HEALTH & SAFETY ISSUE RESOLUTION PROCEDURE
AS/NZS 4801
OHSAS 18001
OHS20309
SAI Global
May 2013
TABLE OF CONTENTS
1.
PURPOSE ................................................................................................................................................ 2
2.
SCOPE ..................................................................................................................................................... 2
3.
ABBREVIATIONS .................................................................................................................................... 2
4.
DEFINITIONS ........................................................................................................................................... 2
4.1
4.2
4.3
AUTHORISED REPRESENTATIVE .......................................................................................................... 2
ENTRY PERMIT................................................................................................................................... 2
UNACCEPTABLE BEHAVIOUR ............................................................................................................... 2
5.
OHS ISSUE RESOLUTION FLOWCHART ............................................................................................. 3
6.
RECORDS TO BE RETAINED ................................................................................................................ 4
7.
REFERENCES ......................................................................................................................................... 4
7.1
7.2
8.
LEGISLATION ..................................................................................................................................... 4
MONASH UNIVERSITY OHS DOCUMENTS ............................................................................................... 4
DOCUMENT HISTORY ............................................................................................................................ 4
Health and Safety Issue Resolution Procedures, v5
Date of first issue: November 2000
Responsible Officer: Manager, OH&S
Date of last review: May 2013
Page 1 of 4
Date of next review: 2014
21/06/13
1.
PURPOSE
The purpose of this procedure is to ensure resolution of health and safety issues identified by
staff and students in accordance with the requirements of the Occupational Health and Safety
Act (2004).
2.
SCOPE
This procedure applies to the staff and students at the Australian campuses of Monash
University and to Monash controlled entities.
This procedure excludes the resolution of allegations of unacceptable behavior. These should
be reported and investigated in accordance with the Conduct and Compliance Procedure Resolution of Unacceptable Behaviour in the Workplace.
3.
ABBREVIATIONS
OH&S
PIN
4.
Monash Occupational Health & Safety
Provisional Improvement Notice
DEFINITIONS
4.1
AUTHORISED REPRESENTATIVE
An authorised representative is an employee or officer of a registered employee
organisation (e.g. a union) who:
•
has satisfactorily completed a training course approved by WorkSafe Victoria; and
•
holds an entry permit; and
•
has the right to represent the affected workers.
4.2
ENTRY PERMIT
Entry permits are granted by the Magistrate's Court and are valid for 3 years or when the
person ceases to be an employee/officer of a registered employer (e.g. a union)
organisation or the organisation ceases to be registered.
4.3
UNACCEPTABLE BEHAVIOUR
Behaviour that has created or has the potential to create a risk to a staff member’s health
and safety. Examples of unacceptable behaviour include but are not limited to:
•
•
•
•
•
•
•
bullying;
emotional, psychological or physical violence or abuse;
occupational violence;
coercion, harassment and/or discrimination;
aggressive/abusive behaviour;
unreasonable demands and undue persistence; and
disruptive behaviour.
Health and Safety Issue Resolution Procedures, v5
Date of first issue: November 2000
Responsible Officer: Manager, OH&S
Date of last review: May 2013
Page 2 of 4
Date of next review: 2014
21/06/13
5.
OHS ISSUE RESOLUTION FLOWCHART
Health and safety issue identified
Hazard Report completed (if appropriate)
Affected person(s) discuss issue with direct line supervisor, Safety Officer and/ or Health and Safety Representative (HSR). If the HSR is
not present the supervisor will subsequently notify the HSR of the issue and resolution (if any)
HSR and/or affected person and
Safety Officer consult.
No
Immediate threat to employee
health and safety?
No
Yes
Issue resolved?
Resolution
recorded
and
communicated to employees and
the OHS Committee.
Safety Officer and/or HSR consults with management
over the issue. The solution(s) or interim control
measures should be agreed in consultation.
Yes
Issue resolved?
If the nature and degree of the health and safety risk
is such that it poses an immediate threat to the health
and safety of any person, management and/or the
HSR may, after consultation, direct that work will
cease (Section 74 OHS Act).
Yes
No
If there is no agreed solution at local level, or an agreed
solution is beyond the control/authority of the local
manager, the issue will be referred to senior managers in
the Faculty/Division (preferably within 7 days).
Yes
Issue resolved?
Management representative (Safety Officer) notifies
OHS Consultant/Advisor of Cease Work.
Management representative (Safety Officer) or HSR
has the option of calling in a WorkSafe Inspector if
required to provide advice or mediation in the event of
a dispute. Before calling in a WorkSafe Inspector,
please contact Monash OH&S.
No
If the issue is not resolved at Faculty/Divisional level and
is an organisation-wide issue, the Faculty/Division Head
will liaise with other regions/departments to resolve the
issue and may refer it to the relevant standing committee.
Management should keep the all relevant Safety Officers
and HSRs informed of progress.
Issue resolved?
Yes
No
An elected HSR may issue a Provisional Improvement
Notice (PIN) if the HSR believes OHS legislation has
been contravened (following Section 60 OHS Act)
WorkSafe Inspector may cancel Cease Work or may
issue Prohibition or Improvement Notice(s).
Management representative must notify affected
employees and display PIN in the
workplace.
Compliance must be achieved within the agreed
timeframe or call in a WorkSafe Inspector, who may
affirm or modify the PIN or issue Improvement or
Prohibition Notice(s). Management should contact
Monash OH&S for advice on how to proceed.
Management complies with requirements of Cease Work, PIN
and/or WorkSafe Notices and normal wor k recommences
(Information on review of decisions, see Section 127 OHS Act)
When determining the control measures to
resolve the issue Monash University risk
management principles must be followed.
Health and Safety Issue Resolution Procedures, v5
Date of first issue: November 2000
Outcomes
will
be
recorded
and
communicated to employees and the
affected OHS Committee by management.
Responsible Officer: Manager, OH&S
Date of last review: May 2013
At
any
stage,
employees
and
management may seek assistance from
Monash OH&S.
Page 3 of 4
Date of next review: 2014
21/06/13
6.
RECORDS TO BE RETAINED
Record to be kept by
Records
To be kept for:
Academic/administrative unit/
controlled entity
Provisional Improvement Notice
(if applicable)
Copy of WorkSafe Inspector's
entry report (if applicable)
Copy of completed hazard &
incident report form
7 years
Completed hazard & incident
report form
Provisional Improvement Notice
(if applicable)
WorkSafe Inspector's entry
report (if applicable)
OH&S
7.
10 years
7 years
Indefinitely
10 years
10 years
REFERENCES
7.1
LEGISLATION
Occupational Health and Safety Act 2004 (Vic)
7.2
MONASH UNIVERSITY OHS DOCUMENTS
Procedures for hazard & incident reporting, investigation & recording
Hazard & Incident Report form
8.
DOCUMENT HISTORY
Version
number
4
5
Date of Issue
Changes made to document
August 2011
February 2013
Procedure for Health and Safety Issue Resolution, v4
1. Consolidated all flow charts into one streamline flow
chart
2. Minor changes to wording
Health and Safety Issue Resolution Procedures, v5
Date of first issue: November 2000
Responsible Officer: Manager, OH&S
Date of last review: May 2013
Page 4 of 4
Date of next review: 2014
21/06/13