A/9.2 Health and safety management

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9.2.1 Policy principles
9.2.2 Responsibility for health and safety
9.2.3 Specific health and safety roles
9.2.4 Emergency Control Organisations
9.2.5 Recognition of health and safety roles
9.2.6 Workplace health and safety committees
9.2.7 QUT Lead Health and Safety Forum
9.2.8 Local health and safety committees
9.2.9 Compliance
Related Documents
Modification History

9.2.1 Policy principles

QUT is committed to a health and safety management system which complements the University’s health and safety policy (A/9.1). A risk assessment approach to the management of health and safety, which is one of the key elements of the Workplace Health and Safety Act 1995 (Qld), has been adopted by the University .

The HR Health and Safety Advisory Services website provides information and procedural guidelines based on legislative provisions relating to health and safety. Staff and students should access health and safety legislation where appropriate.

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9.2.2 Responsibility for health and safety

(a) QUT Council

QUT Council has overall responsibility for ensuring health and safety in the QUT workplace.

(b) Registrar

QUT Council has delegated to the Registrar responsibility for

• monitoring compliance with legal requirements, and
• approving health and safety policies and procedures for the University.

(c) Executive deans of faculty / heads of division / institute directors

Executive deans of faculty / heads of division / institute directors are responsible for

• ensuring the implementation and maintenance of a health and safety management system at the local level (this should be managed through local health and safety committees and supported by relevant health and safety officers)
• ensuring timely reporting to HR Health and Safety Advisory Services of all accidents, near misses and dangerous events, as reported to them, in order to meet compliance notification obligations
• funding workplace health and safety measures.

Building structures, security, and fire detection and suppression equipment are funded through the Facilities Management Department.

(d) Managers

In accordance with QUT's health and safety policy (A/9.1), managers are responsible, within the limits of their authority, for ensuring that activities within their area are undertaken with the exercise of proper diligence for the health and safety of staff, students and others. They should ensure legislative compliance and that QUT health and safety policies and procedures are applied through

• the management of health and safety related risk, with documented risk assessments where relevant, both on and off campus
• the provision of adequate and appropriate training to ensure safety
• consultation with staff and students (where practicable) on health and safety matters
• communication to staff and students (especially new staff and students) regarding workplace hazards and relevant safety procedures
• prompt investigation and reporting of accidents and implementation of remedial action
• prompt assessment of reported hazards and implementation of corrective measures
• the development of plans to improve health and safety systems, and monitoring implementation of such plans
• the conduct of annual safety management systems audits and regular health and safety hazard inspections
• participation in staff post-injury / illness rehabilitation
• recognition of work load and resource allocation for health and safety activities in local work plans.

Managers are also responsible for nominating to the Security Manager sufficient personnel in their workplaces to the various Emergency Control Organisation (ECO) positions, including succession filling of any warden vacancies.

(e) Supervisors

Staff members in a supervisory role are responsible, within the limits of their authority, for ensuring that activities under their control are undertaken with the exercise of proper diligence for the health and safety of staff, students and others. They should ensure that

• all staff / students under their control are briefed on hazards and safety procedures relevant to the situation, and that these procedures are adhered to
• any unsafe act or condition is remedied or reported.

Supervisors should ensure that all accidents, injuries, near misses and dangerous events are reported to the relevant

• health and safety officers
• local health and safety committee
• manager
• executive dean of faculty / head of division / institute director.
  

(f) QUT research students and staff

Research environments, by their very nature, can pose greater and different risks due to the uncertainty of outcomes, the need to develop new and innovative approaches and in many cases, the need to conduct the research in non-QUT physical locations.

When planning a research project a researcher must consider the health and safety implications of their proposed study and subject those to a rigorous assessment to determine the level of risk and the appropriate controls to eliminate or minimise the risk in accordance with the Risk management policy (A/2.5).

Where a project requires ethics clearance (D/6) final clearance will be subject to faculty / institute health and safety clearance, and/or QUT Institute Biosafety Committee (IBC) clearance.

(g) Staff and students

In accordance with QUT's health and safety policy (A/9.1), staff and students have the responsibility to perform their work and study in as safe a manner as practicable so as not to endanger themselves or others. In particular, they should

• attend relevant health and safety training
• follow formal procedures and instructions and make proper use of personal protective equipment and other safety devices as required
• not interfere with or remove any safety devices, except where authorised to do so
• not misuse anything provided for safety
• report any unsafe condition that they become aware of in their workplace and, in the case of staff, if it is within their authority and competence to do so, remedy it
• report all accidents, injuries, near misses and dangerous events to their supervisor
• not wilfully place at risk any person at the workplace.

Staff may also be nominated, by the relevant executive dean, head of division or institute director, to act in trained roles to assist in the management of drills and emergencies within the University community. The Facilities Management Department regularly schedules training on all campuses for staff nominated to assist in drills and emergencies.

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9.2.3 Specific health and safety roles

(a) HR Health and Safety Advisory Services

Staff of HR Health and Safety Advisory Services

• develop policy on workplace health and safety matters
• advise managers, health and safety committees, staff and students on workplace health and safety matters
• facilitate the audit of health and safety performance
• arrange and provide health and safety training courses, and
• coordinate health and safety programs for QUT as a whole.

(b) Health and safety professionals

A number of faculties, divisions and institutes employ full-time health and safety professionals, often with specific hazard expertise, to manage “high risk” environments and to facilitate the delivery of health and safety programs at the local level. These officers contribute to local policy and protocol development, health and safety training and induction, audit and inspection, risk management, accident and incident investigation, and reporting.

(c) Workplace Health and Safety Officers (WHSOs) and Workplace Health and Safety Representatives (WHSRs)

Managers should nominate at least one Workplace Health and Safety Officer (WHSO) and encourage the election of at least one Workplace Health and Safety Representative (WHSR) in their area of authority.
WHSOs provide advice to managers and supervisors on aspects of the Workplace Health and Safety Act (coupled with local knowledge) on a day-to-day basis. These persons are not health and safety professionals and the role is generally secondary to their usual job.
The statutory functions of a WHSO are to

• describe the overall state of health and safety for a section
• conduct regular inspections of the work area
• report hazards or unsafe practices
• establish educational programs
• investigate or assist with investigation of accidents, illnesses and injuries
• report such events to HR Health and Safety Advisory Services
• assist with the annual review / audit of health and safety management
• assist an inspector in the course of their work.

WHSRs are nominated and elected or endorsed by co-workers to act as their representative in health and safety matters. WHSRs are entitled to

• inspect their work area weekly or as negotiated with the employer
• be advised of work caused injuries, illnesses or dangerous events
• be present at worker interviews if asked by a worker
• review circumstances of injuries, illnesses and events and make recommendations to managers, supervisors or investigators
• be consulted on changes proposed to workplace, plant or substances that may affect health and safety
• assist with health and safety issue resolution
• be advised when an inspector is at the workplace (within the WHSRs area of responsibility)
• report health and safety issues to the relevant WHSO or employer
• seek cooperation in remedying health and safety issues or report such issues to an inspector
• be a member of the relevant local health and safety committee
• issue Provisional Improvement Notices to the person in control of the workplace for contraventions or likely contraventions of the Workplace Health and Safety Act within their area of responsibility when cooperation in remedying issues has not been achieved after consultation. (This entitlement is only available to WHSRs qualified in course 30630QLD).

(d) Emergency Control Organisation (ECO) members

ECO members (ie wardens) are required to carry out the following functions:

• attend initial warden training or annual refresher warden training
• participate in a minimum of one out of two scheduled building evacuations per annum
• perform workplace inspections and submit monthly workplace fire safety housekeeping reports in the approved form
• attend a minimum of one out of two half yearly meetings convened by the chief warden on fire safety and emergency preparedness in the workplace
• provide input into the Building Fire and Evacuation Plan (this document is written and reviewed annually by the chief warden in conjunction with all members of the ECO team).

In addition, chief wardens and deputy chief wardens are required to attend an annual meeting convened by the Emergency Response Coordinator, Facilities Management Department, on fire safety and evacuation preparedness in the workplace.

Chief wardens are also required to

• convene two half-yearly meetings on fire safety and emergency preparedness in their building
• implement a Building Fire and Evacuation Plan
• provide monthly workplace fire safety housekeeping reports
• coordinate building evacuations, and
• ensure the adequacy of ECO equipment.

(e) First Aid Officers

Staff members who hold a current first aid certificate may be appointed by the manager of their organisational area as a Designated First Aid Officer after the conduct of a risk assessment as per the First Aid Code of Practice 2004. Normally, a Designated First Aid Officer will not also be nominated as an ECO warden. If such a dual role is unavoidable, the warden role has precedence in an emergency. Additional trained first aid officers can be nominated as Voluntary First Aid Officers and can assist with the delivery of first aid services, particularly in the absence of the Designated First Aid Officer. First aid provision at QUT is detailed in the first aid and medical emergencies policy (A/9.5).

(f) Radiation Safety Officer

The Radiation Safety Officer is approved by Queensland 's Department of Radiation Health. In accordance with the Radiation Safety Act 1999, the Radiation Safety Officer advises, monitors and reports on the use of materials or equipment which emit significant levels of ionising or non-ionising radiation. The Radiation Safety Officer is responsible for ensuring the provision of appropriate training (at cost) and the coordination and submission to the Department of Radiation Health of the respective QUT Radiation Safety and Protection Plans. Staff wishing to purchase radioactive materials or equipment must advise the Radiation Safety Officer prior to purchase. The Radiation Safety Officer has authority to take control of sources of ionising or non-ionising radiation on behalf of the Executive Dean, Science and Engineering Faculty, if the sources are

• being used in a dangerous or improper manner
• improperly stored
• " derelict " or not held under the direct control of an appropriately qualified person or licensed user, or
• in a dangerous, deteriorated or unsafe condition.

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9.2.4 Emergency Control Organisations

Each building is required to have an Emergency Control Organisation (ECO) consisting of a chief warden, a deputy chief warden and at least one warden per floor. The actual number of wardens required is determined through a documented risk assessment process conducted by the managers of the organisational areas occupying space within the building. Managers should consider the following factors when conducting their risk assessment

• proximity to other QUT facilities
• the size, layout, age and nature of the space, and the number of fire exits
• the type of work performed in the space
• the pattern of use throughout the day
• the nature of the people using the space (eg teaching / research / professional or a combination of these).

More information on risk assessment may be found in QUT’s risk management policy (A/2.5).

The wardens required for each building, including chief wardens and deputy chief wardens, are appointed by the Security Manager following nominations by workplace managers in each building. Security staff train wardens and audit their performance.

Appointment to an ECO is a legislated function that has precedence over normal duties in the workplace and appointees must be released from their functional duties to attend training and to perform the activities of a warden.

Organisational areas are responsible for the issue and replacement of ECO equipment. Details of ECO equipment are contained in the Emergency Procedures Manual.

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9.2.5 Recognition of health and safety roles

Staff who voluntarily perform formal health and safety roles are eligible to receive two days special leave per annum subject to meeting the eligibility requirements outlined on the Human Resources website. In approving the two days special leave available to staff in voluntary health and safety roles, managers are acknowledging that the duties listed above (A/9.2.4) for the various health and safety roles have been discharged.

Performance of formal health and safety roles may involve additional workload and resource allocation and should be included as part of the staff Performance Planning and Review (PPR) process (B/9).

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9.2.6 Workplace health and safety committees

Workplace health and safety committees are identified by the Workplace Health and Safety Act as the preferred mechanism for facilitating consultation between management and staff with the aim of preventing injuries and illnesses. Workplace health and safety committees should seek to

• encourage and maintain at the workplace an active interest in health and safety
• consider measures for training and educating persons at the workplace about health and safety issues including documented local safety inductions
• inform workers about the formulation, review and distribution (in appropriate languages) of standards, rules and procedures relating to health and safety
• review circumstances surrounding work injuries, work caused illnesses and dangerous events referred to the committee for review having regard to the legal definitions of those terms (see Workplace Health and Safety Act - Schedule 3, Dictionary)
• inform the employer of the review results and make recommendations arising out of the review
• assist in the resolution of issues relating to workplace health and safety.

QUT has a system of health and safety committees comprising

• the QUT Lead Health and Safety Forum (see A/9.2.7 below)
• local health and safety committees (see A/9.2.8 below).

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9.2.7 QUT Lead Health and Safety Forum

The QUT Lead Health and Safety Forum, comprised of senior management, chairpersons of local health and safety committees, and other health and safety representatives, is responsible for consultation, information sharing and advice on all health and safety related issues, and provides advice to Vice-Chancellor’s Advisory Committee, Audit and Risk Management Committee and the Registrar on relevant health and safety matters.

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9.2.8 Local health and safety committees

Organisational areas (including faculties, divisions, institutes, departments, schools, sections, precincts etc) are required to establish a local health and safety committee to advise on health and safety issues for the area of responsibility. Each committee forwards a copy of its minutes to the Associate Director, HR Health and Safety Advisory Services (or representative) who then briefs the QUT Lead Health and Safety Forum and Vice Chancellor’s Advisory Committee on relevant issues.

Terms of reference

Each local health and safety committee

• assists in the formulation, dissemination and review of local policies, procedures and programs relating to health and safety
• monitors workplace hazards and the effectiveness and appropriateness of control measures taken to protect health and safety
• reviews reports on health and safety matters, such as reports on hazards, accidents, injuries, near misses, and environmental or medical monitoring
• considers health and safety matters referred to it by the head of the relevant organisational area, the Associate Director, HR Health and Safety Advisory Services, other health and safety committees, or staff with specific health and safety roles
• makes recommendations to management aimed at improving health and safety, and assists in implementing these recommendations and monitoring their effectiveness
• ensures the conduct and close out of the annual self-assessment safety management systems audit
• develops an annual health and safety plan targeting key health and safety issues for improvement
• adopts such measures as the committee determines.

Membership

The membership of a local health and safety committee must meet the representational requirements of the WorkplaceHealth and Safety Act (ie 50% worker representation) and should reflect the major components of the organisational area. The recommended membership of each committee is

• a senior manager
• a faculty administration manager or equivalent
• the Workplace Health and Safety Officers and Workplace Health and Safety Representatives for the organisational area
• a health and safety professional where relevant
• a student of the faculty / school where relevant
• a representative of HR Health and Safety Advisory Services as an observer.

The head of the relevant organisational area, in consultation with the Associate Director, HR Health and Safety Advisory Services, may adopt alternative membership and committee structures which would better reflect the structure and geography of the organisational area, and the nature of its activities and workplace risks.

Staff of HR Health and Safety Advisory Services may attend meetings by invitation or request, as an observer.

The Chair is either elected by the committee or appointed by senior management.

Tenure and frequency of meeting

Terms of office are as detailed in section 6 of Council Procedure 1 - Committees .

Committees must meet at least four times per year (every three months), or more frequently based on a risk assessment or when requested by a WHSO.

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9.2.9 Compliance

Any issues relating to compliance with health and safety directives will be reported back through the local health and safety committees and workplace management for resolution within work plans and the PPR process.

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Related Documents

MOPP A/9.1 Health and safety policy

MOPP A/9.5 First aid and medical emergencies

MOPP B/9 Performance planning and review

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Modification History

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