1. OHS Worksite Inspections February 2011

2. Health & Safety Systems > The goal of any health & safety system is to eliminate or reduce as far as is practicable all workplace risks which pose a threat to a persons health & safety. > OHS Worksite Inspections are just one way of identifying hazards in the workplace before the hazard results in an incident or injury

3. Identifying hazards in the workplace >Identifying hazards in the workplace can be achieved through:  Product information  Incident / Hazard reports  Worksite Inspections  Legislative requirements  Industry Knowledge  OHS Consultants reports  Health & Safety committees & team meetings

4. OHS worksite inspections > Level 1 – Swinburne’s Risk Management Framework >Senior Management undertake a process of brainstorming areas of risk (including OHS) and go through a process of identifying ways to control the organisational risks identified. External audits of the management unit’s OHS system may also occur. > Level 2 – Self audits / internal adhoc or periodical reviews >Departments self monitor their OHS systems and process to assess compliance with organisational policies & procedures; periodical or ad hoc reviews of processes which have OHS implications e.g. horticulture reviewing its systems in relation to the storage of flammable liquids. > Level 3 – Swinburne’s OHS worksite inspection schedule >Worksite inspections written in procedure; primarily designed to identify individual deficiencies and failures at the local level.

5. OHS Worksite inspections - Responsibilities Who is responsible for undertaking OHS inspections? >A workplace inspection should involve at a minimum manager (or delegate) with an employee representative or health & safety representative assisting. >Where an inspection reveals deficiencies the local manager is responsible for ensuring an action plan is developed, assigning responsibilities and following up their resolution. >Actions beyond the authority of the manager should be raised with senior management. >The Head of Management unit has ultimate responsibility to ensure all agreed actions are implemented within the time frames specified in the action plan.

6. OHS Worksite Inspections – Planning & Frequency >Frequency: –Swinburne’s OHS Work Site Inspection Procedure requires that all Swinburne workplaces are inspected twice yearly. >Plan ahead: –Choose a time that is most suitable in terms of your areas operational requirements –Can be staggered or scheduled across areas (don’t do all areas at once) –Arrange for a local employee or health & safety representative to assist >Review previous inspection report prior to inspection to establish if all actions implemented >Obtain the most recent template from the OHS website

7. OHS Work site inspections - forms >Two forms are available to be used to conduct your OHS work site inspection These are available in word or excel format. –Checklist A – all areas –Checklist B – Specialised areas (chemical & bio safety laboratories, barns, industrial kitchens, workshops, horticulture, theatres and specialist storage areas.) Once completed they become your working document to record the implementation of actions. Don’t forget to send a copy of your work site inspection report to OHS.

8. OHS Worksite Inspections – Action Plans >Controlling the risks of hazards (non-conformances) identified >Conformance / Non-Conformance x / Not applicable NA >For all non – conformance items an action item must be allocated to an appropriate person (not title) with time frames. >Person being allocated task must be consulted. HSRs are NOT responsible. >Actions must be clear and be understood / interpreted by others (e.g. delegated manager or WorkSafe Inspector) >Monitor all agreed actions until implemented

9. OHS Worksite Inspections – Prioritising actions >Worksite inspections can identify any number of actions, some of which require time or resources to implement. >How to prioritise?  Use the risk matrix - > risk the more urgent the response  Contact OHS Consultant  Consult with staff – team meetings etc.  State of knowledge of the risk (e.g. working at heights hazards widely known)  Talk to another department who has already dealt with the same or similar issue  Raise topic at OHS committee meeting

10. OHS Worksite Inspections – Prioritising actions >When establishing actions consider what is ‘reasonably practicable’ >OHS Act defines ‘reasonably practicable’ as having regard to:  The severity of the hazard or risk in question  The state of knowledge about the hazard or risk and any ways of removing or mitigating the hazard or risk  The availability and suitability of ways to remove or mitigate the hazard or risk  The cost of removing or mitigating the hazard or risk (capacity of an employer to pay)

11. Inspection Reports – what happens at OHS? >Head of Management unit to ensure that actions are monitor until all implemented; copies of completed checklists sent to OHS consultant. Original to be retained on site for 5 years. >OHS Consultant - review and monitor –Inspection report logged in data base –Participation rates reported in OHS monthly report –Review planned actions –Monitor trends / issues across the University

12. OHS Worksite Inspections - Benefits >Identifies areas of opportunity to incorporate longer term / high resource actions into management unit plans >Improves staff workforce moral – see that safety is important >Pro-active not reactive