Annual Health & Safety Plan
1. Introduction
The Annual Health and Safety Plan is a component of the Risk and Business Continuity
Management suite. This suite includes:
 Risk Management – including risk registers
 Business Continuity Plans – including business impact analysis
 Emergency Response Plans
 Health and Safety Plans
The Annual Health and Safety Plan is a component of our overall Health and Safety Framework.
All Managers are responsible for developing unit-based plans and for reviewing and reporting
annually about the effectiveness of the plans. The University is required to complete a full self
assessment of its safety management system annually. Our safety management system is the
Health and Safety Framework in this context.
This document provides a guideline and templates for developing health & safety plans. These
templates have been designed to ensure best practice methodologies are applied consistently
across the University. The plan is made up of three components.
1. Work place observation checklist.
2. Health and Safety objectives.
3. Hazard register.
The framework and this planning tool are aligned with the requirements of the ACC Workplace
Safety Management Practices programme (WSMP), our overall risk management programme and
good practice safety management methodologies.
2. Guideline for completing the Safety Plans
The attached templates are populated with sample data to provide a guide for managers on how to
complete them. In many cases, where there is a higher risk workplace, managers should provide
more detailed information as appropriate.
The plans will ensure the University achieves the objectives of the legislation, its own policies and
the Health and Safety Framework. They will also provide records of auditable controls and will
inform a university-wide hazard register.
Note 1: For help at any time with completing your safety plan contact the Campus Safety
Coordinator, ext. 6053.
Note 2: When completed please send a copy of the safety plan to the Campus Safety Coordinator.
3. Health and Safety Checklist – Appendix 1
Managers are required to complete the checklist identifying whether safety controls are in place.
The checklist does not take the place of more detailed planned general inspections carried out in
higher risk workplaces such as laboratories or workshops.
1
This process is used to check that the safety controls identified on hazard registers are being used
and the work environment is safe.
4. Health and Safety Objectives - Appendix 2
Managers are to document the health and safety objectives. These could include improvements
in:
 Health & Safety training and attendance
 Injury and near miss investigations
 Reporting hazards and or defects
 Assurance processes
 Employee participation
 Safety performance measurement and monitoring
In order to achieve continuous improvement in health and safety this section needs to be reviewed
at least annually. Where improvements can be made, list these as objectives to be completed
within the next 6 or 12 months. The review meeting should include managers, union and other
employee representatives.
5. Hazard register – Appendix 3
The hazard register should be completed annually and reviewed regularly as new hazards are
identified and existing ones controlled further or removed. The sample hazard register includes
examples of hazards present in the university environment.
Managers are required to:
 Review the hazards and indicate on the register the examples that are present in the
workplace.
 Identify the task or area of works where the hazard is present.
 Describe the hazard and potential harm if someone came into contact with the hazard. Ref.
Appendix 4.
 Identify on the register if this is a significant hazard Y/N.
This means:
Is the hazard an actual or potential cause or source of
(a) serious harm or
(b) harm (being more than trivial) the severity of whose effects on any person depend (entirely or among
other things) on the extent of the frequency of the person’s exposure to the hazard or
(c) harm that does not usually occur, or usually not easily detectable until a significant time after
exposure to the hazard.


Consider the controls listed and make an assessment of their effectiveness. This should be
carried out with your teams. E.G have any accidents occurred since the last review.
List additional controls as required or identify work required to improve safety in this area.
For significant and or lengthy improvement work required it may be appropriate to list this
as a safety objective E.G training programme or audit.
Workplace hazards that present a high risk should be assessed further, include them on the
department or school overall risk register and escalate to senior managers accordingly.
The hazard category table attached in Appendix 4 should be used to determine the hazard
category and properties of the hazard. This will help the assessor identify appropriate controls
Where further action is required to help control the risk consult the Campus Safety Coordinator
and/or submit a works order request via BEIMS or the FM Service desk.
Note: this list is not exhaustive. Additional workplace hazards that are identified should be
assessed and added to your registers.
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Workplace hazards present in Central Support Units and office based environments are mainly
those identified in lines 1 – 13 in the pre populated hazard register table below. Other areas
including schools with laboratories or workshops require a more detailed approach, for example
where chemicals or machine tools are used. See lines 14 – 21. Further information is available on
the Department of Labour web site: www.dol.govt.nz.
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APPENDIX 1
1. Health and Safety Checklist – Workplace Observation
Please check the following items for your Faculty/School or Unit and comment as necessary.
SAMPLE
Work Environment
Is current safety information on
display?
Yes
No
NA
x
Are restricted areas of work clearly
marked?
x
Are escorting and “signing in”
arrangements in place for restricted
areas of work?
x
Are security log books, visitor
registers (or similar) provided?
x
Are access and egress ways clear and
safe?
Are aisles free of obstacles that impede
egress?
Are floors free of slip / trip or fall
hazards?
Are desk and filing cabinet drawers
closed and locked when not in use?
Is carpeting free of tears or trip
hazards?
Are carpet / floor tiles secure?
Are carpet vinyl/ stair nosings firmly
fixed and undamaged?
Are stair handrails in place and firmly
fixed?
Is ventilation adequate?
Is the temperature comfortable?
Are all areas free of any distracting
odours or irritants?
Are walls, floors, ceilings free of any
visible damp or mould?
Are tea / Lunch rooms clean, tidy and
hygienic?
Are toilet facilities clean, soap and hand
drying arrangements adequate?
Date
corrected
X
Is Personal Protective equipment
(PPE) in use in line with workplace
hazards?
Is personal protective equipment
available for site visitors (where
applicable)?
If No please indicate comments
& actions proposed
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
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x
Are all cupboards and display cases
properly secured?
Is rubbish is stored appropriately and
disposed of regularly?
Furniture and Fittings
Is all furniture in good repair? (nothing
broken)
Is shelving properly fixed for
earthquake?
Is ergonomic furniture appropriate and
properly set up?
Are step ladders, kick stools provided if
necessary?
Electrical Fittings
Are electrical sockets and light fittings
secure and undamaged?
Are data / power cables of adequate
length and tied back as appropriate?
Are all electrical outlets safety loaded?
(not more than 1 multiibox per socket)
Lighting
Is lighting is adequate for the intended
activity?
Is equipment and resource material
appropriately stored?
Fire & Emergency
Are fire extinguishers and hose reels in
place with proper signage and an up to
date service tag?
Are materials that could burn kept away
from ignition sources?
Is heat producing equipment turned off
at night when the area is vacated?
Are First Aid kits checked and kept fully
stocked? (including vehicles)
Are there an adequate number of First
Aiders available? (at least 1 per 50
staff)
Are escape routes, Exits clearly marked
and illuminated?
Are evacuation notices in place and up
to date?
Are safety warning signs provided where
necessary?
Are Civil Defence cabinets readily
accessible?
Are Floor Wardens nominated and
trained for all areas?
Survey area to identify cupboards to
be secured. BEIMS request required
to action
x
Yes
No
NA
If No please indicate comments
& actions proposed
Date
Corrected
x
x
x
x
Yes
No
NA
If No please indicate comments
& actions proposed
Date
Corrected
No
NA
If No please indicate comments
& actions proposed
Date
Corrected
No
NA
If No please indicate comments
& actions proposed
Date
Corrected
x
x
x
Yes
x
x
Yes
x
x
x
x
x
x
x
x
x
CD cabinet not provided
x
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Chemical Storage and Safety
Are chemicals properly stored?
Are the Safety data sheets readily
accessible?
Is an inventory of chemicals available?
Are all containers labelled?
Are eyewash / showers tested?
Are eyewash / showers layout locations
adequate and unobstructed?
Yes
No
NA
If No please indicate comments
& actions proposed
Date
Corrected
x
x
x
x
x
x
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2. Health and Safety Objectives June 2011 – May 2012
SAMPLE
Objective
Safety planning
Local H&S
induction
Safety framework
Assurance
H&S audit
Measure
Develop H&S orientation
checklist for new staff to
complete to measure
knowledge following
local area induction
1. Develop
framework
2. Implement H&S
framework
1. Develop
2. Implement
process
H&S Self
assessment
Conduct H&S self
assessment in line with
WSMP programme
Hazard Management
Review hazard
Hazard register
register
developed, controls
identified, implemented
and plan communicated
to staff
Employee participation
Team meetings
H&S is a standing
agenda item at team
meetings
H&S Representative H&S Representative in
place
Training
H&S induction
Attend Navigate Vic
Local H&S
induction
All staff complete H&S
induction checklist and
refresh annually
Actionee
Jeff Munn
Completion date
June
1. Jeff Munn
2. Rosaleen
Loughman
Complete
1. Jeff Munn
2. Rosaleen
Loughman
Scope completed
Rosaleen Loughman
Scope completed
June
Jeff Munn
Rosaleen Loughman
Roy Bridge
Silao Sakaria
Bryan Ivamy
Charlotte Simpson
Karl Whalen
September
December
Rainsforth Dix
Jeff Munn
Charlotte Simpson
Karl Whalen
Jeff Munn
September
Jeff Munn
Silao Sakaria
Bryan Ivamy
Charlotte Simpson
Karl Whalen
Complete for:
Arana Kenny –
Caretaker
Wissam Kadhem –
Caretaker
Lara Carson – S&R
Administrator
September
Jeff Munn
Silao Sakaria
Bryan Ivamy
7
H&S familiarisation
training
Staff attend H&S
familiarisation every 2
years
Managers H&S
familiarisation
training
Manager attend H&S
Familiarisation for
managers
Hazard specific
training
Staff with manual
handling activities in
their role attend
appropriate training.
Emergency
management
Safety Coordinator,
Emergency Coordinator,
Vic Venues, Rec Service,
Caretakers and Security
staff attend first aid
refreshers.
Safety performance monitoring
Reporting
Monthly reports are
produced and available
to staff via the Campus
Operations M: drive
All accident and
incidents
To be reported and
investigated in a timely
way
Charlotte Simpson
Karl Whalen
Jeff Munn
Silao Sakaria
Bryan Ivamy
Charlotte Simpson
Karl Whalen
Jeff Munn
Silao Sakaria
Bryan Ivamy
Charlotte Simpson
Karl Whalen
Jeff Munn
Silao Sakaria
Bryan Ivamy
Charlotte Simpson
Karl Whalen
Jeff Munn
Rosaleen Loughman
Roy Bridge
Silao Sakaria
Bryan Ivamy
Charlotte Simpson
Karl Whalen
Jeff Munn
Rosaleen Loughman
Roy Bridge
Silao Sakaria
Bryan Ivamy
May - complete
June - complete
July
August
September
October
November
December
January
February
March
April
Jeff Munn
Rosaleen Loughman
Roy Bridge
Silao Sakaria
Bryan Ivamy
Charlotte Simpson
Karl Whalen
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3. Hazard Register
SAMPLE
Department or School: Campus Operations inc. Safety & Risk, Vic Venues and Recreation Services.
Task
Description
of hazard
Potential harm
(consequences)
Significant
hazard Y/N
Controls
Are the controls effective?
Y (Yes), N (No).
Hazards common to all university areas
1. Using
electrical
equipment
2. Working in
areas where
items are
stored
3.Kitchen or
tearoom hot
drink
preparation
4.Using
university
vehicles
5.Working in
university
buildings
6.All university
areas
electrical
appliances, wet
conditions
Falling objects
Shock, electrical burns
(See also fire below)
Y
Electrical testing, maintenance regime, insulation, RCD, defect reporting
Y
Impact, crush injuries
Y
Securing of cabinets / shelves. Heavy objects stored close to the floor
Y
Hot water spills,
slips, hygiene
Burns / scalds, gastric
problems
N
Defects to boilers repaired promptly, dishwashing and cleaning facilities
Y
Road traffic
accident,
pedestrian
collision with
vehicle, fall from
motor scooter
Fire or explosion
from flammable
substances or
gasses
Bone fractures, musculo
skeletal injury,
entrapment,
lacerations, impact
injuries.
Y
Defensive driving training, driver licence, PPE for scooter (helmet and
gloves, wet weather clothing), WoF, maintenance regime, generally low
speed operation - urban
Y
Burns, smoke
inhalation, death
Y
Y
Earthquake
Entrapment,
lacerations, impact
injuries, burns, smoke
inhalation.
Y
Building fire safety compliance, buildings / occupants protected by fire
systems (sprinklers, smoke detectors, heat detectors, fire doors, fire
curtain, hose reel, fire extinguisher) , trial evacuation schemes
implemented and kept in date. Building and Floor Warden training,
good housekeeping, correct storage and use of substances or gasses,
staff training, approved handlers.
Provision of Civil Defence equipment. Securing of cabinets / shelves.
Heavy objects stored close to the floor, emergency management
training, seismic restraint, filing cabinets kept locked
Y
9
7.Access,
egress or
participating in
sporting
activities
8.Ergonomics.
Using
computer
workstations
9.All areas
10.Accessing
university
property
11.Moving
objects,
manual
handling
12.Working
outside
13.Organisatio
nal issues
Trips and slips
due to poor
underfoot
conditions,
change in level,
damaged floor
covering, trailing
leads.
Poor posture or
workstation “set
up”
Bruising, fractured
bones, dislocations.
Y
Observation audits, uneven surfaces repaired, door mats to prevent
ingress of water, wet floor signs, maintenance regimes, good
housekeeping, appropriate footwear, and lighting.
Y
Musculo skeletal type
injuries, sprains and
strains.
N
Victoria OOS guidelines, computer use and set up training, adjustable
equipment, workstation assessment by OHN, regular breaks, OOS
Busters training, correct furniture.
Y
Contagious
disease during a
pandemic
Personal harm
from
unauthorised
person on
campus or
connected with
an event
Heavy, awkward
posture, shifting
centre of
gravity, sharp
edges, frequent
task
Extreme weather
conditions hot or
cold
Working long
hours or high
workload with
short delivery
requirements
Disease effects
N
Procedures for management, liaison with Medical Officer of Health,
hand washing
Y
Lacerations, impact
injuries, degradation of
self esteem, distress
Y
Policy for Staff Conduct, Statute on Student Conduct, Difficult and
abusive behaviour training, Guide sheets for frontline staff.
Disputes Mediator, lighting, CCTV, event management, CARDAX door
locking
Y
Musculo skeletal injury,
sprain or strain, falling
load. Caretakers, Vic
Venues & Rec Service
staff.
Y
Manual handling training, assessment, protective footwear, mechanical
handling equipment, pallet truck, trolley, team lifting.
Y
Sun burn, heat stroke,
heat exhaustion,
hypothermia
Fatigue, low resilience
N
Protective clothing, sun screen, hat, coat, gloves, regular breaks, heavy
work programmed for early morning when cooler
Y
N
Regular breaks, staff training, adequate supervision, staff development
programme, healthy shift roster.
Y
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Task
Description
of hazard
Potential harm
(consequences)
Significant
hazard Y/N
Controls
Are the controls effective?
Y (Yes), N (No).
Area specific hazards. E.G Laboratories, field trips, workshops, underwater diving
14.Using
machine tools
Ejection of
material,
entanglement
with rotating
parts E.G drill
when effecting
minor repairs
Spilling
substance onto
user’s skin or
inhalation of
fumes
Fall from ladder
or step ladder
Foreign body in user's
eye, cuts and abrasions,
inhalation of dust
Y
PPE, eye protection, gloves, machine guarding, mechanical or electrical
interlocks, RPE – dust mask.
Y
Burn, inhalation,
overcome by fumes,
pollution of drain/water
course
Y
Fume cupboard, staff training, gloves, local exhaust ventilation,
bunding, staff training, correct storage, substitution for less hazardous
chemical, assessment, safety data sheets, labelling, colour coding,
signs, overalls
Y
Bruising, fractured
bones, dislocations.
Y
Ladder inspection, correct ladder angle, ladder secured, ladder training
Y
17.Working
with rats
Animal bite
Infection resulting in
hospitalisation
Y
PPE gloves
Y
18.Using UV
devices
Exposure to UV
lighting
Skin burn and eyesight
damage
Y
Eye protection, fixed guarding, mechanical and electrical interlocking,
supervision, training, signs
Y
19.Using
welding or
cutting
equipment
20.Using the
kiln in the
workshop
environment
21.Using the
overhead
planer in the
workshop
environment
Exposure to hot
surfaces, naked
flames or VU
light
Contact with hot
surfaces
Skin burn, fire eyesight
damage. Harm to
operator or those
nearby, fire
Skin burn
Y
PPE, eye protection, gloves, overalls, training, screens, hot works
procedure, dedicated work area
Y
Y
Ventilation, PPE, gloves
Y
Contact with
sharp edges
(Machine blade)
Cuts/lacerations
Y
Push sticks, blade guard, emergency stop button, user training,
supervision, eye protection
Y
15.Using
chemicals
16.Working at
height
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Status of hazard register
Date Prepared
21.06.11
Next Review due
21.06.12
Note – Review if not current E.G following an accident investigation.
Risk owner
Rainsforth Dix
Title
Associate Director, Campus Operations
Reviewed by
Jeff Munn
Title
Manager, Campus Safety & Risk
Date of review if prior to
21.06.12
Date of review
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APPENDIX 4
Hazard Category table
Hazard category
Hazard properties
Likely harm
(consequences)
Mechanical
Moving part
Rotating part
Hot or cold metal
Pressurised fluid
Entanglement
Friction or abrasion
Cutting
Shearing
Stabbing/puncturing
Crushing
Drawing in
Fluid injection
Ejection
Impact
Crushing
Fall from same level
Fall from higher level
Amputation
Laceration
Puncture wound
Eye injury
Bruising
Contact with live supply
Fire
Electrocution
Burns
Shock (resulting in secondary
injury)
Burns
Inhalation/lung damage
Skin irritation
Eye injury
Loss of consciousness
(resulting in secondary injury)
Transport
Moving vehicle
Slips, trips and falls
Access/egress
Surface conditions
Vertical conditions, change in
level
Electricity
Power tools
Machine tools
Chemicals
Lab work
Gasses
Lab work
BBQs
Fire or explosion
Storage and use of substances
Fibres and dust
Engineering works
Building works
Machining processes
Use of hand tools
Toxic
Irritant
Sensitising
Corrosive
Carcinogen
Mutagen
Teratogen
Fire
Explosion
Pollution
Flammable
Irritation
Oxidising
Chemicals
Gasses
Liquids
Vapours
Solid fuel
Flame
Abrasion
Eye contact
Slippery surface
Respiratory disease
Fractured bones
Internal injury
Fatality (fall from higher level)
Fractured bones
Bruising
Sprain/strain
Fire, burns
Manual handling of cylinders
Oxygen enriched atmosphere
Explosion
Fatality
Burn
Smoke inhalation
Disease
Irritation
Slips and falls
13
Hazard category
Hazard properties
Likely harm
(consequences)
Environment
Engineering works
Building works
Machining processes
Noise
Vibration
Illumination
Humidity
Temperature
Pressure or vacuum
Oxygen deficient atmosphere
(confined space)
Unstable ground or structure
Moving object
Falling object
Noise induced hearing loss
(NIHL)
Hand and arm vibration
syndrome (HAVS)
Heat stroke, sun stroke, sun
burn
Unconsciousness (resulting in
secondary injury also)
Crushing
Impact injury from falling object
Working at heights
Building or maintenance works
Fall
Falling equipment
Organisational
All works
Resilience
Supervision
Training
Information
Instruction
Operator/machine interface
(Also ergonomics)
Equipment
Monitoring
Manual handling
Posture
Operator/machine interface
Repetitive movement
Inappropriate force
Ionising
Non ionising
Bacterial
Viral
Fungal
Suitability of the role
Hours of work
Work rate
Individual behaviour
Fatality
Fractured bones
Impact injury from falling object
Bruising
Cuts
Lower staff resilience
Sick leave
Strain, sprains
Increased error
Structural integrity
Engineering works
Building works
Machining processes
Ergonomic factors
Lifting, carrying
Computer workstations
Radiation
Lab works
Biological
Lab works
Individual
All works
Sprain, strain
Musculo skeletal discomfort
(OOS)
Illness
Burns
Illness
Infection
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