hazard management procedure

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Procedure ID no 0466/05

HAZARD MANAGEMENT PROCEDURE

This procedure is applicable to: All Department of Education and Children's Services employees.

DOCUMENT CONTROL

Managed by:Phil OLoughlin

Responsible position:Executive Director Human Resource &Workforce Development

Version:1

Contact person:Voula Panayotopoulos

Approved by:Chief Executive

File number:0466/05

Contact position:Director, Health and Safety Services

Date approved:11 September 2011

Status:FINAL

Contact number:8226 0949

Next review date:10 September 2014

Security classification:Health and Safety Services

Document uncontrolled whenprinted

Hazard Management Procedure 20/04/11

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CONTENTS

1. TITLE...............................................................................................................................3

2. PURPOSE .......................................................................................................................3

3. SCOPE ............................................................................................................................34. OBJECTIVES ..................................................................................................................3

5. PROCEDURE DETAIL ....................................................................................................3

5.1 HAZARD MANAGEMENT .....................................................................................3

5.2 HAZARD MANAGEMENT FLOWCHART .............................................................5

5.3 HAZARD IDENTIFICATION ..................................................................................6

5.4 HAZARD REPORTING .........................................................................................6

5.5 RISK ASSESSMENT.............................................................................................6

5.6 RISK CONTROL.................................................................................................... 7

5.7 EVALUATION........................................................................................................8

5.8 TRAINING .............................................................................................................8

6. ROLES AND RESPONSIBILITIES .................................................................................9

7. MONITORING, EVALUATION AND REVIEW ..............................................................10

8. DEFINITIONS AND ABBREVIATIONS.........................................................................10

9. ASSOCIATED DOCUMENTS .......................................................................................11

10. REFERENCES ............................................................................................................11 APPENDIX 1 HAZARD MANAGEMENT AND REPORTING .................................. 12

APPENDIX 2 HAZARD INSPECTION SUMMARY SHEET.....................................13

APPENDIX 3 HAZARD NEEDS ATTENTION FORM..............................................14

APPENDIX 4 ACTION TAKEN TO ADDRESS HAZARD/ISSUE............................. 15

REVISION RECORD

Date Version Revision description


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1. TITLE

Hazard Management Procedure.

2. PURPOSETo provide a standard model for systematic identification of hazards, assessment of risks and toimplement control measures to protect the health, safety and welfare of employees and others atDECS site by:

2.1 Complying with relevant legislation and codes of practice, and the South Australian PublicSector Code of Practice for Crown Self-Insured Employers.

2.2 Complying with the DECS Occupational Health, Safety & Welfare and Injury ManagementPolicy.

2.3 Maximising organisational health and wellbeing while delivering high quality service andlearning outcomes for students and children.

2.4 Satisfying Safety and Wellbeing in the Public Sector 2010-2015 Strategy (SWIPS).

2.5 Managing risks associated with DECSs activities.

3. SCOPE

This procedure applies to all DECS activities.

4. OBJECTIVES

4.1 To develop and facilitate best practice hazard management procedures.

4.2 To reduce the incidence of workplace injury and illness.

4.3 To assist site managers to identify, implement and review hazard management procedures.

5. PROCEDURE DETAIL

All managers and employees have a responsibility to identify and report any hazards - even if ahazard does not directly affect their own job or work area.

5.1 HAZARD MANAGEMENT

Hazards are identified by:

regularly inspecting the site;

reviewing accident and incident reports;

employee reporting; environmental monitoring or testing;

information from designers, manufacturers, suppliers, consultants or other organisations;and

any other relevant source.

The Hazard Management process involves:

Identification of reasonably foreseeable hazards.


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Assessment of the level of risk associated with exposure to, or unintentional release of, thehazard.

Development of risk control measures and their implementation.

Evaluation of the control measures and their modification, if necessary, to ensure effectivecontrol of risk.

The following are integral and required components of effective hazard management and shall beapplied regardless of the type of hazard being dealt with:

Establish the context.

Identification of hazards, assessment of risks and implementation of control measures.

Consultation.

Monitoring, evaluation and review.


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5.2 HAZARD MANAGEMENT FLOWCHART

See alsoAppendix 1.

HAZARD MANAGEMENT PROCESS OVERVIEW

ESTABLISH THECONTEXT

Identify the task or event, then

determine the type of hazards

that are present

RISK ASSESSMENT

IDENTIFY HAZARDSWhat may happen?

When and where it may

happen?

How and why it may happen?

ANALYSE RISKS

Identify existing controls and

determine their:

Likelihood.

Consequences.

Level of Risk.

EVALUATE RISKSCompare the risks that have

been determined against the

risk criteria. e.g. for OHS&W

risks control as far as is

reasonably practicable.

Set priorities for action.

TREAT THE RISKS

IDENTIFY OPTIONS

ASSESS OPTIONS

PREPARE and implementAction Treatment Plans.

ANALYSE and evaluate anyremaining / residual risk.


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5.3 HAZARD IDENTIFICATION

Site managers shall develop a list of potential workplace hazards. This list should be reviewedperiodically to determine if new hazards are present and to take any necessary steps to addressthem.

The following sources of hazard identification may be utilised to identify hazards:

5.3.1 Direct reports from employees or HSRs.

5.3.2 Industry and legislative requirements.

5.3.3 Accident / Incident Report Forms.

5.3.4 Workplace hazard inspections.

5.3.5 Observations of work tasks and activities.

5.3.6 Consultation with staff.

5.4 HAZARD REPORTING

All employees have a responsibility to report any hazard they may identify; even if it does notdirectly affect their own job or site.

An initial hazard assessment shall be conducted to identify the risk level (i.e. low, medium, high orextreme).

5.4.1 LOW RISK HAZARD can be easily and immediately eliminated by any employee. e.g.the removal of an obstacle in the walkway or the disposal of a broken tool.

(i) A Hazard Report Form is not required.

5.4.2 MEDIUM RISK HAZARD. The HSR is involved in the risk assessment.

(i) Maintain existing controls and if possible implement additional treatments.

(ii) A Hazard Report Form shall be completed.5.4.3 HIGH RISK HAZARD. A detailed risk assessment shall be completed.

(i) The site manager, HSR and any affected persons shall be notified, and involved inthe risk assessment process.

(ii) A Hazard Report Form shall be completed.

5.4.4 EXTREME RISKHAZARD poses an immediate danger to employees, contractors ormembers of the public. In these situations:

(i) Work must cease.

(ii) The work area must be safely isolated and left undisturbed.

(iii) The site manager, HSR and any affected persons must be notified.

(iv) Other appropriate people must be notified (see DECS Consultative Procedure andthe Incident Reporting and Management Procedure).

NOTE: Safework SA (24 hour telephone 1800 777 209) must be notified ofany Dangerous Occurrence in accordance with regulatory requirements.

(v) A Notification of Hazard Form shall be completed.

5.5 RISK ASSESSMENT

5.5.1 Site managers should determine a method to assess the severity of risk posed by theidentified hazards and potential consequences incidents involving those hazards,

including through:


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(i) Visual inspection.

(ii) Testing.

(iii) Technical or scientific evaluation (specialist assistance).

(iv) An analysis of injury and near miss data.

(v) Discussion with plant or building designers, manufacturers, suppliers, importers,employers, employees or their representatives.

5.5.2 When a potential hazard is identified, the site manager consults with the HSR tovalidate the hazard and assess the risk.

5.5.3 The risk assessment process will:

(i) Include consultation with affected employees.

(ii) Assess the risk by;

Considering what, when, where, how and why the hazard, accident orincident may happen.

Analysing the risks, by identifying existing controls and determining thelikelihood, consequences and level of risk using a risk assessment tool.

Evaluating the risks by comparing against the risk criteria and settingpriorities for action.

Ensuring that appropriate records and documentation are kept.

5.6 RISK CONTROL

5.6.1 Site managers shall ensure that any risks are eliminated, or where that is not reasonablypracticable, minimised by applying of the Hierarchy of Controls.

5.6.2 Effectively controlling risk uses one or a combination of the following control measures

within the Hierarchy of Controls. Control measures shall be applied in the order of thehierarchy, and as far as is reasonably practicable for each level of control.

(i) Elimination. This is a permanent solution which involves removing the hazardfrom the workplace entirely.

(ii) Substitution. This is thereplacement of the hazard with one that presents a lowerrisk. For example. a toxic chemical can be replaced with one that is less harmful.

(iii) Isolation. Isolation reduces the exposure of employees through the use ofdistance or enclosures.

(iv) Engineering Controls. These are physical changes to the work environment orwork processes, including machine guards, exhaust ventilation and ergonomicredesign of tools.

(v) Administrative Controls. These control measures reduce the potential forexposure to a hazard by adherence to procedures or instructions. They aredependent upon appropriate human behaviour for success and examples includesafe work methods, good housekeeping, permits to work, signage, training andsupervision.

(vi) Personal Protective Equipment. These are worn by people to provide a barrierbetween themselves and hazards. The success of this control is dependent uponthe correct identification, selection, use and maintenance of the equipment.

Personal Protective Equipment shall only be used as:


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(a) a last resort to reduce exposure, when all other control options are notpracticable or are ineffective; or

(b) a temporary measure whilst higher levels of control are beingimplemented. e.g. The use of earplugs / earmuffs whilst an enclosure isbeing constructed for noisy machinery.

5.6.3 The site manager, in consultation with the relevant Health and Safety Committee orworkplace consultative arrangement, shall deal with hazards that cannot be controlledat the local site.

5.6.4 If the hazard is not satisfactorily controlled and requires the allocation of significantresources; over time. e.g. the purchase of equipment, the matter shall be sent to theLevel 2 or 3 Consultative Committee with the relevant Occupational Health, Safety andWelfare Action Plan.

5.6.5 Within one week of the original identification of the hazard, a Hazard InspectionSummary Sheet, Hazard Needs Attention Form or Risk Assessment Report, includingthe recommended risk control measures shall be forwarded to the manager.

5.7 EVALUATIONSite managers shall prioritise control measures according to risk and document this on an ActionPlan. These are reviewed annually with relevant HSRs and in accordance with appropriateOccupational Health, Safety and Welfare consultative arrangements.

5.8 TRAINING

Site managers shall ensure that:

5.8.1 They are trained in occupational health, safety, welfare and injury management matters,including the relevant DECS policies and procedures.

5.8.2 Each employee or contractor receives suitable and adequate induction, information,

instruction, training and supervision for any task that they may be required to perform at aDECS work site.

5.8.3 The amount of information, instruction, training and supervision that is required will berelated to:

(i) the nature of the risks associated with the particular work tasks; and

(ii) the skills, knowledge and experience of the employee or contractor.


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6. ROLES AND RESPONSIBILITIES

TITLE ROLES AND RESPONSIBILITIES

SITE MANAGERS

Site managers are responsible for integrating the DECS occupational

health, safety & welfare and injury management policy in theiroperations, and they shall:

Conduct regular formal hazard inspections of their site (at leastannually) by an inspection team that includes managers, HSRs andemployees (see Hazard Inspection Summary Sheet).

Use appropriate departmental checklists and modify these to reflectthe unique aspects of each site (available on the DECS website).

Identify and document all hazards that may affect the health, safety orwelfare of employees or others at the site.

Consult with relevant employees, HSRs or Health and SafetyCommittee when there is a change to a workplace, work process,policy or procedure that may affect the health, safety or welfare of anemployee.

Identify maintenance needs.

Establish a system to investigate injuries, incidents and dangerousoccurrences.

Review and evaluate injury reports, hazard / near miss reports andincident reports to identify trends and ensure controls have beenimplemented

EMPLOYEEAll employees are responsible for their own health and safety (Section21 OHS&W Act 1986) and shall:

Immediately notify management, other employees and the HSRs ofany hazard that poses an immediate and significant danger.

Report hazards using the sites hazard reporting system.

Avoid creating hazards for themselves or others.

Cooperate when conducting hazard inspections and risk assessments.

Follow all reasonable instructions in relation to this procedure.

CONTRACTORSAND

SELF-EMPLOYED

PERSONS

Contractors and self-employed persons shall:

Not place themselves or others at the risk of injury.

Report hazards, accidents / incidents to the manager for whom they

are undertaking work, and to their employer or WorkCover (asappropriate).

Use control measures to protect their health, safety and welfare.

HEALTH ANDSAFETY

REPRESENTATIVE(HSR)

A Health and Safety Representative is a person who represents theirworkgroup on occupational health, safety and welfare issues. Theirfunction and responsibilities are governed by the Occupational Health,Safety and Welfare Act 1986, and include participating in thedevelopment of appropriate risk control measures for hazards that areidentified at the sites that they represent.


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7. MONITORING, EVALUATION AND REVIEW

7.1 The state-wide consultative system, including this procedure will be evaluated foreffectiveness every 3 years by a sub-committee of the State OHS&W ConsultativeCommittee.

7.2 Individual sites shall review and evaluate the effectiveness of their processes annually.7.3 Site managers must ensure that employees are consulted and provided with any necessary

instruction, training and supervision to ensure that control measures are effectivelyimplemented.

8. DEFINITIONS AND ABBREVIATIONS

TERM MEANING

DANGEROUSOCCURRENCE

A Dangerous Occurrence is as defined in Regulation 419 (3) of theOHS&W Regulations 2010. It is an incident or event where there isan immediate and significant risk to any person, whether or not awork-related injury occurs, and includes:

The collapse of a floor, wall or ceiling of a building being usedas a workplace.

An uncontrolled explosion, fire or escape of any gas,hazardous substance or steam.

DECS Department of Education and Children's Services.

EMPLOYEE

A person who is employed under a contract of service or who worksunder a contract of service. They have a legislative responsibility toensure they work safely and tell others of any matters that may

harm the health, safety or welfare of staff and others who mayaccess the site.

EXPOSUREWhen a person or the environment comes into contact with ahazard.

HAZARD Any item, process, substance or activity that has the potential toharm an employee, student, visitor or the environment, or todamage property.

HIRS Hazard and Incident Reporting System.

HSR Health and Safety Representative.

IRMS Incident Reporting Management System.

MANAGER A person with line management responsibilities

MUST Indicates that a statement is a legislative requirement

RISKThe chances of something happening that will have a negativeimpact on the health, safety or welfare of a person, or be damagingto property or the environment.

RISK ASSESSMENTThe process of evaluating the level of risk by assessing thelikelihood illness or an injury will result from exposure to anidentified hazardor hazards.

RISK CONTROL The implementation of processes to eliminate or minimise the


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potential for illness or injury.

SHALL Indicates that a statement is mandatory

SHOULDIndicates a recommendation. If this recommendation is not adoptedthen an equivalent or higher standard of health and safety shall beprovided by another method.

SITE Any place where employees are working or may be expected towork, and includes any place a person goes while at work.

SITE MANAGER Any person who has responsibility and control of a DECS site orwork unit. This includes, but is not limited to Executive Directors,Regional Directors, Directors and Principals.

9. ASSOCIATED DOCUMENTS

As a guide, records must be retained, in accordance with the following table:

Description of Record Disposal Schedule ReferenceRecords relating to hazard identification and risk assessment offoreseeable hazards in agency workplaces. Includes measures taken toeliminate or control risks

Authority Number:

2006/GDS15(V7) : 11.92.1

TEMPORARY - Retain until 2040, retentionsubject to a review at that date

Personal files of agency employees, including ongoing, temporary,contract and part-time employees, trainees, apprentices and volunteersetc. Includes personal files of employees who died on duty or weredischarged for medical reasons, or who were known to have beenexposed to workplace hazards, for example dangerous chemicals, air-borne asbestos, radiation, contaminated blood,

Authority Number:

2006/GDS15(V7) : 12.16.1

TEMPORARY - Destroy 85 years afteremployee's date of birth

Records relating to the management of complaints by staff or volunteers

about OH&S matters affecting them personally. Includes objections toundertaking hazardous duties and/or working in an unsafe or unhealthyenvironment.

Authority Number: 2006/GDS15 (V7) 11.55.3

TEMPORARY

Retain until 2040, retention subject to areview at that date

Records relating to inspections and investigations into major workplacehealth and safety hazards. Includes precedent-setting cases resulting inmajor changes to workplaces and work practices.

Authority Number: 2006/GDS15(V7) : 11.55.1

PERMANENT

10. REFERENCES

DECS OHS&W Consultative Procedure.

DECS OHS&W Training Procedure.

DECS Risk Management Framework.

General Disposal Schedule 15, 7th Edition, Effective 14 November 2006 to 30 June 2011.

Occupational Health, Safety and Welfare (OHS&W) Act 1986, Section 19 Duties of employers.

Occupational Health, Safety and Welfare (OHS&W) Regulations 2010, Part 1, Division 3 Generalprinciples for implementation of the regulations.

Safety and Wellbeing in the Public Sector 2010 - 2015 Strategy, Department of the Premier andCabinet, Public Sector Workforce Relations.

Standards Australia, AS/NZS ISO 31000:2009, Risk management Principles and guidelines.

Standards Australia, Handbook 436:2004, Risk Management Guidelines Companion to AS/NZS4360:2004.
http://www.pswr.sa.gov.au/public-sector-workforce-wellbeing/public-sector-safety-strategies/public-sector-safety-strategieshttp://www.pswr.sa.gov.au/public-sector-workforce-wellbeing/public-sector-safety-strategies/public-sector-safety-strategies


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APPENDIX 1 HAZARD MANAGEMENT AND REPORTING


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APPENDIX 2 HAZARD INSPECTION SUMMARY SHEET

Issue Number:

Issue Date: / /

HAZARD INSPECTION SUMMARY SHEET

Name: .............................................................. Room/Area: .........................................

Return to: ........................................................................... By:........................................

Hazard / issue

Risk

E - LProposed Remedy

Example: Shelving on northern wall M Fix shelving unit to wall

Risk: E = Extreme H= High M = moderate L = low

Hazard Management 20/04/11

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APPENDIX 3 HAZARD NEEDS ATTENTION FORM

HAZARD NEEDS ATTENTION FORM

Person Reporting:_________________________________Date:___/___/___

Location: ______________________________________ Time: __________

Type of Problem: Urgent (e.g. high risk)

Health & Safety Issue Security Issue General Repair/maintenance

Near miss Likely to recur Maintenance needed

Description of Problem:____________________________________________

_________________________________________________________________

Hand this form to Site/Line Manager: _______________________________________

(Name Site/Line Manager)


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APPENDIX 4 ACTION TAKEN TO ADDRESS HAZARD / ISSUE

ACTION TAKEN TO ADDRESS HAZARD / ISSUE

Site/Line Manager:_______________________ Date received:___ /___ / ___

Action required: __________________________________________________

___________________________________Action required by date: __ /__ /__

Officer/Person taking action: _______________________________________

Action taken: ____________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

Job completed:__/ ___ /___ Signed:________________________________

(Please sign when completed and return to the site/line manager)

Noted by OHS&W Rep (for any health & safety issue): Signed:____________________

Retain this form in accordance with the State Records Act 1997


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