Human Services Quality Framework
Standard 1 (Governance and Management)
GUIDE TO WORK HEALTH & SAFETY – GENERAL POLICY TEMPLATE
ABOUT THIS POLICY AREA
This policy guides how the organisation deals with emergency situations, consistent with the
Work Health and Safety Act 2011.
A written work health and safety- emergencies policy will assist in meeting the
requirements of Standard 1 (Governance and Management), Indicator 4, and Standard 6
(Human Resource management), Indicator 1.
Standard 1 — governance and management
Sound governance and management systems that maximize outcomes for stakeholders
Indicator 4: The organisation’s management systems are clearly defined, documented and
monitored and (where appropriate) communicated including finance, assets and risk
Standard 6 - Human Resource Management
Effective human resource management systems, including recruitment, induction and
supervisory processes, result in quality service provision.
Indicator 1: The organisation has human resource management systems that are
consistent with regulatory requirements, industrial relations legislation, workplace health
and safety legislation and relevant agreements or awards.
Policy checklist
The following checklist will help you check that an existing policy covers this area
adequately.
The policy should:
 indicate who is responsible for managing work health and safety issues in the
organisation, particularly in relation to emergencies
 identify the general responsibilities of management and staff in an emergency situation
 identify actions to be taken in the event of serious injury in the workplace including
reporting of incidents and injuries
 Explain procedures for possible emergencies that may occur, including fire, bomb
threat, and for evacuation, should that be necessary
 Show how staff and those involved in an emergency are debriefed following the event
 Explain how your organisation monitors and practices its emergency procedures
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contain clear procedures and actions
indicate the timing of any actions
show when it was approved
show when it was last reviewed.
COMPLETING YOUR WORK HEALTH AND SAFETY – EMERGENCIES POLICY
Using the policy template
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Human Services Quality Framework
Standard 1 (Governance and Management)
The template provides some example statements. You can adapt these statements and
include them in your policy or write your own statements to better suit the operations and
services of your organisation.
The policy templates include red text prompts to insert information that is specific to your
organisation.
There are also instruction sections, in blue italics, such as:
Refer to the work health and safety - emergencies policy template guide for questions
and/or examples to consider when customising this section.
When you have completed the policy template, delete all the coloured text. For further
information on using the policy guides, refer to the information in Using the policy
templates and guides.
Guidelines for each section of your policy
1. Purpose
When identifying the purpose of the policy, consider whether there are any specific
emergency risks for particular workplaces and, beyond the requirement to comply with the
Act, there are any other particular benefits to your organisation of having clear emergency
procedures. Are there any specific risks you have identified for your organisation which can
be managed/minimised by having clear emergency procedures?
2. Scope
In determining the scope of the policy, consider whether there are any specific limitations in
its application. In most instances, this policy will apply to all staff, volunteers and visitors to
your workplace/s. Organisations may have a number of “workplaces” – as defined under the
Act, and there may be different emergency procedures or requirements.
3. Policy statement
If you are adopting the policy statement in the template, consider whether there any
additional commitments your organisation wants to make.
In identifying the actions your organisation will take to implement this policy, you should
include the following:
 The organisation sets down clear procedures to follow in the event of an emergency, to
minimise the likelihood of injury and property damage.
 The organisation takes necessary steps to maintain required safety equipment and
fittings
 We have a clear process to follow if emergency evacuation is necessary
 We have clear processes to follow in the event of serious injury in the workplace, and
reporting of incidents and injuries
 We have processes to inform staff, practice and monitor our emergency procedures,
including debriefing of those involved after an incident
 Workplace health and safety emergency practices are continuously reviewed to ensure
that they comply with all relevant State workplace health and safety legislation.
4. Procedures
The procedures describe how your organisation achieves the aims and goals you have
outlined in your purpose, scope and policy statement.
4.1 Management of Work Health & Safety
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Human Services Quality Framework
Standard 1 (Governance and Management)
Who will be responsible for managing WH&S emergencies?
Describe key WH&S responsibilities, for management and staff. For example:
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All issues and queries relevant to workplace health and safety (WH&S) should be
referred to the insert responsible position/s.
 It is a WH&S requirement that all workplaces have an evacuation plan detailing exits
and assembly points.
 All staff must ensure that they are aware of the organisations evacuation plan.
 Follow all WH&S legislation, regulations and guidelines including emergency procedures
and drills
 Workplace Health and Safety Queensland requires notification of a serious injury or
illness or a dangerous incident immediately the responsible person becomes aware an
incident has occurred (most emergencies will require notification).
 Section 36 and 37 of the Work Health and Safety Act 2011 define what is meant by a
serious injury or illness and a dangerous incident. These can include:
- Workplace incident involving a fatality.
- Serious injury or illness requiring immediate medical care or care within 48
hours as a result of exposure to chemical or other hazards
- Electrical shock
- Uncontrolled spills or leaks of substances
- Explosions, structural collapses, major falls of plant
If uncertain, management should contact Workplace Health and Safety Queensland.
 Emergency telephone numbers are displayed in location. (include hospital, poisons
information, police, electricity, doctor, council)
4.2 Serious Injury
Explain procedures to follow, for example:
 Do not panic
 Do not remove injured person unless they are in a life threatening situation.
 Make sure the injured persons are in no further danger and make them comfortable.
 Send for first aid. Phone 000 if the injury is severe or life threatening.
 When phoning for help, remember to tell the operator:
- Where the emergency is located
- What has happened
- What is being done
- Who is calling
- Your return phone number
 Do not hang up before being told what to do.
 Keep injured persons calm and warm if possible.
 Ensure airway is clear (apply resuscitation if required).
 After injury is dealt with advise responsible person immediately and complete a
Workplace Accident/Incident Report.
4.3 Evacuation of a Workplace
Explain procedures to follow in the event of an evacuation, for example:
When the evacuation alarm sounds:
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Do not panic.
Collect personal belongings.
Evacuate the area.
Proceed to the assembly point via the nearest emergency exit. Emergency Exits are
via the stairs, fire escape or nearest door. Assembly points are insert details. The
Evacuation Plan for the building is displayed in location/s and in all meeting areas.
Move quickly but do not run.
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Human Services Quality Framework
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Standard 1 (Governance and Management)
Assist the disabled clients employees, volunteers, visitors or carers
Do not re-enter the building under any circumstances to retrieve personal
belongings.
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If an accident occurs and someone is attending to the situation, do not stop; keep
moving.
Supervisors:
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Check work areas are evacuated and that employees have moved in an orderly way
to the assembly point.
Once employees are at the assembly point, account for all employees from the
work area.
Ensure employees and visitors remain at the assembly point until instructed
otherwise.
4.4 Fire Emergencies
Explain procedures staff need to be familiar with and following the event of fire, for example:
Employees should be aware of the standards for fire safety:
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Smoke alarm signals and locations.
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How to use fire extinguishes and fire blankets.
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Where emergency exits are located.
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Where fire extinguishers and other fire equipment is located in their work area.
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The purpose of each type of fire extinguisher.
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How to operate the extinguishers/equipment.
In the event of fire:
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Evacuate the immediate area of the fire
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Fight the fire only if it is safe to do so with the appropriate type of extinguisher for the
fire.
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Ask another employee to telephone 000 with the fire details.
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Break the glass of the wall mounted fire alarm and press the button.
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Contact the Coordinator /supervisor, if appropriate, and advise of the situation.
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Get down on hands and knees, if in a smoke-filled area, and crawl out. Cover nose and
mouth is possible to avoid inhalation of smoke, fire and fumes.
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Ensure all staff, clients, volunteers and visitors are accounted for.
4.5 Bomb Threat
Explain procedures to follow in the event of a bomb threat, for example:
Threat by telephone:
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Keep talking to the caller for as long as possible.
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Attract the attention of another employee. Ask them to notify the Coordinator before
beginning the full evacuation.
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Try to find out where the bomb is located from the caller.
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Do not hang up the phone. If the caller does not hang up, the call may be traced.
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Take note of any background noises, accents, or anything else that may identify the
caller or their location.
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Cooperate with the police to provide as much information as possible about the caller.
Suspicious article/package:
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Do not touch or handle the package.
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Do not operate electrical devices in the area e.g. mobile phones.
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Contact the Coordinator giving full details of the suspect package.
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Follow the evacuation procedure.
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Human Services Quality Framework
Standard 1 (Governance and Management)
The Work Health and Safety-General Policy guide includes a range of other WH&S issues that
require management. Their relevance will vary for each organisation and/or workplace. Some
of these may constitute an emergency if the event reaches a particular scale. Eg: a small spill
or leak may constitute a fall hazard, but a large spill of chemicals or a gas leak may be an
emergency. Consider whether you need to add any further sections to detail procedures for
such events, based on probability and risk for your circumstances.
4.6 Reporting injuries and incidents
This process is covered in the work health and safety-general policy and can be re-iterated
here or simply make reference to that policy.
4.7 Debriefing
Explain how your organisation provides opportunities for debriefing of those involved,
following an emergency, for example:
In the event that an emergency shall occur, it is recommended that all individuals undertake
a debriefing session with management to re-assess the risks and the strategies to manage
them.
If risks are identified during this process, they should be entered in the Risk Management
Plan, along with details of any corrective actions required and taken. Suggestions for
improvements should be entered in the Continuous Improvement Plan.
A debriefing session may also be required with external qualified counselors to enable staff
and persons associated in the emergency to deal with the impact of the event on their
working and personal lives.
4.8 Monitoring and Practicing
Explain the processes you use to monitor the effectiveness and compliance with emergency
procedures and to practice them in readiness for possible emergencies, for example:
All staff and volunteers will practice the Emergency procedure and Evacuation Plan at least
annually. Any matters requiring improvement will be noted in the Continuous Improvement
Plan.
All safety equipment (fire extinguishers, alarms, exit signs, etc) are to be checked annually to
ensure they are in good working order. Other safety equipment requirements are detailed in
the WH&S – General policy.
5. Other related policies and documents
List the other policies related to the work health and safety policy. The policy should be
linked to:
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work health and safety –general policy
Employee and volunteer induction policy
Employee and volunteer training and development policy
Risk management policy
Continuous improvement policy
List other relevant organisational documents, including documented evacuation plans and
posters, relevant position descriptions, incident/injury report forms, WH&S feedback forms,
risk management register, continuous improvement plan, staff/volunteer induction
kits/checklists.
6. Review processes
Consider how often this policy should be reviewed and the process for doing this:
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frequency of review: Most policies benefit from an annual review. The experience of
implementing the policy is used to decide which changes are necessary. Consider
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Standard 1 (Governance and Management)
reviewing your work health and safety - emergencies policy as part of an annual
review of governance or human resources policies or, if your organisation is small,
perhaps over a three-year period. Critical incidents or legislative changes may prompt
you to review the policy ahead of schedule.
responsibility for the review: In most organisations, the WH&S Officer (or person
with delegated WH&S responsibility) would be responsible for reviewing this policy, in
conjunction with the senior staff person (manager or coordinator).
process for the review: Decide which particular staff, volunteers, external people and
organisations will provide input to the policy review.
decision-making process: Who will review draft changes to the policy and approve
changes? What will be the timeframe for the review process?
documentation and communication: What records of the policy review process are
needed? How will changes to the policy be communicated to staff implementing the
policy? In a small organisation, this may be as simple as noting the changes at a staff
meeting. In a larger organisation, an email memo may be needed.
key questions for the review: Is the policy being implemented? Are procedures being
followed? Is the policy clear? What has changed that may prompt a change to the
policy? Have particular stakeholders had difficulty with any aspect of the policy? Can
their concerns be resolved? How does the policy compare with that of similar
organisations?
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