sub-contractors in working at heights to increase safety awareness when working at heights. This training must be kept current.

A Job Safety Analysis must be completed and signed and retained by all relevant parties prior to commencing work.

A toolbox talk with the client representative must occur prior to commencing work.

A Take 5 must be completed prior to commencing work.

3.3 Working at heights training

3.3.1 External certified training

All AE PROJECTS staff members have the opportunity to participate in working at heights training.

This training increases awareness of the risks associated with working at heights and informs employees of the correct procedures for working at heights.

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3.4 Working at heights records

3.4.1 The HSE Manager must keep and maintain all working at heights records including:

The current recorded risk assessment reports for work at heights for five years from the time of their validity

Training records for the term of the employee’s employment

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7.5 Working with Electricity and other Energy Sources

1 Objective

Under client and legal specifications, any powered equipment must be isolated before any maintenance or inspection work can be undertaken. This work instruction provides information on how AE PROJECTS performs isolations. This instruction must be followed by all AE PROJECTS employees or contractors working with AE PROJECTS.

2 Working with electricity and other energy sources instruction

2.1 Testing and tagging

2.1.1 What is testing and tagging?

Testing and tagging refers to the process whereby a licensed person inspects an electrical appliance to identify wear or damage which may render it unsafe for use.

A tag is attached to appliances deemed free from defects; such appliances are then considered safe for use. The licensed person notes on the tag the date the appliance was tested and the date it is due for re-testing.

The licensed person responsible for testing appliances maintains a log of appliances tested.

The WHSO is responsible for work scheduling inspections.

2.2 Isolation work instruction

2.2.1 What does isolation entail?

Any powered equipment must be isolated before any maintenance or inspection work can be undertaken.

The only exception to this is when written exemption is obtained in cases where equipment must be energised for fault finding or other safety requirements where a competent person must supervise this activity.

In the case of isolation, AE PROJECTS employees or persons working with AE PROJECTS are required to book an isolation with their client representative to ensure that the equipment is positively isolated and tested for dead. All employees or persons working with AE PROJECTS must comply with the specific site guidelines.

2.3 Danger Tags and Out of Service Tags

All employees must adhere to the safe work practices for ‘Danger Tags’ (SWP Number 01-01-01) and ‘Out-of-Service Tags’ (SWP Number 01-01-02). This applies to all plant, equipment and locations where employees of AE PROJECTS are located.

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2.3.1 Danger tags and safety locks

Designed to give personal protection to an individual working on a particular task or in a particular area.

A danger tag must always be used in conjunction with a safety lock.

Safety locks are issued to an individual and only that individual is to have a key for that lock.

A danger tag and safety lock should be attached to the main isolating switch, valve or other positive isolating device on the unit when danger is posed to the individual from the operation of the machine, equipment or the flow of the energy source.

It is the responsibility of the individual to identify any situation, with the potential for danger and to ensure danger tags and safety locks are used.

Supplies of danger tags should be readily available in the work area.

Switches such as push buttons, emergency stops, and control switches are not considered sufficient for positive isolation and should never be used as isolation points.

Each individual should place their own danger tag on the main isolating apparatus, before commencing any work.

Where there is a need for multiple switches, valves or positive isolators to be isolated, a danger tag and safety lock should be placed on each one, by each individual working on the task.

On larger jobs where a considerable number of isolations are required, the client will arrange for a “lock-box” system. AE PROJECTS employees and contractors are required to comply with site requirements related to “lock- box” procedures.

A danger tag must have the name of the person placing the tag, what has been isolated, and the date recorded on it.

An individual can only remove their danger tag and safety lock. It is not permitted to remove another person’s danger tag and safety lock even if requested to do so.

At the completion of the task or at the end of the shift, the individual must remove their danger tag and safety lock. If the plant or equipment is still unsafe to operate, due to its condition, an out-of-service tag should be completed and placed on the switch, value or positive isolator, before removal of their danger tag and safety lock.

In circumstances where a person leaves the site without removing their danger tag and safety lock, they will be contacted by the supervisor and must return to the site to remove their tag and lock at their expense.

In the event that the individual who placed the danger tag and safety lock is not able to be contacted, the supervisor or manager on site can remove it after an extensive investigation.

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All individuals placing a danger tag and safety lock must ensure they are doing so on the correct switch, valve or positive isolator. If any uncertainty exists, consult with your supervisor before proceeding.

In situations where intermittent operation of equipment or plant is needed during maintenance work, a written variation to this procedure must be obtained from the relevant manager.

If there is any misconduct in danger tag and safety lock procedure, disciplinary action will result.

2.3.2 Out-of-service tag

Designed to place faulty or unsafe plant or equipment out of use in order to prevent damage to the plant or equipment.

An out-of-service tag should be placed on any equipment where it is foreseen that to operate the equipment will cause injury to a person or damage to the equipment/plant.

No individual should operate any plant or equipment when an out-of- service tag is attached.

Out-of-service tags should be readily available in the work area.

An out-of-service tag must contain the name of the person placing the tag, the reason for its placement and the date.

Any plan or equipment with an out-of-service tag should be removed to a designated area for repair where practicable.

An out-of-service tag may only be removed after the item has been deemed fit for use by a qualified person.

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7.6 Psychosocial Issues

1 Objective

Under the Workplace Health and Safety Act (2011), AE PROJECTS is required to ensure that persons are free from injury, extending to psychosocial injury according to the Prevention of Workplace Harassment Code of Practice (2004). AE PROJECTS is committed to providing a workplace which is free from harassment and managing employee stress, in order to create a harmonised workplace.

As such AE PROJECTS has systems in place to ensure psychosocial risks are identified and managed.

2 Definitions

Term Definition

Occupational Stress The physical, mental and emotional reactions of employees who perceive that their work demands exceed their abilities and or resources (time, help, and support) to do the work. It occurs when an individual perceives they are not coping well in situations where it is important to them that they cope

Employee Assistance Programs (EAP)

An EAP is a program adopted by employers when an employee is experiencing stress, affecting their work performance. It involves the engagement of an external psychologist for several counselling session with a goal of developing strategies to enhance their wellbeing and work performance. Problems suitable for EAP include: family breakdowns, trauma, anxiety, depression, legal problems, change and other psychological or physical disorders/issues

Workplace harassment Repeated behaviour by a person that is:

Unwelcome or unsolicited

Offensive, intimidating, humiliating or threatening

3 Accountabilities

Role Accountability

HSE Manager Ensures records of workplace harassment/stress are maintained and kept private and confidential

Principals Provide resources to manage workplace harassment and stress issues

Provide disciplinary action for workplace harassment cases where required (following this procedure)

Group leaders Suggest employees access EAP if required

Suggest employees in conflict situations seek mediation

Perform risk management for stress/workplace harassment

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4 WORKPLACE STRESS

4.1 Introduction to workplace stress

Employers are not able to control workers’ personal lives and the stressors they may encounter there, however they do have a legal obligation to minimise their exposure to work-related factors that can increase the risk of occupational stress.

4.1.1 Stress risk factors place undue tension on an individual. These include but are not limited to a dynamic interplay of some of the following occupational factors:

High work demands

Low levels of control

Low levels of support from others

Poor role clarity

High responsibility for others

Lack of job security

Poor working conditions

4.1.2 The majority of the time individuals are able to cope with stressors in the workplace, however, if the stress exceeds their capacity (coping mechanisms) then this can influence their occupational and individual functioning, and lead to one or more of the following outcomes.

Lower job satisfaction, lower job motivation, lower productivity, increased turnover, increased absenteeism, increased risk of physical injury, poorer working relationships and lower employee morale

Headaches, tiredness, irritability, excess worrying, anxiety, mood swings and increased in alcohol consumption

Longer term health issues: cardiovascular disease (CVD), immune deficiency disorders, gastrointestinal disorders, psychiatric/ psychological illness and musculoskeletal disorders

All employees and contractors

Report to group leader if experiencing workplace harassment or stress- related issues

Comply with all AE PROJECTS procedures

Do not endanger or harass oneself or others in the workplace

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4.2 Identifying stress

4.2.1 AE PROJECTS group leaders are responsibility for identifying any individuals who are experiencing stress or group-wide stress problems. Some indicators of stress include:

Lower productivity

High absenteeism

Lowered morale

Employee feedback

4.2.2 If stress problems are occurring in the organisation, the group leader, in conjunction with the principals will devise risk management strategies to reduce the stress for that individual(s) in a confidential manner. This will usually involve one or more of the following controls being implemented:

Schedule a holiday

Reduce workload

Enhance resources in that area to reduce the workload of that individual

Reposition that individual within the company

Suggest that individual contact EAP or task management training (see section 4.4.1)

4.2.3 The implementation of stress management controls will be discussed between the group leader and the affected employee(s). The group leader will then monitor the effectiveness of controls and the stress of the individual through regular consultation until the issue has been resolved.

4.3 Organisational risk management strategies

4.3.1 There are various ways organisations can reduce the likelihood of stress problems occurring. AE PROJECTS has committed to the following:

AE PROJECTS implements a job design which employs only individuals who possess the necessary knowledge, skills and abilities to suit the specific job type. Also AE PROJECTS has clear job descriptions and performance goals to enhance the job clarity. To enhance clarity of various job tasks, AE PROJECTS also has clear procedures for all work and organisational functions.

AE PROJECTS allows individuals to work autonomously, whilst being provided with a supervisor and work team to assist with handling technical complexities and provide employees with feedback. This job design provides individuals with a high job control and ensures that individuals are not being stressed by performing work which is too technically demanding or complex for their individual knowledge and skills.

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AE PROJECTS is structured with a flat hierarchy therefore each employee receives a high amount of support from colleagues, both socially and technically. This structure also allows for good communication flows throughout the organisation. Therefore individuals have a high control in the decision-making of various organisational initiations being implemented e.g. change.

AE PROJECTS ensures that fatigue is managed appropriately by controlling the work hours and by setting appropriate workloads to suit employee capacities.

AE PROJECTS employees have the option of receiving mentoring as part of the graduate program as well as the Chartered Engineering Program to gain additional support.

4.4 Individual risk management strategies

4.4.1 There are various ways individuals can obtain support to help cope with stress, which can be used ether as stand alone strategies, or in combination. It is important to identify and provide remediation for workplace stress in the early stages to prevent a large cost for the organisation and to minimise harm to individuals. Therefore the group leader or individuals may deem the below as appropriate for an individual:

Employee Assistance Providers (EAP) can teach staff members how to be better prepared for stressors through counselling. These sessions are usually sub-contracted to an external organisation that will hold around five confidential sessions. AE PROJECTS has contracted the ‘Centre for Human Potential’ to service AE PROJECTS employees on an ‘as needs’ basis for EAP. The process for accessing these services is as follows:

a. Obtain approval from your group leader/safety officer - psychologist for the provision of EAP services.

b. Contact Paul Martin at the Centre for Human Potential and mention you are an AE PROJECTS employee wishing to use AE PROJECTS EAP services and arrange sessions at a suitable time.

i. P: 07 3211 1117

ii. Address: Level 9/243 Edward St, BRISBANE QLD 4000

iii. Postal Address: PO Box 1492, BRISBANE QLD 4001

iv. Email: [email protected]

Task and time management strategies can also assist individuals in reducing stress. Various training providers can assist in developing various AE Projectsts of task management. However, some general tips include: schedule tasks which require the greatest brain power when you are at your energy peak, invest time in planning, include only as much on your to-do list as you can actually accomplish in a day, examine your work processes, and delegate. For projects which require concentration, design the environment to do this (turn off your phone, do not answer emails or


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go to a quiet place). Each day make sure you do something which is fun or that inspires you as a break from work. Designate specific times in the day to respond to email and phone calls, practice detachment from work and focus only the issues for that day.

5 WORKPLACE HARASSMENT

5.1 Introduction to workplace harassment

5.1.1 What is workplace harassment?

Workplace harassment is unsolicited behaviour which intentionally offends, intimidates, humiliates or threatens another person in the workplace. It can range from subtle intimidation to obvious acts of violence. It does not include, however, management actions taken as a direct result of work performance (e.g. firing someone who is performing very poorly).

Some examples of workplace harassment include: abusing a person loudly, repeated threats of punishment for no reason, ridicule or being put down, leaving offensive message on email or the telephone, sabotaging a person’s work, isolating a person from workplace activities, repetitive criticisms, humiliating a person in front of others and spreading gossip.

Workplace harassment can occur in lateral, upwards or downwards directions in an organisation.

Harassment can lead to the victim distress including but not limited to: impaired ability to make decisions, poor concentration, poor performance, psychological disorders (anxiety, depression), physiological responses (panic attacks, loss of sleep) and deteriorating relationships.

5.2 Risk managing harassment

5.2.1 AE PROJECTS has a zero tolerance to workplace harassment.

5.2.2 AE PROJECTS will train all employees on workplace harassment issues in their AE PROJECTS new employee induction. This inclusion will aim to enhance employee awareness of workplace harassment issues, enhance employee knowledge of AE PROJECTS’s policies and procedures on workplace harassment and educate them on the support services available if they encounter a workplace harassment issue.

5.2.3 Handling workplace harassment

If workplace harassment occurs, the affected parties are to contact their group leader immediately (or principal if harassment involves a group leader). The group leader/principal will then arrange an investigation from an external party to manage and resolve the complaint. Employees also have the option of speaking with the Corporate Services Manager if they do not feel comfortable approaching their group leader/principal.

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AE PROJECTS’s disciplinary procedure states that anyone who is found guilty of harassing a worker, victimising someone or making malicious, frivolous or vexatious complaints will face immediate dismissal.

6 WORKPLACE CONFLICT

6.1 Introduction to workplace conflict

6.1.1 What is workplace conflict?

Workplace conflict involves a perceived threat to an individual’s goals, needs, concerns or values; there is an ongoing impact; and is generally experienced at both the interpersonal and intrapersonal levels (thoughts, feelings and inner conflict).

6.2 Reporting a conflict

6.2.1 If anyone in the workplace notices a conflict between members of the organisation, (or one internal member with external members) they are to notify their group leaders (or principal if the conflict involves a group leader) immediately, who will then perform adequate risk management to diffuse the situation. Employees also have the option of speaking with the Corporate Services Manager if they do not feel comfortable approaching their group Leader/principal.

6.3 Risk managing conflict situations

6.3.1 AE PROJECTS will provide services to manage conflict situations to ensure the matter is handled justly, whereby positive outcomes are reached for all parties involved.

Mediation is an effective means of diffusing a conflict before it escalates into a potentially damaging situation for individuals involved and the organisation. AE PROJECTS has contracted Fighting Fair to service AE PROJECTS employees on an ‘as needs’ basis for mediation. The process for accessing these services is as follows:

a. Obtain approval from your group leader for the provision of mediation

b. Contact Scott Dutton at Fighting Fair and arrange sessions at a suitable time.

i. P: 0425 837 756

ii. Address: PO Box 471, Banaglow, NSW, 2479

iii. Postal Address: PO Box 1492, BRISBANE QLD 4001

iv. Web: www.fightingfair.com.au

v. Email: [email protected]

http://www.fightingfair.com.au/


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REFERENCES

www.worksafe.qld.gov.au

Prevention of workplace harassment Code of Practice 2004

Risk Management Code of Practice 2007

WHS Infoline: 1300 369 915

http://www.worksafe.qld.gov.au/

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7.7 Ergonomic Issues

1 Objective

Under the Workplace Health and Safety Act (2011), AE PROJECTS is required to take all reasonable steps to prevent a person from injury. This objective is achieved by minimising a person’s exposure to the risk of injury, and managing safety through the identification of hazards, risk assessment, establishment of control measures to minimise the level of risks, and the continual monitoring of their effectiveness.

AE PROJECTS employees spend approximately 95% of their working hours seated at a computer workstation, as such, ergonomic risk is their largest exposure. AE PROJECTS is therefore obligated under the Workplace Health and Safety ACT 2011, to perform adequate risk management for ergonomic risks and establish controls to manage the risks to the lowest acceptable level.

2 Definitions

Term Definition

Risk factors Factors associated with the demands of a task which contribute to or aggravate musculoskeletal disorders.

3 Accountabilities

Role Accountability

HSE Manager Purchase any workstation equipment/furniture as required to meet ergonomic requirements

Contact an ergonomic consultant for any ergonomic-related workplace injuries

Assess the presence of ergonomic risk in AE PROJECTS and perform continual monitoring of ergonomic controls (in workplace inspections)

Group Leaders Encourage employees to report discomfort at work at any time.

All employees Report to the HSE Manager and Group Leader any problems with the performance of a task, any problems with equipment/furniture and any discomfort or symptoms which may indicate there may be a problem with a task

Follow AE PROJECTS HSE Procedures and Work

Instructions Use equipment/ furniture as provided

Take part in activities to identify, assess and control the risks of musculoskeletal disorders

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4 OFFICE ERGONOMIC RISK MANAGEMENT

Typically AE PROJECTS employees spend up to nine hours a day in a seated position, (as pictured). An incorrectly positioned workstation can lead to a range of musculoskeletal injuries as listed below. This work instruction will provide some guidance on how to manage these risks.

4.1 Hazards and risks

4.1.1 Sitting with an awkward posture for a sustained period of time

Back, neck and shoulder pain

4.1.2 Sitting for a sustained period of time

Deep Vein Thrombosis (DVT) is a real risk for individuals who sit for several hours without getting up. It can feel like a pulled muscle, the feeling intensifies over several days and can be accompanied by redness and swelling. Certain individuals are at a greater risk of developing DVT, for example those who; frequently take long trips (8 hours or more), are advanced in age, are overweight, have clotting disorders or cancer.

4.1.3 Looking at the computer screen for a long period of time

Eye strain

4.2 General risk management

4.2.1 To account for individual differences in predisposition to injury and anthropometric properties (body shape/size), AE PROJECTS will provide all employees with workstation chairs which have adjustable backrests, armrests and recline functions.

4.2.2 Monthly workplace inspections

The Safety Officer for each AE PROJECTS office will perform monthly office inspections. This involves conducting an office work-through examining office hazards and ergonomic risks.

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Look out for: employees who are obviously uncomfortable, for example: workers stretching their backs as if to relieve tension, guarding or protecting low backs, necks, shoulders, elbows or wrists.

5 WORKSTATION ERGONOMICS

5.1 Sitting in your chair

5.1.1 Ensure your torso and neck are approximately vertical and in-line, the thighs are approximately horizontal and the lower legs are vertical

Push your hips as far back as they can go in the chair

Adjust the seat height so your feet are flat on the floor and your knees equal to, or slightly than, your hips

Adjust the armrests (if fitted) so that your shoulders are relaxed. If your armrests are in the way, remove them

5.1.2 If you are in a non-reclining chair, adopt the ‘normal position’ below. If you have a reclining chair, adopt the following position:

5.2 Positioning your keyboard

5.2.1 An articulating keyboard tray can provide optimal position of input devices. However, it should accommodate the mouse, enable leg clearance, and have an adjustable height and tilt mechanism. They tray should not push you too far away from other work materials, such as your telephone.

Pull up close to your keyboard

Position the keyboard directly in front of your body

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Determine what section of the keyboard you use most frequently, and readjust the keyboard so that sectioned is centered with your body. Adjust the keyboard height so that your shoulders are relaxed, your elbows are in a slightly open position and your wrists and hands are straight

The tilt of your keyboard is dependent upon your sitting position. Use the keyboard tray mechanism or keyboard feet to adjust the tilt. If you sit in a forward or upright position try tilting your keyboard away from you at a negative angle. If you are reclined, a slight positive told will help maintain a straight wrist position

Wrist-rests can help to maintain neutral postures and pad hard surface. However the wrist-rest should only be used to rest the palms of the hands between keystrokes. Resting on the wrist-rest while typing is not recommended. Avoid using excessively wide wrist-rests or wrist-rests that are higher than the space bar of your keyboard.

5.3 Positioning your screen, document and telephone

5.3.1 Monitors placed too close or too far away may cause you to assume awkward body positions that may in turn lead to eyestrain. Viewing distances that are too long cause you to lean forward and strain to see the small text (this in turn fatigues the eyes and places stress on the torso as the backrest is no longer providing support). Viewing distances which are too short may cause eyes to work harder to focus (convergence problems) and evoke awkward postures.

Sit at least an arm’s length away from the screen and then adjust the distance for your vision

Consider using the zoom function/ a larger monitor to reduce visual strain

Reduce glare by careful positioning of the screen

a. Place screen at right angles to windows

b. Adjust curtains or blinds as needed

c. Adjust vertical screen angle and screen controls to minimize glare from overhead lights

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d. Other techniques to reduce glare include use of optical glare filters, light filters or secondary task lights

Adjust the screen and source documents so that they are positioned directly in front of you, causing your neck to rest in a neutral, relaxed position.

Monitors should not be further than 35 degrees to the left of the right and position the top level of the screen approximately 15 to 20 degrees below seated eye level (lower if you wear bifocals if necessary).

Remove some or all of the equipment (computer case, surge protector, etc.) on which the monitor may be placed. Generally, placing the monitor on top of the computer case will raise it too high for all but the tallest users.

Elevate your line of sight by raising your chair. Be sure that you have adequate space for your thighs under the desk and that your feet are supported.

If you work primarily through printed material, place the monitor slightly to one side and keep the printed material directly in front. Keep the monitors and printed materials as close as possible to each other.

Position source documents directly in front of you, between the screen and the keyboard, using an in-line copy stand. If there is insufficient space place source documents on a document holder placed adjacent to the screen

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Place your telephone within easy reach. Telephone stands or arms can help

Use headsets and speaker phone to eliminate cradling the headset between shoulder and ear

6 GENERAL OFFICE ERGONOMICS

6.1 Working for long periods of time

6.1.1 Once you have correctly set up your computer workstation use good work habits. No matter how perfect the environment, prolonged, static postures will inhibit blood circulation and take a toll on your body. Some suggested activities include:

Take short 1-2 minute stretch breaks very 20-30 minutes. After each hour of work, take a break or change tasks for at least 5 minutes. Always try to get away from your computer during lunch breaks

Avoid eye fatigue by resting and refocusing your eyes periodically. Look away from the monitor and focus your eyes on something in the distance.

Rest your eyes by covering them with your palms for 10-15 seconds

Use correct posture when working. Keep moving as much as possible

Do the heel and toe exercise while seated (reposition weight of foot from heel to toe).

Drink water; it thins the blood.

6.2 Repetitive Strain Injury (RSI’s)

6.2.1 RSI’s are caused by any tendon or muscle injury resulting from overuse, usually in the hand, wrist, or arm. Injury may be caused by any combination of repetitive, unaccustomed, or prolonged movements, forcefulness, or an awkward position (often due to bad ergonomics). The symptoms are pain, tingling, weakness, numbness, swelling, cracking, stiffness, or reduced coordination. The risk of RSI can be reduced by:

Identifying and correcting postural problems

Eliminating fixed positions which impose static loads on the muscles of the back, neck, shoulders and arms. Poor or improperly adjusted equipments, furniture or layout is often to blame

Identifying and eliminating forceful movements. The worst are those which involve fingers, hands and wrists especially with bending or twisting.

Identify and break up periods of repetitive work. The aim is physical variety, use rest pauses and alternated tasks

Ensuring that any tell-tale early warning signs are noticed and acted upon. It is essential to report any issues to the Safety Officer.

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Refer to the following table for specific recommendations based upon which body parts are in discomfort.

Body Part Fatigued Common Contributing Factors What you can try

Back of neck Looking down at documents or keyboard

Use a document holder.

Check screen height

Side of neck Looking to one side Locate documents and screen directly in front

of you

Top of shoulders, outside or front of shoulders

Keyboard too high, arms unsupported Raise chair use footrest rest palms on front of

desk

Lower back Inadequate lumbar support Adjust back rest height and angle to give firm

support

remove obstructions under desk

Upper back Twisted posture Sit straight-on

locate documents screen and keyboard in front of you

Right arm or shoulder Arm outstretched unsupported Move mouse closer

Left arm shoulder or neck

Reaching for telephone or cradling telephone on shoulder

Bring phone closer

use headset

Leg discomfort swollen feet

Underside of thighs compressed against chair seat

Use footrest or reduce chair height

Headaches/Eye Fatigue

Posture, visual problems, noise, stress, glare, high work load

Rearrange work area

screen filter

close blinds, shut door

vary tasks

take micro pauses

smooth out work flow

reduce time on computer

eye test

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7 APPENDIX A: Checklist for an ergonomic workstation

Are the monitors at the same height?

Is the screen at a comfortable reading distance for the operator?

Are the monitor and keyboard aligned and directly in front of you so that you do not twist to reach the keys?

Is the keyboard located in close proximity to the body to avoid over reaching?

Are your frequently accessed items within easy reach whilst sitting?

Is the image clear, stable and free from reflections and glare?

Does your desk top size easily accommodate all work tasks?

(minimum recommendations)

Computer only – 1200 x 900mm

Computer and general clerical – 1500 x 900mm

Are your office lighting, noise level and temperature conductive to your comfort and productivity?

For bi/tri/multi focal wearers, is your monitor low enough to prevent you raising your chin to view the screen?

Does your chair have fully adjustable arm height, chair height, back rest position and seat tilt?

Do you have a stable footrest if your feet are not flat on the floor when sitting

Does your desk provide adequate clearance for your legs and allow close access to the work task?

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1 Objective

AE PROJECTS has established a document control process for Health, Safety and Environmental (HSE) documents as part of its HSE Management System. Its purpose is to provide controls to:

Approve documents for adequacy prior to use

Review and update as necessary

Keep a record of the changes made in each revision

Ensure the relevant versions are available at points of use

2 Definitions

Term Definition


Record A document stating results achieved or providing evidence of activities performed. It is subject to revision

Document Information and its supporting medium

HSE document control system

The HSE document control system comprises this procedure outlining how the document control process works, a register of all HSE documents, and a change register of any changes made to HSE documents

3 Accountabilities

Role Accountability

HSE Manager Oversees the correct use of the HSE document control procedure

Updates this procedure in the annual review of the HSE Management system

Prepares HSE-related documents for approval by the principals

Ensures the latest version of documents is available to staff in the HSE Management system

Principals Approve any HSE documents and records as necessary

HSE Representatives Send any HSE-related records to the HSE Manager to be entered into the HSE document control system

Group leaders Ensure records are handed to the HSE Representative to be added into the HSE document control system

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4 Document Control Steps

4.1 HSE Documents

4.1.1 The HSE Manager will draft up any HSE documents

4.1.2 The HSE Manager will give any HSE documents to the Principals to approve

4.1.3 The HSE Manager will record the HSE document in the HSE document control register and record any changes made the document in the change register

4.2 HSE Documents

4.2.1 Staff are required to retain any HSE documents (vehicle pre-start inspections, site safety plans, JHA’s, Take 5’s etc), scan it and give it to the HSE Representative. The HSE Representative will send it to the HSE Manager to record.

4.3 Document Numbering System

4.3.1 Upon submitting the relevant document for a revision update, the documents will be labelled according to the following format

Revision Type Label

Policy AHSE-P1, AHSE-P2, AHSE-P3 etc

Element AHSE-E1, AHSE-E2, AHSE-E3 etc

Procedure AHSE-E1-P1, (Procedure 1 for Element 1)

Work Instruction AHSE-E1-WI-1 (Work Instruction 1 for Element 1)

Approved revision

1, 2, 3

Draft revisions 0.1, 0.2, 0.3 etc

All employees Keep the scans of any HSE-related records (JHAs, plant pre-start inspections, safety plans, HSE meetings)

Ensure records are handed to the HSE representative to be added into the HSE document control system

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8. Emergency Protection

1 Objective

The purpose of this document is to implement procedures and documents to address and

manage HSE risks evaluated as significant using the risk matrix and identified in the AE

PROJECTS Risk Register.

2 Definitions

Term Definition


3 Accountabilities

Role Accountability

Principals Annually review the AE PROJECTS emergency procedures to ensure they provide adequate protection for all employees/ contractors and other persons affected by AE PROJECTS operations

First aid officer Treat any first aid injuries which occur in the workplace

Keep records of any workplace injuries

Liase with emergency services for serious injuries

Fire warden Liase with emergency services

Sound the alarms in an emergency situation and facilitate an evacuation

Schedule annual emergency evacuation drills

Regularly update the emergency plan

Employees Carrying out duties prescribed in the emergency response plan in a manner which does not adversely affect their own health or safety, or that of others in the workplace

Cooperate with measures introduced in the interests of workplace health and safety related to the safety or people who may be affected by an emergency situation which occurs as a result of, or in relation to workplace activities

Take action to isolate any hazardous situation in an emergency which comes to their notice, and which is within their capacity to safely remedy without placing themselves at risk, in order to protect others in the workplace

Immediately report to principals all matters which may be involved in or affected by an emergency situation involving workplace activities

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4 Emergency Protection Procedure

4.1 Emergency response planning

4.1.1 As a priority, this organisation will ensure that the emergency response plan is revised and tested regularly as part of a continuous improvement process. The organisation will also endeavour to give information and training as often as necessary to all employees (and others, such as contractors and visitors) to facilitate a better understanding of the emergency response arrangements and procedures. This ensures that in the event of an accident, employees will respond with a quick, practised response that is ideal for the situation. AE PROJECTS will maintain a fully documented response plan that:

Identifies the possible emergency scenarios for the AE PROJECTS workplaces

Prescribes the emergency organisation (people and duties)

Specifies the arrangement to be implemented (systems and procedures)

4.1.2 Ensuring the safety of all personnel and others who may be affected by an emergency involving this organisation’s activities is to be given the highest priority. Having ensured this, management will remain fully committed to containing the consequences of any emergency situation until that emergency situation has been fully controlled.

4.1.3 Any concerns that employees may have regarding the emergency procedures should be reported to a responsible person immediately. The organisation will then take the necessary measures to investigate and remedy the situation.

4.1.4 Testing of the Plan

AE PROJECTS will conduct testing of its emergency plan on an annual basis. This testing will take place to ensure the plan is current, is known by all members of the workforce, who will then be able to deal with emergencies should one ever arise in our workplace.

4.2 Emergency resources

4.2.1 The necessary resources (people, facilities, and equipment) will be made available in order to:

Comply with all relevant legislation

Ensure the health and safety of employees and others

4.2.2 Liaising with Emergency Services

AE PROJECTS firmly endorses the need for a close liaison and cooperation with emergency services within our local areas. In accordance with this, the

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local police, fire and ambulance services’ representative will be invited to visit and inspect our site on an annual basis.

The management of the workplace, as well as representatives of the emergency response team will accompany them during their visit. During these visits we will discuss our processes, workplace hazards and our controls. AE PROJECTS believes such visits and contacts will contribute to the health and safety of all within its workplace.

4.2.3 First Aid Officer

Each AE PROJECTS workplace has a qualified first aid officer.

The objective of the first aid officer is to provide first aid services to any injured persons in the workplace

In addition, the first aid officer must liase with emergency services in the case of serious injuries

Any injuries must be recorded and any equipment used should be recorded on the register stored below the first aid kit.

4.2.4 Fire warden

Each AE PROJECTS workplace has a fire warden whose major objective lies in the coordination of the Emergency Plan. This includes activities such as:

a. Conducting regular inspections of fire fighting equipment

b. Coordinating with emergency services in the case of an emergency

c. Facilitating emergency evacuations

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4.3 Fire Fighting Equipment

4.3.1 Fire Fighting Equipment

Is located throughout all company buildings. The equipment will comply with all relevant Australian Standards and be appropriately signed

Nominated employees shall be trained in the use of the equipment.

All fire fighting equipment shall be regularly checked and serviced. This will involve both internal inspections as well as external tests conducted by approved competent persons. Fire fighting equipment will not be used for any purpose other than the one it was intended for. Abuse of the equipment will lead to disciplinary procedures.

Types of Extinguishers

Electrically conductive extinguishers Electrically non-conductive extinguishers

Red – water

Red and blue – foam

Red and cream – wet chemical

Red and black – carbon dioxide

Red and white – powder

Yellow – BFC carbon depleting, special use permit required

Red and yellow – vaporising liquid

4.4 First aid equipment

4.4.1 AE PROJECTS will provide a first aid kit in each workplace.

4.4.2 AE PROJECTS will conduct scheduled audits of the first aid kit contents and replace items as necessary.

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9. Incident and Action Management

1 Objective

It is the duty of care of AE PROJECTS to prevent incident occurrences. This can be achieved by strengthening the HSE MS based on learnings from incidents/near-misses that have occurred, in order to prevent similar incidents from occurring in the future. This procedure sets out the protocols for incident/near-miss reporting, incident investigation, incident communication and recommendations for changes to the HSE MS based on incident learnings.

2 Definitions

Term Definition

Incident An event or condition that has caused injury, disease, property damage, environmental impact or any process disturbance

Near-miss An unplanned or undesired event that had the potential to cause harm to persons, property, the environment or processes

Contributing Factor A factor that increases the likelihood of an incident or accident occurring such that if it were not present, the severity of the incident may be diminished

ICAM Incident Causal Analysis Method

3 Accountabilities

Role Accountability

HSE Manager Records incident details and maintains records

Records and communicates incident statistics in the Monthly Safety Report

Leads investigations for incidents and near-misses

Issues HSE alerts of AE PROJECTS incidents/near-misses

Reports any significant incident which fits the definition of a notifiable incident to the Workplace Health and Safety Department within 24 hours: 1300 369 915 (QLD) 13 10 50 (NSW) 1300 307 877 (WA)

Principals/Managers Ensure investigation outcomes and learnings are shared and communicated at group meetings

Encourage incident/near-miss reporting

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4 Incident Procedure

The following procedure should be followed in the event of an incident/near-miss:

4.1 Make the scene safe

4.1.1 If you are involved in an incident, or witness an incident, immediate actions should be taken to prevent (further) harm to people, processes or environment. Immediate actions may include, but are not limited to:

Ensuring the safety of self and others

Isolating equipments and/or services

Providing first aid, caring for the injured

Contacting emergency services, spill containment

Preventing access to scene

Removing hazards if possible

Identifying the existence of a continuing hazard

4.1.2 Care should be taken, to preserve the scene of the incident (exceptions – applying first aid, and other immediate actions to ensure safety of scene). Evidence should not be altered or removed from the scene. By preserving the incident scene, a more thorough and accurate follow-up incident investigation is possible. This increases the likelihood of identifying the contributory factors of the incident.

4.2 Report and record the incident

4.2.1 Report the incident

The incident should be reported to principals/the HSE Manager as soon as reasonably practical.

4.2.2 Record the incident

The incident should be recorded in the incident/near-miss report form found on the AE PROJECTS website, on the server, or by phoning the principal/ HSE Manager where they will obtain the necessary information.

a. Where – work areas, location

b. When - time and date

c. Condition – weather, lighting, access, etc.

d. Who – organisational area, leader responsible, involved persons

e. What - descriptions, impacts

f. Extent – is incident continuing or has been closed

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4.3 Conduct a risk assessment

4.3.1 Classify the incident in terms of:

The actual consequence of the incident

The maximum reasonable outcome of the incident

Final classification of all injuries should be conducted

4.3.2 If the incident’s actual consequences are above a moderate or maximum potential consequence, the incident should be investigated.

4.4 Undertake an incident Investigation

4.4.1 Appoint and authorise an incident investigation team

The HSE Manager will investigate incidents of moderate consequence. However, a qualified incident investigator will be engaged for serious incidents, or at the principal’s discretion.

All personnel involved in incident investigation must possess current status of training and exhibit competence. All trained personnel who are not involved in investigations more regularly should complete refresher training prior to conducting an investigation. Varying levels of training are available depending on the level of expected involvement.

4.4.2 Conduct the investigation

AE PROJECTS has chosen to adopt the ICAM model in accident investigation. It is AE PROJECTS’s policy to investigate a significant incident using ICAM methodology, engaging a certified accident investigator to assist with the investigation process.

The investigation involves collecting, recording and analysing all relevant information relating to the incident and implementing the ICAM tool to establish the contributory factors of the incident. Information considered in the investigation may include but is not limited to:

a. Work area hazards (known and/or newly identified)

b. Review incident report

c. Review the risk register for the area

d. Review witness statements

e. Review training records

f. Review current best practices or standard operating procedures

g. Evaluate the adequacy of first line response and medical treatment provided to injured personnel

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4.5 Establish effective controls

4.5.1 Select controls

Effective actions are selected with the aim of controlling the risk to the greatest extent, using the hierarchy of controls.

Actions taken must be appropriate to the magnitude or severity of the incident and consequences encountered.

The ICAM model operates on the premise of the Pareto ‘80/20’ rule stating that 20% of effective recommendations can be generated from 80% of the underlying causes identified. Therefore from the exhaustive list of underlying causes identified in the investigation, the incident investigator can develop a much smaller list of recommendations to prevent the accident from reoccurring in a different instance.

The effectiveness of recommendations should be evaluated using the following criteria:

a. Viable – practical implementation

b. Achievable – within business objectives (budget/business activities)

c. Acceptable – by the users

d. Compatible – manages the associated hazard and risk

e. Sustainable – over time

Any recommendations generated as a result of an incident investigation should be endorsed by AE PROJECTS principals and relevant changes made to the HSE MS.

4.6 Communicate the incident

4.6.1 Share incident learnings

Any learning from incidents will be discussed in group meetings

The incident statistics will be displayed in the Monthly Safety Report

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9.1 Employee Rehabilitation

1 Objective

AE PROJECTS is committed to providing a safe and healthy work environment for all employees. In the event of a work related injury or illness, AE PROJECTS will ensure that necessary assistance is available for the employee to remain at work, or return to work as soon as possible. AE PROJECTS will achieve this through appropriate occupational rehabilitation, risk management, and the provision, so far as practicable, of safe and suitable employment.

2 Definitions

Term Definition

Employee Any person currently and directly employed by AE PROJECTS

Pre-injury employment Duties undertaken by an employee prior to a workplace injury occurring

Rehabilitation provider An external organisation approved by WorkCover Queensland that provides independent support to injured workers and their employer by facilitating the return to work process.

Return to work plan A written plan detailing how AE PROJECTS will assist a staff member stay at work/return to work while recovering from a work-related injury or illness

Suitable employment Suitable employment is work that is suited to the employee’s medical condition, capacity for work, skills and experience. It is work the injured employee can do without the risk of further injury. The aim is to support the injured employee Member so they can remain at or return to work while they recover from their injury and return to their normal work when possible.

Work related injury Any injury, illness or disease where employment is a significant contributing factor

3 Accountabilities

Role Accountability

HSE Manager Manage, monitor and review this policy

Ongoing management and monitoring of AE PROJECTS’s WorkCover claims

Consulting with employees, Group Leaders, treating health practitioners, and rehabilitation providers to develop sustainable return to work options

Providing injured employees with clear, accurate, and current details of their return to work arrangements

Monitoring progress of return to work plans

Assisting injured/ill employees in returning to work from their work-related injury/illness as soon as they are medically able to do so

Group Leaders Promptly advising the HSE Manager of any illness or injuries in their group

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that are, or potentially will be work related.

Promptly forwarding to the HSE MANAGER any paperwork concerning an employee’s injury

Working together with the injured staff member, the HSE Manager, and rehabilitation provider in developing return to work options

Providing support to their employees returning to work

Injured Employees Provide all documentation related to their work-related injury as soon as practicable to the HSE Manager

Provide relevant information to their Group Leader, the HSE Manager, treating health practitioners, and rehabilitation provider about their work- related injury/illness, treatment, and recovery

Make reasonable efforts to return to work in Suitable or Pre-Injury employment and make reasonable efforts to participate in the return to work process

Discuss return to work offers with treating health practitioners and provide any feedback to the HSE Manager and/or rehabilitation provider

Actively participate and co-operate in assessments of capacity to work, rehabilitation progress, or future employment prospects

4 Employee Rehabilitation Program

4.1 The AE PROJECTS employee rehabilitation program

4.1.1 AE PROJECTS will assist injured employees who sustain a workplace injury or illness to return to work as soon as practicable and in accordance with medical advice

4.1.2 This will be achieved through our employee rehabilitation program, which is outlined as follows:

Remaining at, or early return to work following an injury/illness is normal workplace practice and expectation

Return to work planning will commence as soon as possible after an injury/illness, in accordance with medical advice

An individual return to work plan will be established as soon as practicable, preferably within 2 weeks, with any employee who has an incapacity for which is likely to last longer than 3 weeks.

A return to work plan will be prepared in consultation with the injured employee, their Group Leader, and their treating health practitioners in order to obtain information about the employee’s capacity for work and any medical restrictions with which they must comply.

An injured employee will be able to access the services of an occupational rehabilitation provider if required

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All reasonable attempts will be made to provide suitable employment, including modified, graduated, pre-injury or alternate duties consistent with medical advice, for all injured/ill employees as part of the return to work plan

The HSE Manager will review the return to work plan, in accordance with legislative requirements, as often as is necessary during the employee’s period of incapacity. Progress of the plan will be monitored and revised in consultation with the injured employee, treating health practitioners, and rehabilitation providers (where involved).

Confidentiality of the employee’s information, obtained during their return to work or while undertaking occupational rehabilitation services will be maintained so far as is practicable

Employees will be consulted about the development and review of their individual return to work plans

4.2 Procedure for managing employee rehabilitation

4.2.1 Injury/illness reporting

The employee reports their injury/illness, time off work and/or medical treatment received for injury

4.2.2 Group Leader notification

The employee notifies their Group Leader of their capacity to work as soon as practicable

4.2.3 HSE Manager notification

The Group Leader notifies the HSE Manager as soon as they become aware an injury has occurred

4.2.4 HSE Manager contacts employee

The HSE Manager will make contact with the employee to outline the process for preparing return for work plans.. Required claim forms will be provided to the employee

4.2.5 Employee completes forms

The employee completes required forms and return to HSE Manager.

4.2.6 Forms to WorkCover

The HSE Manager sends all required paperwork to WorkCover within one week of receiving them and confirms the receipt of claim in writing to the employee

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4.2.7 Consultation with involved parties

The HSE Manager begins consultation with the injured employee, their Group Leader, treating health practitioners, and rehabilitation provider (if appointed)

4.2.8 Return to work plan is developed

The HSE Manager will develop a return to work plan based on the gathered information, as part of the consultation process and provide this to the employee, treating health practitioners, and Group Leader for review and approval. The return to work plan will detail suitable employment, medication restrictions, and return to work goals. The plan must be signed by all involved parties before it will be actioned

4.2.9 Monitoring and updating of plan

The HSE Manager will monitor and update the return to work plan in accordance with advice from treating health practitioners as provided by the employee

4.2.10 Return to work completed

The injured employee completes the return to work process and returns to pre-injury duties. This is confirmed when appropriate documentation from treating health practitioners is received which states the employee is fit to return to normal duties

4.3 Employee rehabilitation records

4.3.1 The HSE Manager must keep and maintain employee rehabilitation records for 7 years

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10. HSE Document Control, Review and Revision

1 Objective

The purpose of this procedure is to describe how AE PROJECTS conducts performance assessments of the AE PROJECTS HSE Management System to identify problems and create improvement plans to ensure compliance with legal and client requirements.

2 Definitions

Term Definition


HSE Documentation Plans, policies, guidelines, forms and any other document which forms part of the HSE Management System. These documents are designed and created by the HSE Manager and approved by the principals

Local documentation Local HSE documents created by an AE PROJECTS office to meet the local needs, e.g. the Newcastle Emergency Procedure

Controlled document Any document for which distribution and status are required to be kept current by the issuer to ensure that the users have the most up to date version available

Document control The process established in this procedure to define controls needed for the management of HSE documentation.

Audit A systematic, independent, documented, periodic and objective investigation or appraisal against defined criteria to determine whether activities and related results conform to planned arrangements

HSE MS Review A review of the effectiveness of the HSE Management system through evaluating the need for changes and establish actions to improve the system, audits and resources

3 Accountabilities

Role Accountability

HSE Manager Create, modify and review of central HSE documentation. As well providing advice to HSE representatives on the requirements of any locally produced documents

Coordinate and provide feedback HSE performance in Monthly Safety report

Review the HSE management system standards on an annual basis to ensure continuing suitability, adequacy and effectiveness

Ensure corrective and preventive actions, including those arising from audits, are completed by their due dates

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Principals Endorse any HSE improvement changes

Provide feedback to employees and contractors on their HSE performance

HSE Representatives Update, create and maintain of local HSE documentation and the local document register

To coordinate the local documentation with the HSE Manager to ensure all document control requirements are met

4 Document control

4.1 Document development and maintenance

4.1.1 Document creation

Creation and modification of central and local documentation should be performed by competent persons, i.e. those having relevant education, experience and work related skills in the particular topic. HSE documents are created and modified by the HSE Manager in the relevant matter.

New or additional documents for inclusion in the OHSMS are determined by the needs of the organisation, based on:

a. Legislative requirements;

b. Self insurance requirements;

c. System failures reported or identified during incidents investigations;

d. Suggestions from employees or consultation arrangements; and,

e. Industry and organisational best practice.

The need for a new document is then considered by the HSE Manger and arrangements made to prepare the document. The draft document is then made available for consultation prior to going through the approval process.

New documents are identified:

a. On the Master Document Control Register;

b. In Monthly Reports

4.1.2 Document modification

Existing documents require regular review to ensure currency with external requirements. Requirements for review and update are determined by:

a. The review period as defined by this document;

b. Changes or new legislative requirements;

c. Changes or new self insurance requirements;

d. Suggestions from employees directly or via consultation arrangements; and

e. Industry and organisational best practice.

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5 Performance auditing and HSE review procedure

5.1 HSE performance audits

5.1.1 HSE Statistics

AE PROJECTS shall introduce and maintain a system of positive reporting indicators. The following items shall be reported in the safety report on a monthly basis

f. Attendance at toolbox meetings

g. Records of employees training

h. Number of Safety Plans developed

i. Number of reviews undertaken of the system and procedures.

j. First Aid injuries

k. Recordable Injuries – No medical treatment, restricted duty injuries or lost time injuries

l. Environmental incidents

m. Equipment damage

n. Compliance to the Contractors Safety Management System

5.1.2 Performance indicators must be reviewed at least annually where results of the review are captured and utilised in the continuous improvement process. In reviewing performance indicators, the following should be considered:

Analysis needs to address whether the indicator is still representative, measurable and able to be influenced.

5.2 HSE MS Review

5.2.1 AE PROJECTS will conduct an annual review of the HSE Management System to ensure its continuing suitability and effectiveness in satisfying the HSE legal and client requirements.

5.2.2 AE PROJECTS may schedule intermittent HSE MS reviews at a client request or in response to legislative changes.

5.2.3 The review must include, but is not limited to:

Recommendations for improvement.

Evaluation of the effectiveness of the HSE MS at AE PROJECTS.

Assessing opportunities for improvement and change to the HSE MS.

Results of evaluations of compliance with legal and other requirements.

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Changing circumstances, including developments in legal and other requirements.

HSE performance

5.2.4 AE PROJECTS will make any amendments to the HSE MS as necessary, after the commencement of each review.

5.2.5 Any changes to the HSE MS will be recorded in the review table, see Appendix 1 and the revision number of any relevant documents, may then be adjusted.

5.2.6 Every review of the documents and schedules must be communicated to all employees involved in the task. This communication must also be documented.

5.2.7 It is a requirement of AE PROJECTS that all original safe system of work documents and risk control schedules be retained in the workplace for a period of at least five years.

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10.1 Internal Auditing and Assessment

1 Objective

To conduct performance assessments and audits of the AE PROJECTS HSE Management System, to identify problems and create improvement plans to ensure compliance with objectives, targets and other requirements.

2 Definitions

Term Definition


Audit A systematic, independent, documented, periodic and objective investigation or appraisal against defined criteria to determine whether activities and related results conform to planned arrangements.

To determine whether arrangements are implemented effectively to achieve the organisation’s objectives.

3 Accountabilities

Role Accountabilities

HSE Manager Coordinate all audits as required by this procedure

Nominate Lead Auditors

Notify Lead Auditors of audit requirements

Review HSE performance indicators

Ensure the preparation and provision of HSE performance data

Develop HSE performance monitoring programs

Group Leaders Ensure corrective actions are initiated for non conformances raised and in accordance with the allocated time frame

Close out corrective actions after they have been completed by relevant persons

Provide feedback to employees and contractors on their HSE performance

4 Internal auditing procedure

4.1 Audits

4.1.1 Development of the audits

Audits will be developed if HSE activities or initiatives identified by the Safety Strategy meeting are required to be audited.

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10.1 Internal Auditing and Assessment

4.2 Performance Assessments

4.2.1 AE PROJECTS will undertake assessments of performance against regulatory, corporate, other requirements and the progress of HSE Improvement Plans.

4.2.2 The HSE performance of employee, contractors and systems will be assessed

against performance indicators (leading and lagging).

4.2.3 Monitoring programs may be developed as follows:

Identify what monitoring may be required by considering:

a. Requirements of legal and other requirements.

b. Potential HSE impacts and whether these need to be measured.

c. Effectiveness of controls to be measured.

d. HSE performances need to be tracked.

Determine indicators to be measured.

Determine monitoring intervals.

Identify the monitoring activities appropriate for each indicator.

Determine how the results will be recorded and filed.

Consider how and who will review the results.

Identify the reporting requirements (what, how, to who).

The HSE Manager and Group leaders review of objectives and targets from the previous year providing feedback on additions, deletions or corrections.

Include a process for corrective action.

4.2.4 Performance indicators should include quantitative measures.

4.2.5 HSE performance indicated should be reported internally as follows:

Management review meeting

Monthly safety meetings

Procedure - Environmental Management Plan 1

AE PROJECTS

Engineering

Environmental Management System

Procedure

Document Number: 8233

Accountable Role: HSE Officer


Revision no.: 1

Status: APPROVED


1. Environmental Management Plan

1 Objective

The aim of the following procedure is to outline how AE PROJECTS will meet the objectives of its Environmental Policy to ensure that the environmental issues of its operations are efficiently risk managed. AE PROJECTS is dedicated to environmental protection with a goal of Zero Environmental incidents. This procedure will describe the process AE PROJECTS will employ to manage environmental issues.

2 Accountabilities

Role Accountability

HSE Manager To review and update the environmental impact procedure

To implement environmental initiatives

Directors To provide resources for the environment

To support environmental initiatives

Employees/ contractors

To abide by AE PROJECTS’s environmental procedures

To actively participate in environmental-related activities

To identify ways in which they AE PROJECTS or they personally can reduce waste and enhance the environment

3 AE PROJECTS Environmental Procedure

AE PROJECTS’s operations on client sites are non-invasive and thus the potential risk of environmental impact is low. The following procedure outlines various office and site activities to ensure this low risk to the environment is maintained.

3.1 Eliminating Waste

3.1.1 AE PROJECTS uses double-sided paper to reduce the paper wastage in the office.

3.1.2 AE PROJECTS personnel are not to make waste on site. They should keep any rubbish that they may have and take it with them on site.

3.1.3 AE PROJECTS provides provisions for recycling at each office centre which staff are encouraged to use.

3.1.4 AE PROJECTS has a culture which encourages a paperless office. Paper files wherever possible are avoided.

Procedure - Environmental Management Plan 2

AE PROJECTS

Engineering

Environmental Management System

Procedure

Document Number: 8233

Accountable Role: HSE Officer


Revision no.: 1

Status: APPROVED


1. Environmental Management Plan

3.2 Use of hazardous substances

3.2.1 AE PROJECTS operations do not warrant the use of any hazardous substances. In the office environment, cleaning agents and photocopying duties are managed by the office agent. MSDS’s are displayed near these items and recorded in an MSDS register.

3.3 Sustainability

3.3.1 AE PROJECTS uses recyclable products wherever possible and only buys the necessary stationary.

3.4 Environmental Issue Reporting

3.4.1 Stop work and report any environmental issues which are noticed on site immediately to the relevant client representative and using the appropriate client incident reporting procedure. Example issues include: specifically identified flora and fauna eg Golden Bell Frog, archaeological material, cultural artefacts, contaminated soil, contaminated water, pipes, containers, tanks, drums, buries structures.

3.4.2 Also enter this into the AE PROJECTS Incident Report Procedure available on the AE PROJECTS website.

3.5 Environmental Responsibility and awareness

3.5.1 Know where wetlands, streams and other protected areas are identified on and around a client site, make sure areas are clearly marked and no staff enters these areas.

3.5.2 Use only approved access routes to and from the site

3.5.3 Respect all speed limits in the protected area.

3.5.4 Stay within the site boundaries

3.5.5 Pick-up trash

3.5.6 Smoke only in designated areas

3.6 Carbon Footprint

3.6.1 AE PROJECTS doesn’t provide free car parks or use car parking as an incentive for promotion, to encourage that employees utilise public transport and cycling options, to reduce carbon omissions caused from vehicles.