PROCEDURES FOR OHS CONSULTATION

AS/NZS 4801 OHS20309 SAI Global

November 2007

TABLE OF CONTENTS
1. 2. 3. 4. PURPOSE ................................................................................................................................................2 SCOPE .....................................................................................................................................................2 ABBREVIATIONS....................................................................................................................................2 DEFINITIONS...........................................................................................................................................2
4.1 4.2 4.3 4.4 4.5 4.6 4.7
HEAD OF ACADEMIC/ADMINISTRATIVE UNIT .......................................................................................................... 2 DESIGNATED WORK GROUP ............................................................................................................................... 2 MINOR WORKS ................................................................................................................................................. 2 MONASH CONTROLLED ENTITIES ........................................................................................................................ 2 OHS RISK MANAGEMENT.................................................................................................................................... 2 PROJECT MANAGER .......................................................................................................................................... 3 SUPERVISORS ................................................................................................................................................. 3

5.

SPECIFIC RESPONSIBILITIES ..............................................................................................................3

5.1 5.2 5.3 5.4 5.5
HEADS OF ACADEMIC/ADMINISTRATIVE UNITS AND CONTROLLED ENTITIES ............................................................... 3 SAFETY OFFICERS ............................................................................................................................................ 3 PROJECT MANAGERS ........................................................................................................................................ 3 ZONE OHS&E COMMITTEES ............................................................................................................................... 4 SUPERVISORS ................................................................................................................................................. 4

6.

OVERVIEW OF CONSULTATION ..........................................................................................................4

6.1 6.2 6.3
REQUIREMENT TO CONSULT .............................................................................................................................. 4 WHEN TO CONSULT .......................................................................................................................................... 4 WHO TO CONSULT ............................................................................................................................................ 4

6.3.1 6.3.2 6.3.3 6.3.4

Staff ........................................................................................................................................................................ 4 Contractors ............................................................................................................................................................. 4 Health & safety representatives.............................................................................................................................. 4 Volunteer workers................................................................................................................................................... 5 Staff ........................................................................................................................................................................ 5 Health & safety representatives.............................................................................................................................. 5 Students ................................................................................................................................................................. 5

6.4

HOW TO CONSULT ............................................................................................................................................ 5

6.4.1 6.4.2 6.4.3

7.

MONASH UNIVERSITY PROCEDURES FOR CONSULTATION..........................................................5

7.1 7.2 7.3 7.4 7.5 7.6 7.7
HEALTH AND SAFETY REPRESENTATIVES ............................................................................................................. 5 ZONE OHS&E COMMITTEES ............................................................................................................................... 6 HAZARD AND INCIDENT REPORTING .................................................................................................................... 6 OHS RISK MANAGEMENT.................................................................................................................................... 7 INFORMATION SHARING SYSTEMS....................................................................................................................... 7 SPECIFIC PROCEDURES FOR OHS CONSULTATION ................................................................................................ 8 ABSENCE OF A HEALTH & SAFETY REPRESENTATIVE ........................................................................................... 11

8. 9.

RECORDS..............................................................................................................................................11 REFERENCES.......................................................................................................................................11
9.1 9.2 9.3
LEGISLATION ................................................................................................................................................. 11 MONASH UNIVERSITY OHS DOCUMENTS ............................................................................................................ 11 WORKSAFE DOCUMENTS ................................................................................................................................. 11

Procedures for OHS consultation, v2 Date of first issue: March 2006

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Responsible Officer: Manager, OHSE Date of last review: November 2007

1.

PURPOSE
The purpose of these procedures is to outline the Monash University procedures for OHS consultation in accordance with the requirements of the Occupational Health and Safety Act (2004), the Occupational Health and Safety Regulations (2007) and to meet the requirements of AS/NZS 4801:2001 Occupational Health & Safety Management Systems specifications with guidance for use.

2.

SCOPE
These procedures apply to staff and students at the Australian campuses of Monash University and to Monash controlled entities.

3.

ABBREVIATIONS
DWG OHS OHSE Designated work group Occupational health and safety Occupational Health, Safety & Environment

4.

DEFINITIONS
4.1
HEAD OF ACADEMIC/ADMINISTRATIVE UNIT

Head of academic/administrative unit is used to denote the head of the area that is undertaking the activity. For academic areas, this term includes head of faculty, school, department, institute or centre. For administrative areas, the term includes head of division, branch, centre or unit. 4.2
DESIGNATED WORK GROUP

4.2.1

4.2.2

A designated work group (DWG) consists of all staff in a: particular work area, department, school or centre; or building or series of buildings. A DWG may cover staff: at one or more workplaces on a campus; and/or at one or more campuses, or staff of more than one employer at one or more workplaces.

4.3

MINOR WORKS

Minor works include maintenance, renovations, repairs and minor modifications to the workplace. 4.4
MONASH CONTROLLED ENTITIES

Monash controlled entities (eg companies) include entities where Monash can control decision making, directly or indirectly, in relation to the financial and operating policies so as to enable the entity to operate with it in pursuing the objectives of Monash University. For the remainder of this document, a Monash controlled entity will be referred to as an entity. 4.5
OHS RISK MANAGEMENT

OHS risk management is the process of hazard identification, risk assessment, and risk control with the aim of providing healthy and safe conditions for staff, students, visitors and contractors at Monash University.

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4.6

PROJECT MANAGER

The project manager is the individual responsible for the day-to-day management of the project, usually from Facilities & Services or the contracted company. 4.7
SUPERVISORS

Supervisors are those who are responsible for overseeing: the work program of other staff; the study program of honours and postgraduate students; and undergraduate students in lectures, tutorial and practical classes and on field trips.

5.

SPECIFIC RESPONSIBILITIES
A comprehensive list of OHS responsibilities is provided in the document OHS management at Monash University: Structure, functions, roles and responsibilities. A summary of responsibilities with respect to OHS consultation is provided below. 5.1
HEADS OF ACADEMIC/ADMINISTRATIVE UNITS AND CONTROLLED ENTITIES

Heads of academic/administrative units and controlled entities are responsible for ensuring that: staff are aware of the Procedures for OHS consultation; the Procedures for OHS consultation are implemented in their unit/entity; OHS is discussed regularly at meetings; internal procedures are established in their unit/entity to ensure consultation with staff, the safety officer and the health & safety representative occurs during minor works and the introduction of new machinery/equipment, substances and processes. 5.2
SAFETY OFFICERS

Safety officers are responsible for assisting staff to follow the Procedures for OHS consultation in their unit/entity. 5.3
PROJECT MANAGERS

When involved in managing proposed changes to the workplace, eg new buildings, alterations to existing buildings, minor building works and/or renovations at the University, Project Managers must ensure that the Procedures for OHS consultation; are followed by: providing information regarding the workplace changes to the health & safety representative; providing information regarding the workplace changes to OHSE; organising safety review and sign off meetings in conjunction with the academic/administrative unit/controlled entity and OHSE; attending safety review and sign off meetings; incorporating issues into building plans as agreed at safety review meetings; ensuring public, staff and student safety precautions are addressed during construction/renovation works; ensuring that the primary contractor has successfully completed the contractor induction process prior to commencing work; maintaining contact with the contractor, providing job supervision and reviewing safety performance; ensuring that safe premises are provided for contractors to carry out their work.

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Responsible Officer: Manager, OHSE Date of last review: November 2007

5.4

ZONE OHS&E COMMITTEES

Zone OHS&E committees are responsible for: ensuring that their members are aware of the Procedures for OHS consultation; monitoring the zone OHS performance with regard to adherence to these procedures in the zone. 5.5
SUPERVISORS

Supervisors are responsible for ensuring that they, and the staff that they supervise, follow the Procedures for OHS consultation.

6.

OVERVIEW OF CONSULTATION
6.1
REQUIREMENT TO CONSULT

6.1.1

Under the Occupational Health and Safety Act (2004), all employers are required to consult their employees, so far as reasonably practicable, on matters that directly affect or are likely to directly affect the health and safety of staff. Effective consultation will lead to: decisions that take into account a wider range of ideas about OHS issues in the workplace and how to address these issues; stronger commitment to decisions because everyone is involved in reaching them; more openness, respect and trust because there is a better understanding of the OHS issues and of each others points of view.

6.1.2

6.2

WHEN TO CONSULT

Consultation is required: when identifying hazards and risks and deciding how to control risks; when making decisions regarding facilities related to welfare, eg toilets, first aid; during development of OHS policies and procedures; when changes are proposed to: the workplace, eg new buildings, alterations to existing buildings, renovations, maintenance, renovations, repairs and minor modifications; machinery/equipment, substances, processes and other things used in the workplace; the work/study performed that may affect the health and safety of staff. 6.3
WHO TO CONSULT

6.3.1

6.3.2

6.3.3

Staff Supervisors and managers must consult, so far as reasonably practicable, with staff who are, or are likely to be, directly affected by the OHS issue. Contractors Consultation must include independent contractors and any employees of the independent contractor/s who perform work over which the supervisor/manager has control. This includes staff hired through labourhire firms. Health & safety representatives In designated workgroups with an elected health & safety representative, the health & safety representative must be involved in consultation (with or without the involvement of the staff directly). It is expected that the health & safety representative will consult with staff.
Responsible Officer: Manager, OHSE Date of last review: November 2007

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6.3.4

Volunteer workers Units/entities which rely on the contribution of a large number of volunteer workers must ensure, so far as reasonably practicable, that volunteers are not exposed to risks. Consultation with volunteers may be valuable in assisting the unit/entity to meet this requirement.

6.4

HOW TO CONSULT

6.4.1

Staff Consultation with staff directly affected by the OHS issue must involve: Sharing information with staff. Information must be made available in a timely way and must be provided in a form that can be understood by staff. Giving staff a reasonable opportunity to express views about the matter. Taking those views into account. Health & safety representatives 6.4.2.1 If the staff that are directly affected by the OHS issue are represented by a health and safety representative, the health & safety representative must be included in the consultation. 6.4.2.2 Supervisors and managers must: provide all information to the health & safety representative that will be provided to staff a reasonable time before distributing it to others, as far as is possible; invite the health & safety representative to meet to discuss the issue; and if the invitation is accepted, or if otherwise requested by the health and safety representative, meet with the health & safety representative to discuss the issue; and give the health & safety representative the opportunity to express their views; take the health and safety representatives views into account. Students Students that are directly affected by the OHS issue must be provided with OHS information in a timely way in a form that can be understood.

6.4.2

6.4.3

7.

MONASH UNIVERSITY PROCEDURES FOR CONSULTATION

At Monash University, OHS consultation with staff and provision of information to students occurs via elected health and safety representatives, zone OHS&E committees, hazard and incident reporting, OHS risk management, general information sharing systems and specific OHS procedures. 7.1
HEALTH AND SAFETY REPRESENTATIVES

7.1.1

A health & safety representative or deputy health & safety representative is a staff representative who has been elected for a term of 3 years by the staff in a DWG to represent their health and safety interests using the procedures outlined in the Monash University Procedures for health and safety issue resolution. The rights and responsibilities of health & safety representatives are described in the document OHS management at Monash University: Structure, functions, roles and responsibilities.
Responsible Officer: Manager, OHSE Date of last review: November 2007

7.1.2

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7.1.3

The names of the elected health and safety representatives and the procedures for the election of health and safety representatives are available on the OHSE web site.

7.2

ZONE OHS&E COMMITTEES

7.2.1

In each area of the University, OHS and environmental issues are managed by a zone OHS&E committee, which provides a consultative forum for discussion, resolution and implementation of OHS and environmental issues. The roles and responsibilities of zone OHS&E committees are described in the document OHS management at Monash University: Structure, functions, roles and responsibilities. As a zone OHS&E committee comprises representatives drawn from the major activities and work groups in an area, including management, staff and student representation, it provides an important forum for OHS consultation. Before each zone OHS&E committee meeting, notice of the next meeting must be circulated to the staff and students in the zone, requesting agenda items and/or issues for discussion. Items submitted must be included on the agenda of the next meeting and the proposer invited to the meeting for the discussion of the item. Minutes of meetings must be kept and made accessible to all staff and postgraduate students (eg copies on safety notice boards and in the lunch room or circulated electronically). Minutes must be: only accessible to Monash staff and students when posted on web sites; sent to OHSE or the area OHSE consultant as soon as possible after the meeting. A list of zones and the zone OHS&E committee chairpersons is available at the OHSE web site.

7.2.2

7.2.3

7.2.4

7.2.5

7.2.6 7.3

HAZARD AND INCIDENT REPORTING

7.3.1

All hazards, incidents and accidents involving Monash University staff, students, property and activities must be reported, investigated and recorded in accordance with the Monash University Procedures for hazard and incident reporting, investigation and recording. The health & safety representative elected to the DWG of the staff member or student reporting the incident: participates in the investigation of the reported hazard or incident; signs the form after completion of Section D: Investigation and corrective/preventive action to confirm the effectiveness of the corrective/preventive action; forwards the form to the safety or environmental officer, as appropriate. Zone OHS&E committees Further consultation with staff and the health & safety representative and provision of information to students occurs at zone OHS&E committee meetings where hazard and incident reports are reviewed to: monitor the adequacy of investigations undertaken and the appropriateness and effectiveness of the corrective/preventive actions recommended;
Responsible Officer: Manager, OHSE Date of last review: November 2007

7.3.2

7.3.3

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 7.4

provide advice on corrective/preventive action recommended and/or make further recommendations as necessary.

OHS RISK MANAGEMENT

7.4.1

OHS risk management is required for all activities where there is the potential for OHS risks. A range of OHS risk management tools has been developed for staff and students, which are described in the document OHS risk management at Monash University. OHS risk management 7.4.2.1 OHS risk management must be completed: before activities commence; before the introduction of new equipment, procedures or processes; when equipment, procedures or processes are modified. 7.4.2.2 The OHS risk management process must cover the risks associated with: Equipment and machinery; Chemical use and storage; Biological hazards; Radiation use; and Manual handling tasks; First aid requirements.

7.4.2

7.4.3

Consultation during OHS risk management OHS risk assessments must be completed by the staff member or student who will be undertaking the task, procedure or using the equipment, in consultation with: the supervisor of the laboratory, student or area and the safety officer of the unit/entity to ensure that experiences with similar tasks, procedures and equipment are incorporated into the risk assessment; and the local health & safety representative, who must be involved in the OHS risk assessment of new and existing materials, equipment or procedures that may affect the health and safety of staff and students, so far as is reasonably practicable.

7.5

INFORMATION SHARING SYSTEMS

Through out the university, general information sharing systems can be used for OHS consultation. 7.5.1 Meetings Health and safety should be included on the agenda of meetings at faculty/divisional, unit/entity and work group level to allow discussion of these issues at a range of levels. 7.5.2 Electronic communication via email, websites 7.5.2.1 Information regarding health and safety issues should be circulated via email or posted on websites at University, faculty/divisional and/or unit/ entity levels. 7.5.2.2 Emails and websites at the University can be used to, eg: publicise new OHS policies and procedures and programs; consult the University community during the development of OHS policies and procedures; ask for feedback;
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alert the University community or the members of a particular unit/entity to OHS hazards.

7.5.2.3 Information regarding health and safety issues that is circulated electronically or posted on websites must be: in accordance with the University's current IT policies; and approved by the University. 7.6
SPECIFIC PROCEDURES FOR OHS CONSULTATION

7.6.1

Procedures for OHS consultation on proposed changes to the workplace, including new buildings and alterations to existing buildings

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PROCEDURES FOR OHS CONSULTATION ON PROPOSED CHANGES TO THE WORKPLACE August 2007 Step 1
New New project project proposed: proposed: new new buildings; buildings alterations alterations to to existing existing buildings. buildings

Step 2

The project manager is briefed by the client of design requirements for a new building or required alterations to an existing building. Information is provided to the health & safety representative and to OHSE.

Step 3

Work area consulted. Project discussed and reviewed with the user groups, safety officer and health and safety representative. Project manager discusses OHS implications of work area requirements with OHSE

Step 4

Project manager develops preliminary sketch plan and documentation for the project.

Step 5

Project manager and the academic/administrative unit, in conjunction with OHSE, calls for initial safety review meeting. Attendees: client (head of cost centre, resource manager, laboratory manager etc); health and safety representative; safety officer; OHSE representative(s) (OHSE Consultant, specialists); user group representatives; a representative from the Research Office where gene technology will be used and/or requirements include quarantine or animal facilities; adjacent work areas (as required); maintenance representatives (as required).

Minutes

Step 6

Project manager finalises building plans and documentation incorporating issues raised/agreed upon at safety review meeting.

Additional safety review meetings called as required

Step 7

Project manager calls a pre-demolition/construction safety meeting to outline public/staff/student safety precautions. Attendees as above.

Minutes

Step 8 Step 9 Step 10

All contractors undertake Monash University Contractor Safety Induction.

Database

Project/commences.

Project manager reviews safety performance at site meetings with builders, contractors etc. as required.

Step 11

Project completed.

Project manager calls a safety sign off meeting. Attendees:-

Minutes safety officer OHSE representative(s) maintenance representative(s) ZOHS&EC reviews minutes and follows up with outstanding or ongoing issues.

Step 12

client health & safety representative User group representatives

Definition of project manager: The project manager is the individual responsible for the day-to-day management of the project, usually from Facilities and Services or the contracted company.

7.6.2

Minor Works
Responsible Officer: Manager, OHSE Date of last review: November 2007

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7.6.2.1 Minor works includes maintenance, renovations, repairs and minor modifications to the workplace. 7.6.2.2 Minor works have the potential to significantly affect the health safety and welfare of staff and students, including: Fumes, dust and noise generated that can affect staff and students in the immediate and surrounding areas; potential exposure to hazardous materials by the maintenance workers such as chemicals, asbestos and biohazards; and changes to the work area that may affect aspects such as the emergency provisions, air conditioning, lighting, ergonomics etc. 7.6.2.3 Units/entities must establish their own internal procedures to ensure that staff authorised to initiate a minor works order do so in consultation with: the relevant occupants of the work area; the safety officer; and the health and safety representative. Advice can also be sought from the OHSE consultant of the area. 7.6.3 New machinery/equipment, substances and processes 7.6.3.1 Units/entities must establish their own internal procedures to ensure that the OHS implications of new machinery/equipment, substances and processes are assessed and the appropriate controls are in place. 7.6.3.2 As guidance, the procedure should include the following stages: a pre-purchase OHS review; an OHS review on implementation/installation; a 'release for use' safety review; ie it is considered safe for staff and students to use the equipment when: a risk assessment has been carried out for the machinery/equipment, substances or processes; risk controls are in place, eg the machinery/equipment is appropriately guarded, a safety shield is in place for a chemical process; safe work instructions have been developed and/or included in laboratory/studio/workshop procedures; and users have been trained in the safe use of the machinery/equipment, substances or processes. 7.6.3.3 The procedure should include consultation with the health & safety representative and safety officer. Advice could also be sought from OHSE and maintenance personnel, as required. 7.6.3.4 For the implementation/installation of a large number of new pieces of machinery/equipment or substances or processes, eg when setting up a new laboratory/studio/workshop, the Procedures for OHS consultation on proposed changes to the workplace can be used as a model to ensure that OHS consultation is comprehensive.

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Responsible Officer: Manager, OHSE Date of last review: November 2007

7.7

ABSENCE OF A HEALTH & SAFETY REPRESENTATIVE

Where the absence of a health & safety representative and their deputy may result in significant delays to works, it is recommended that the following consultation process be adopted: The health and safety representatives nominate an alternative health & safety representative to review the proposed workplace changes in their absence. In the absence of an alternative health & safety representative nominee, the safety officer is called upon to review the proposed workplace changes. In the absences of both the health & safety representative and the safety officer, OHSE staff be called upon to review the proposed workplace changes. In the absences of the health & safety representative and where the safety officer is also the officer raising the work order or plan, OHSE staff be called upon to review the proposed changes to the workplace.

8.

RECORDS
Record to be kept by Academic/administrative unit/ controlled entity Records Minutes of meetings Risk assessments To be kept for: 5 years 5 years or until reviewed 5 years 5 years 5 years

Facilities and Services

Minutes of meetings Copy of plans and correspondence containing recommendations Attendance records of contractor safety induction Minutes of meetings Copy of plans and correspondence containing recommendations

OHSE

5 years 5 years

9.

REFERENCES
9.1
LEGISLATION

Occupational Health and Safety Act 2004 (Vic) Occupational Health and Safety Regulations 2007 (Vic) 9.2
MONASH UNIVERSITY OHS DOCUMENTS

(http://www.adm.monash.edu.au/ohse/documents/#policies) Guidelines for the development of safe work instructions OHS management at Monash University: Structure, functions, roles and responsibilities OHS risk management at Monash University Procedures for health and safety issue resolution 9.3
WORKSAFE DOCUMENTS

Your health and safety guide to consultation Edition 1, June 2007

Procedures for OHS consultation, v2 Date of first issue: March 2006

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Responsible Officer: Manager, OHSE Date of last review: November 2007