committee workplace pack - education · web viewinfrastructure projects: discuss planning and...
TRANSCRIPT
Department of EducationOrganisational Safety and Wellbeing
Reviewed October 2018 V1Uncontrolled when printed.
[School/Workplace] Health, Safety and Wellbeing Committee
Governance Information
Contents:
1. Guideline: Conducting a School/Workplace Health Safety and Wellbeing Committee Meeting
2. Terms of Reference
3. Agenda Template
4. Minutes Template
Department of EducationOrganisational Safety and Wellbeing
Reviewed October 2018 V1Uncontrolled when printed.
GuidelineConducting a [School/workplace] HSW Committee Meeting
General meeting conduct
Role of the Chair
The Chair is to be the Officer in Charge (OIC) of the workplace i.e. the principal for a school, the senior manager for other departmental workplaces to enable decisions to be made during the meeting. The Chair is responsible for analysing the Health, Safety and Wellbeing (HSW) issues across the workplace (school, regional office location, or other departmental workplace) to ensure that a coordinated and integrated approach to issues is presented, discussed and conducted. As Chair of the committee, the principal/manager can demonstrate their active leadership to develop and maintain awareness of HSW matters that affect the school/workplace.
Membership
The composition of the committee is to reflect the scale, scope and risk profile of the school or workplace and include people such as: principal/manager, deputy principal, health and safety advisor/s (HSAs), health and safety representative/s (HSRs), business services manager/HR role/s, head of department/s, rehabilitation and return to work coordinator (RRTWC), staff representatives. Additional members may be invited based on issues raised through the committee e.g. management, administration, finance, facilities (infrastructure services), teaching staff, ancillary staff.
Terms of reference
It is important that committee members and others at the workplace know the committee’s aims and objectives. This is described in the committee’s Terms of Reference. The Terms of Reference can be amended for the specific workplace.
Every member should know the expectations of their role: in preparation for meetings, during meetings and when undertaking actions out of session. The Terms of Reference should be reviewed and discussed during the first meeting, made readily available and reviewed annually to ensure that the committee is best supporting the HSW requirements.
The committee is to be registered within MyHR WHS (Committee Meeting Management > Committee). Attachments such as the Terms of Reference can be recorded at this location within MyHR WHS.
1. Meeting opening
1.1 Welcome and opening: the Chair will open the meeting, welcome new members, note proxies, make necessary introductions and ensure there are enough members present for the meeting to be meaningful and for decisions to be made.
1.2 Confirmation of previous minutes: the Chair ensures minutes are taken and recorded into the school/workplace HSW Committee Minutes template. Minutes are to be endorsed and communicated. Endorsement may occur out of session but is to be officially recorded during the next meeting. Details of a meeting including the endorsed minutes can be recorded within MyHR WHS (Committee Meeting Management > Meeting). Once endorsed, minutes are to be
Department of EducationOrganisational Safety and Wellbeing
Reviewed October 2018 V1Uncontrolled when printed.
communicated across the school/workplace. How this occurs may be determined locally, however, it is recommended that at a minimum a copy is:
distributed to committee members
posted on the HSW noticeboard(s)
provided to any persons who holds responsibilities for auctioning items external to the committee.
2. Information from the Regional HSW Committee
The Regional HSW Committee also meets each term and is required to publish their minutes. Through these minutes, or other instructions/advice, HSW communications may be forwarded to schools/workplaces. This incoming information is to be addressed by the school/workplace HSW committee and noted within minutes.
3. Performance review
Aim: discuss factors contributing to HSW performance, investigate contributing factors and identify opportunities for improvement.
Mechanism: review the setting of the school/workplace HSW performance indicators e.g.
3.1 Annual Safety Assessment and progress through action plan
3.2 Injury management cases/data (the Chair and RRTWC are to determine sharing of any data to ensure confidentiality of data
3.3 WorkCover data (the Chair and RRTWC are to determine sharing of any data to ensure confidentiality of information.
4. Incident review
Review of incidents and actions taken
Aim: identify any trends in incidents and escalate any issues for noting/action by the Regional HSW Committee. This may include an individual serious incident or analysis of issues that may present a higher cumulative risk. Determine if the school/workplace is appropriately addressing incident causation and identify any need for further investigations.
All incidents discussed must be documented (MyHR WHS) to allow preventative activities to be captured.
Mechanism:
4.1 MyHR WHS data (incidents and injuries)
4.2 Serious incidents and actions taken
Members should have a summary of incidents that have occurred in the past term to determine:
hazards that have been identified
the potential for similar incidents to occur
the controls that were/need to be implemented
the effectiveness of controls.
Department of EducationOrganisational Safety and Wellbeing
Reviewed October 2018 V1Uncontrolled when printed.
Note: the Regional HSW Committee will discuss at least one serious incident in detail at each meeting. This is to include the management process followed – reporting, recording, investigation, improvement opportunities in this process, corrective actions recommended and implemented, potential risks and actions to be recommended for wider implementation.
Progression of incident examples from school/workplace committees will inform this discussion at the Regional HSW Committee.
4.3 WHSQ enforcement actions/key issues
Aim: highlight and discuss hazards identified as a result of any enforcement actions (improvement notices, prohibition notices legal procedures, etc.) to determine if there is potential for similar interventions to occur again or in other workplaces.
Review progress of any improvement notices to completion/closure (i.e. is Workplace Health and Safety Queensland (WHSQ) satisfied that the hazard has been addressed?)
Mechanism: ensure the committee has copies of any notices issued to the school/workplace and that the Regional HSW Committee is advised of any hazards/risks relevant to the region or state. Progress/finalisation status should be addressed.
After consideration by the committee, the Chair is responsible for determining the items to be escalated, for example:
a serious incident that can be reviewed to determine improvement opportunities and shared learnings
items that may be relevant to other locations e.g. in region or state
items that require further support/advice
enforcement notices.
5. Hazard and risk review
Aim: take the opportunity to identify hazards and risks within schools that may have region-wide and/or state-wide impact.
Mechanism: review hazards and risks identified at the workplace – by staff, students, visitors, volunteers, RRTWCs, HSAs, senior health and safety consultants, senior injury management, internal auditors, infrastructure services officers, etc. The school/workplace HSW Committee is to advertise their meeting dates and encourage/call for school/workplace based issues for consideration, noting and/or escalation.
Aim: review risks that have been highlighted for early identification of hazards and to determine a coordinated school/workplace response and escalation where necessary. Collate these risks in light of the 10 risk areas identified for schools.
Mechanism:
5.1 Annual Safety Assessment (ASA): review outcome of ASA and report on progression through action items identified in the ASA Action Plan.
5.2 Inspection outcomes: review any inspections that have occurred.
5.3 Review internal and external audit findings: determine where there are any HSW issues arising within the school/workplace and how these may be addressed. Use this information as
Department of EducationOrganisational Safety and Wellbeing
Reviewed October 2018 V1Uncontrolled when printed.
another avenue to identify HSW hazards, risks and behaviours and inform/improve the ASA and Action Plan.
5.4 Infrastructure projects: discuss planning and design for new facilities, plant and equipment, large scale projects, construction, refurbishment projects with a view to ensuring health, safety and wellbeing risks are addressed before commencement and during the project.
5.5 Procurement: high volume or high cost procurement programs are to be raised to determine if health and safety has been considered (e.g. purchase of age/size appropriate classroom furniture, use of Standard Offer Arrangements).
5.6 Hazards/risk register: review and update.
6. Regulatory/legal issues
Aim: identify hazards, establish risk, recommend and implement controls identified through legal issues such as common law claims and information provided by the regulator (WHSQ/QComp).
Mechanism:
6.1 Review any school/workplace legal claims to determine underlying hazards and implement recommended controls. Some data/scenarios may also be provided from the Regional HSW Committee.
7. HSW improvement strategies update
Aim: drive and demonstrate continuous HSW improvement across the school/workplace.
Mechanism:
7.1 Wellbeing, health and safety, injury management: review and document updates on project work being undertaken by the school/workplace (e.g. relating to the ten identified risk areas for schools) as well as other proactive programs in schools, for example:
wellness/wellbeing program updates
8. Issues raised by school/workplace HSW committees
Review issues and risks raised by staff and others in the workplace
Aim: provide support to staff and others that they have not been able to manage locally.
Mechanism: the school/workplace HSW Committee is to advertise their meeting dates and call for submit issues for consideration, decision/advice or noting.
Where a school or other regional workplace (e.g. outdoor education centre) has HSW issues that cannot be managed at their local level and through normal management channels, the workplace is encouraged to raise the issue with the region, formally through their committee minutes – Item 10: items for escalation. Any decisions made by the Regional HSW Committee should be documented and timely advice provided to the school/workplace in question. Risks can be collated into the ten risk areas.
9. General business
Where items do not fall into any of the agenda topics already listed, these can be raised as general business e.g. updates, sharing of positive strategies, or questions.
Department of EducationOrganisational Safety and Wellbeing
Reviewed October 2018 V1Uncontrolled when printed.
10. Issues to be escalated to the department’s HSW Committee
Agenda item 10: issues to be escalated to the Regional HSW Committee
Where a school or other workplace (e.g. outdoor education centre) has HSW issues that they cannot manage at their local level, issues that may have wider workplace implications or have significant innovations or success to celebrate, they are encouraged to raise the issue with the region formally through their committee minutes.
Aim: to ensure hazard and risks and/or innovations that have regional/state-wide implications are communicated to the regional and/or the department’s HSW Committee which provides oversight for such issues.
Mechanism: the committee is to consider any of the current agenda items as well as emerging issues to be escalated to the Regional HSW Committee for their noting, consideration and action where appropriate.
School/workplace HSW Committees are required to provide escalation information formally through the school/workplace minutes – section 10 – items for escalation. Once approved by the Chair, as part of the minutes, the information for escalation (section 10) is to be provided to the Secretariat of the Regional HSW Committee.
Section 10 is to include:
all enforcement notices
items from the school/workplace committee that either:
o cannot be managed at the school/workplace
o have a state-wide implication
o learnings that should be shared across the region/state
o significant successes arising from HSW programs, initiatives, innovations and celebrations
sufficient background information and documentation is required to inform these escalations
the requested action that is sought from the Regional HSW Committee e.g. decision, advice, investigation.
11. Meeting finalisation
11.1 Review of actions to be taken: this is to summarise the meeting and ensure that all members are aware of any tasks that have been given.
11.2 Next meeting: meetings are to be held once per school term, consideration is to be given to the scheduling of the ‘parent committee’ – the Regional HSW Safety Committee – when setting school/workplace HSW Committee dates. This will allow sufficient time to escalate/report on pertinent issues.
Department of EducationOrganisational Safety and Wellbeing
Reviewed October 2018 V1Uncontrolled when printed.
Terms of Reference (ToR) template[School/workplace] Health, Safety and Wellbeing Committee [year]PurposeTo provide a forum for improving health, safety and wellbeing (HSW) performance within the school/workplace and support the requirement for consultation under Work Health and Safety legislation.
ScopeThe school/workplace HSW Committee will:
track and progress HSW actions at the location e.g. Annual Safety Assessment and Action Plan oversee the application of HSW risk management to ensure that hazards and risks are identified,
assessed, controlled and monitored oversee and ensure the effectiveness of HSW (and associated risk) reporting oversee and ensure the effective management of HSW risks and incidents through review of
incidents and trends review school/workplace HSW performance, identify the factors contributing to performance and
direct reinforcing or corrective actions/plans escalate HSW information and issues to the Regional HSW Committee for information and/or
decisions as required
Strategic alignmentStrategic plan objectives
Providing safe, healthy and inclusive workplaces. Delivering good governance and accountable decision making.
Operational plan priorities Monitor and maintain compliance with the requirements of the HSWMS. Monitor HSW performance as well as develop and apply improvement strategies. Apply processes to identify, assess and control HSW hazards and risks. Facilitate communication on hazards, risks and associated controls with employees. Conduct activities to provide assurance of compliance. Facilitate referral of hazard, risk or other relevant information to other parts of the department.
MembershipThe composition of the committee will reflect the scale, scope and risk profile of department operations and includes incumbents in the following positions:
Role Position Area of the school/workplace
Chair Principal/Manager All of school/workplace
Members Health and Safety Advisor School/workplace
Business Services Manager/HR Consultant School Administration
Department of EducationOrganisational Safety and Wellbeing
Reviewed October 2018 V1Uncontrolled when printed.
Department Level
Regional Level
Workplace Level
Head(s) of Department(s) Teachers
Staff representatives from departments/business units/work groups
As specified
Health and Safety Representative All employees of the school/workplace
Rehabilitation and Return to Work Coordinator School/workplace
Secretariat To be determined by the Chair
GovernanceStatus of terms of reference
Draft FinalDate approved: Approver:
Committee typeDecision making Advisory Committee term:
Authority Work Health and Safety Act 2011 (Qld)
Subordinate groups Nil.
Committee relationships and pathways for escalation and decisions are illustrated through this diagram:
Reporting and referral relationships
Department of EducationOrganisational Safety and Wellbeing
Reviewed October 2018 V1Uncontrolled when printed.
The committee, through the Chair, prepares the following reports for the parent entity, the Regional HSW Committee:
minutes of meetings items for escalation progress against regional HSW priorities
Regular reports to this committee include: items raised by individuals, MyHR WHS School/Workplace Incidents (generated at the location).
Attachment 1: Annual Forward Work Plan 2017-18This work plan is directed by the committee’s purpose and scope and takes into account all responsibilities outlined in the Terms of Reference. It guides the committee’s focus and outcome for each meeting, assists with scheduling and supports performance assessment in annual reviews.
Meeting date Key area of focus Outcome committee is seeking Sponsoring member/sStanding agenda items
Welcome and opening Welcome and opening
Previous minutes
confirmation
business arising
Confirmation that previous minutes were a true and accurate record.
Information from Regional HSW Committee
Communication from the parent committee
Performance review
Annual Safety Assessment (Action Plan status update)
Injury management data (new incidents/injuries and trends)
WorkCover Claims information
Identify items for consideration
Incident review
My HR WHS data (incidents)
Serious incidents/actions taken
WHSQ enforcement notices
Ensure incidents are being appropriately managed
Hazard and risk review
Annual Safety Assessment (ASA)
Inspection outcomes
Internal audit reports
Infrastructure projects
Procurement
Hazards/risk register – review and update
Identification and control of hazards
Regulatory/legal issues
Common law claims
Workplace Health and Safety Queensland issues
Administration
HSW improvement strategies update
Wellbeing program, health and safety, injury management
Proactive programs
Department of EducationOrganisational Safety and Wellbeing
Reviewed October 2018 V1Uncontrolled when printed.
updates
Issues raised by individuals
General business
Items to be escalated to Regional HSW Committee
Meeting finalisation
Review actions
Next meeting date
Meeting close
January - JuneEnsure committee details are correct on MyHR WHS
Improved performance measures
Ensure committee minutes are uploaded to MyHR WHS
Improved performance measures
Implementing ASA Action Plan from previous year
Finalisation of last year’s Action Plan
Determination of HSW Priorities for this year
Focus areas for the year
Planning for ASA Preparedness for action
July to December Undertaking ASA
Implementing ASA Action Plan Endorsement of activities
Safe Work Month Activities (October) Identify key messages
Implementation of HSW related policy and procedures
Preparedness and endorsement
Determination of HSW Priorities for next year
Focus areas for the following year
Review Regional Terms of Reference Review and update of ToR
Attachment 2: Meeting operationsRoles and responsibilities
Chair Ensure that the committee is registered in MyHR (WHS). Approve the agenda no less than three days before the meeting date. Ensure the committee operates effectively and according to agreed protocols. Facilitate the flow of information during meetings. Approve draft minutes no more than two weeks after each meeting for circulation to members. Ensure that issues and risks are considered by the committee and communicated to the Regional
HSW Committee as required. Provide HSW performance reports for consideration by the Regional HSW Committee as required. Delegate the above responsibilities to the next most senior executive present as required. Approve draft minutes no more than three weeks after each meeting for circulation to members. Escalate issues and risks and report on achievements to the Regional HSW Committee as
appropriate no later than four weeks after each meeting.
Department of EducationOrganisational Safety and Wellbeing
Reviewed October 2018 V1Uncontrolled when printed.
Delegate the above responsibilities to the next most senior member present as required.
Members Acquire and maintain knowledge of:
o WHS duties and obligations that affect the school/workplace
o safety hazards and risks inherent in the school/workplace
Represent the interested and make decisions on behalf of staff, students and others (e.g. volunteers).
Prepare and present sponsored items for the agenda. Endorse minutes of each meeting.
Secretariat Compile and distribute the agenda and any supporting papers at least three working days prior to
each meeting. Circulate minutes (approved by chair) to members for endorsement within five business days of
draft approval. Once endorsed, ensure all staff can access the minutes. Record keeping in accordance with the department’s policies and practices (i.e. minutes). Monitor and track actions. Maintain distribution lists and terms of reference. Review committee registration in MyHR WHS quarterly to ensure currency of membership.
Meetings
FrequencyThe Committee will meet quarterly as a minimum and the dates of each meeting shall be determined by the Chair. Meetings will be scheduled with regard to the conduct of regional committee meetings
OperationsAgenda
Committee members may sponsor items for the agenda. Agenda items should be forwarded to the secretariat at least one week before the scheduled
meeting. The Chair will approve agendas no less than three working days before the meeting date.
Record keeping Minutes of meetings will be taken by the secretariat using the department’s HSW Committee
Meeting Minutes template. Once endorsed, the minutes will be distributed to members and will be available for administrative
release under the Right to Information legislation. The minutes of meetings and the status of associated actions must be reviewed at the next
committee meeting.
Department of EducationOrganisational Safety and Wellbeing
Reviewed October 2018 V1Uncontrolled when printed.
Reporting As required, the committee shall escalate issues to the Regional HSW Committee for endorsement
or a decision. Escalation of issues to the Regional HSW Committee shall be through the Chair or other invited
members as appropriate. Addressing compliance issues and performance of the HSW Management System. Communication of meeting outcomes will be through the distribution of committee minutes to
members. Members are responsible for the communication of issues within their areas as appropriate.
Resolution of issues ‘out-of-session’ The Chair may schedule out of session meetings of the committee or part thereof as deemed
necessary. The Chair may issue papers to committee members for consultation and decision outside scheduled
committee meetings. This may include papers or issues unable to be included in scheduled meetings due to time constraints.
Review arrangements
The committee shall undertake a review of these Terms of Reference, membership and operations annually through a self-assessment process, with a focus on continuous improvement.
Department of EducationOrganisational Safety and Wellbeing
Reviewed October 2018 V1Uncontrolled when printed.
Agenda[School/workplace] Health, Safety and Wellbeing Committee [year]Date/time: Location:
Chair: Secretariat:
Members/attendees:
Apologies:
Agenda item Sponsoring member
Action Paper circulated
Time (mins)
1. Meeting opening1.1. Welcome and apologies1.2. Previous minutes
1.2.1. Confirmation1.2.2. Business arising
Chair Noting and approval
2. Information from Region HSW Committee Chair
3. Performance review3.1 Annual Safety Assessment (Action Plan Status Update)3.2 Injury Management data (new incidents/injuries and trends)3.3 WorkCover Claims information
4. Incident Review4.1 MyHR WHS data (incidents)4.2 Serious incidents and actions taken4.3. WHSQ Enforcement Notices
5. Hazard and Risk Review5.1 Annual Safety Assessment (ASA)5.2 Inspection outcomes5.3 Internal Audit Reports5.4 Infrastructure projects 5.5 Procurement 5.6 Hazards/risk register – review and update
Chair Discussion
6. Regulatory/Legal issues6.1 Common Law Claims/WHSQ issues
7. HSW programs or initiatives update 7.1 Wellbeing program, Health and Safety, Injury Management updates.
8. Issues raised by staff, students, community
9. General Business
10. Items to be escalated to Region HSW Committee (see next page)
Chair
11. Meeting finalisation11.1 Review of actions to be taken11.2 Next meeting: 11.3 Meeting close
Chair Noting
Department of EducationOrganisational Safety and Wellbeing
Reviewed October 2018 V1Uncontrolled when printed.
From item 10 – issues that can be escalated to Regional HSW Committee
1. Serious incidents
Details of incidents
Relevance to other regions/state
Actions taken to date – including corrective actions
Recommended solutions/further actions
Request to Regional HSW Committee – decision/advice/further investigation
2. Hazard/risk/issues
Details of incidents
Relevance to other regions/state
Actions taken to date – including corrective actions
Recommended solutions/further actions
Request to Regional HSW Committee – decision/advice/further investigation
3. Regulatory actions
Details and response (closed or current)
o Prohibition, improvement or infringement notices; WHSQ actions
Potential relevance to other regions/state.
Department of EducationOrganisational Safety and Wellbeing
Reviewed October 2018 V1Uncontrolled when printed.
Minutes[School/workplace] Health, Safety and Wellbeing Committee [year]Date/time: Location:
Chair: Secretariat:
Members/attendees:
Apologies:
Agenda item Discussion/outcomes Lead action officer Due date1. Meeting opening
1.3. Welcome and apologies1.4. Previous minutes
1.4.1. Confirmation1.4.2. Business arising
2. Information from Region HSW Committee
3. Performance review3.1 Annual Safety Assessment (Action Plan Status Update)3.2 Injury Management data (new incidents/injuries and trends)3.3 WorkCover Claims information
4. Incident Review4.1 MyHR WHS data (incidents)4.2 Serious incidents and actions taken4.3. WHSQ Enforcement Notices
5. Hazard and Risk Review5.1 Annual Safety Assessment (ASA)5.2 Inspection outcomes5.3 Internal Audit Reports5.4 Infrastructure projects 5.5 Procurement 5.6 Hazards/risk register – review and update
6. Regulatory/Legal issues6.1 Common Law Claims/WHSQ issues
7. HSW programs or initiatives update 7.1 Wellbeing program, Health and Safety, Injury Management updates.
8. Issues raised by staff, students, community
9. General Business
10. Items to be escalated to Region HSW Committee (see next page) 11. Meeting finalisation
11.1 Review of actions to be taken11.2 Next meeting: 11.3 Meeting close
Noting
Department of EducationOrganisational Safety and Wellbeing
Reviewed October 2018 V1Uncontrolled when printed.
From item 10 – issues that can be escalated to Regional HSW Committee
4. Serious incidents
Details of incidents
Relevance to other regions/state
Actions taken to date – including corrective actions
Recommended solutions/further actions
Request to Regional HSW Committee – decision/advice/further investigation
5. Hazard/risk/issues
Details of incidents
Relevance to other regions/state
Actions taken to date – including corrective actions
Recommended solutions/further actions
Request to Regional HSW Committee – decision/advice/further investigation
6. Regulatory actions
Details and response (closed or current)
o Prohibition, improvement or infringement notices; WHSQ actions
Potential relevance to other regions/state.
A summary of decisions and actions is provided below:
Agenda item number
Decisions and actions Lead action officer Due date
These minutes are a public record. However, the Department of Education may redact information from the publicly released version of these minutes if the department intends to claim an exemption from disclosure under the Right to Information Act 2009 (Qld). If such a claim is made by the department, it will be noted at the relevant part of these minutes.