Hazard Management Procedure
Campus Services
1
Purpose
This procedure outlines the process for the effective identification, assessment and
management of existing and new hazards at Victoria University. .
2
Organisational Scope
This procedure is University wide and applies to all staff both on and off campus while in the
course of their duties.
3
Definitions
For purposes of this procedure, unless otherwise stated, the following definitions shall apply:
BEIMS:
Building and Engineering Information Management System used by Campus
Services to assist in the management and maintenance of building, plant and
other company assets.
FM:
Victoria University Facilities Management.
Hazard:
Means an activity, arrangement, circumstance, event, occurrence,
phenomenon, situation, process or substance (whether arising or caused
within or outside a place of work) that is a potential or actual cause or source
of harm. It may be; and includes:
Serious
Harm:
(i)
a situation where a person’s behaviour may be an actual or potential
source of harm to the person or another person; and
(ii)
without limitation a situation described in subparagraph (i)
resulting from physical or mental fatigue, drugs, alcohol, traumatic
shock, or another temporary condition that affects a person’s
behaviour.
Any of the following conditions that amounts to or results in permanent loss of
bodily function, or temporary severe loss of bodily function: respiratory
disease, noise-induced hearing loss, neurological disease, cancer,
dermatological disease, communicable disease, musculoskeletal disease,
illness caused by exposure to infected material, decompression sickness,
poisoning, vision impairment, chemical or hot-metal burn of eye, penetrating
wound of eye, bone fracture, laceration, crushing.
Amputation of body part.
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Burns requiring referral to a specialist registered medical practitioner or
specialist outpatient clinic.
Loss of consciousness from lack of oxygen.
Loss of consciousness, or acute illness requiring treatment by a medical
practitioner, from absorption, inhalation or ingestion of any substance.
Any harm that causes the person harmed to be hospitalised for a period of 48
hours or more commencing within 7 days of the harm's occurrence.
Significant
Hazard:
Means a hazard that is an actual or potential cause or source of:
(a) serious harm; or
(b) harm (being harm that is more than trivial) the severity of whose
effects on any person depend (entirely or among other things) on the
extent or frequency of the person's exposure to the hazard; or
(c) harm that does not usually occur, or usually is not easily detectable,
until a significant time after exposure to the hazard.
Staff:
Victoria University employees.
Workplace:
Location where Victoria University staff undertake work.
4
Processes and Standards
4.1
Responsibilities
(a)
All managers are responsible for ensuring they identify, assess, review and manage hazards as
part of the Annual Health and Safety Plan.
(b)
It is the responsibility of the Campus Safety and Risk Manager to ensure that annual safety
plans are reviewed annually.
(c)
It is the responsibility of the Campus Safety Coordinator to:
4.2
(i)
provide assistance and guidance on the hazard management procedure to all staff and
students.
(ii)
review and evaluate hazard assessments.
Annual Health and Safety Plan
To ensure the effective management of hazards in all areas at Victoria University, managers are
expected to develop and complete annual health & safety plans for their areas of responsibility.
The annual health & safety plan includes:

Workplace observation/audit

Health and Safety objectives

Hazard Register, including hazards common to all areas and area specific hazards

Hazard Categories
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4.2.1
Campus Services Policy
Workplace Audit
This requires staff to physically assess their working areas to ensure Victoria University
continues to provide a healthy and safe environment for of all its staff and students. The
audit requires a thorough check and assessment on aspects of the working environment such
as furniture and fittings, electrical fittings, lighting, fire and emergency and chemical storage
and safety.
4.2.2
Health and Safety Objectives
This includes planned activities to help improve health & safety. For example audits,
training programmes, inspections, hazard management review and employee participation.
Improvements identified during the workplace audit may be included as objectives for the
next twelve (12) months to maintain a healthy and safe working environment for staff and
students.
4.2.3
Hazard Register
(a)
This is an important part of the health & safety plan to ensure the register is up to date and to
assess whether the controls in place for the general and specific hazards in all work
environments remain effective. Managers should involve their staff in identifying hazards.
The Team Health & Safety Representative can assist the manager in development of a
hazard register.
(b)
To identify hazards, conduct a thorough workplace observation or audit. Different hazards will
exist for different work environments.
(c)
Assess all aspects of the workplace. A workplace may be on Victoria premises within a faculty,
school, and department or in the field as defined under the Off-Campus Activities Policy.
(d)
To assist with hazard identification, review previous accident/incident records in the
workplace.
(e)
Where equipment, appliances or machinery are used in the work environment, identify hazards
associated with their safe setting, cleaning, use or maintenance. This may include the
identification of hazards such as noise, dust, chemicals, hot or cold surfaces, moving
machinery parts, stored energy and light sources.
(f)
A copy of the Victoria University generic hazard register is saved on the Victoria University
Health & Safety website – Hazard Management - Health and Safety - Victoria University of
Wellington
4.3
4.3.1
(a)
Hazard Identification
Reporting or recording a New Hazard
All new hazards should be recorded and reported using the Hazard Report form.
Hazard Report forms can be obtained from Health & Safety Representatives, Victoria
University Health & Safety website – Hazard Management - Health and Safety - Victoria
University of Wellington and the Campus Safety Coordinator.
Where possible staff should log work requests to rectify hazards through the FM Service Desk
FM-ServiceDesk@vuw.ac.nz or directly into BEIMS.
(b)
Once a hazard has been identified, an assessment is required.
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Campus Services Policy
Hazard Assessment
Assess a new hazard for potential consequences and whether it is significant or not.
Consideration should be given to potential causes of harm and those who have been or may be
affected.
Note: New and expectant mothers may be at greater risk in some situations.
Equally, young people (16-18 years of age) may be at greater risk. The likelihood of
harm could be higher, in some cases, due to their inexperience.
4.5
Developing and Implementing the Control
(a)
A control is a measure taken to prevent anyone from being harmed by a hazard. Some examples
of a control include machine guards, training, isolating power or wearing personal
protective equipment (PPE). One control may not be enough to prevent harm and satisfy
the legal obligation to take all practicable steps to provide a healthy and safe working
environment. To effectively manage a hazard, a combination of controls may need to be
developed and implemented.
(b)
All associated risks pertaining to any of the identified hazards are managed through the
hierarchy of controls as stipulated in the Health and Safety in Employment Act 1992. These
controls should help to:

eliminate the hazard altogether. If the hazard cannot be eliminated then you will then
look to;

isolate the hazard. Where the hazard cannot be isolated, you will then;

minimise the exposure of individuals to the hazard.
(c)
Where the identified and assessed hazard cannot be eliminated, the controls to effectively
manage these hazards – isolate or minimise – must be implemented immediately,
especially if the hazard has been determined as significant.
(d)
When implementing the necessary controls, they must be practicable and effective. Safety
controls must not introduce other hazards into the work environment, thereby making the
situation worse. If this were to occur then, the original assessment needs to be re-assessed
to ensure that hazards are controlled.
4.6
Adding a hazard to the Hazard Register
(a)
Where identified hazards cannot be eliminated, managers must ensure that they are recorded in
the hazard register outlining details of the task; associated hazards; potential consequences
from these hazards; whether the hazards are significant or not; and the appropriate
controls in place to manage them.
Keep the descriptions of the hazard as simple as possible to ensure clarity and that the hazard is
clearly understood by everyone who reads the hazard register.
(i)
In the description of hazard column, list and describe the hazards associated with that
particular task or activity.
(ii)
In the potential harm (consequences) column, assess and describe the potential harm or
consequences from the identified hazard. This will also help identify whether the
hazard is significant.
(iii)
In the significant hazard column, enter either ‘N’ or ‘Y’ for each new hazard.
(iv)
Under the controls column, for each hazard identify control as follows:
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(a) Eliminate: Eliminate or remove the hazard completely, if practicable.
OR
(b) Isolate: Isolate the hazard if not practicable to eliminate. Inform employees of the
controls that are in place to isolate the hazard. These may include the installation of
machine guards; barriers and perimeter or security fencing.
OR
(c) Minimise: Minimise the hazard if it cannot be isolated. Inform employees of the
controls. This can include the provision of the required and necessary personal protective
equipment, signage, training, machine guards and barriers.
(v)
(b)
4.7
For each hazard, detail each control as Eliminated (E), Isolated (I) or Minimised (M).
For a significant hazard, the methodology outlined above must be implemented
IMMEDIATELY.
Review of Hazard Register and Existing Controls
Managers must review hazard registers for their areas of responsibility as follows:
(i)
at least, annually;
(ii)
if considered for any reason to be inaccurate;
(iii)
following an accident, incident or near miss; or
(iv)
where you are introducing new equipment or process.
The review process evaluates whether the hazards still exist and whether the controls remain
effective in preventing harm from the hazard. This measure is especially pertinent where
significant changes have occurred in the working environment, new equipment has been
installed, and new processes have been introduced or if the controls currently in place are
considered to be ineffective and/or out of date following an accident investigation or hazard
report.
The effectiveness of hazard management is regularly reviewed at the Victoria University Safety
Committee meetings and is a scheduled agenda item.
4.8
Pre-employment Health Assessment
Pre-employment health assessment is carried out by an Occupational Health professional to
record and review certain aspects of a prospective employee’s health where a particular
standard is required and to determine that they are fit to carry out their work. The information
collected will also provide baseline information for hazard monitoring. The nature of the
assessment is specifically related to hazards in the workplace.
Victoria’s Occupational Nurse (Health & Wellness) has reviewed the health related hazards at
the University and determined that pre-employment health assessment is required for
University divers only.
4.9
(a)
Health Monitoring
Where all practicable steps have been taken to minimise the risk of a hazard to an employee
and the hazard has not been eliminated then the employee’s health must be monitored.
Examples of this include audiometry when an employee is exposed to noise and spirometry
when exposed to dust.
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(b)
The monitoring is undertaken by the Occupational Nurse (Health and Wellness) or a
suitably qualified person.
(c)
Employees must give written informed consent to release information to their manager
(d)
Personal results are given to the employees and suboptimal results are discussed with the
employee and advice given as to further action required.
(e)
Monitoring results are held by Victoria University or their agent for 10 years as per the
Health Act.
5
References
Off-Campus Activities Policy
ACC Workplace Safety Management Practices Programme (WSMP).
Ministry of Business, Innovation & Employment– Managing Health and Safety: A Guide for
Employers. September 2011.
6
Legislative Compliance
Health and Safety in Employment Act 1992.
Health and Safety in Employment Regulations 1995.
Hazardous Substances and New Organisms Act 1996.
7
Appendices
Appendix A: Hazard Report Form.
Appendix B: Hazard Management Procedure Flowchart.
Appendix C: Sample Hazard Register.
8
Approval Agency
Director, Campus Services.
9
Contact Person
The following person may be approached on a routine basis in relation to this protocol:
Campus Safety Coordinator,
Ext: 6053.
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Appendix A: Hazard Report Form
HAZARD REPORT FORM - www.victoria.ac.nz/healthandsafety/resources
Criteria: Complete this form only if no injury has occurred.
If an injury has occurred please complete an Accident / Incident Report Form
(http://www.victoria.ac.nz/healthandsafety/documents/accident-report-form.doc)
Instructions: Please complete section A and forward within 24 Hours of identifying a hazard to
Campus Safety, Level 3, 6 Wai-te-ata Road, Kelburn or email safety@vuw.ac.nz
Section A: PERSON REPORTING TO COMPLETE
Title:
Surname:
Other Names:
staff / student (please circle):
Faculty / School / Central Service Unit:
Description of Hazard:
Location of Hazard:
Time and Date Hazard was Identified:
Signed:
Date:
Section B: HEALTH AND SAFETY UNIT
REMEDIAL ACTION
Hazard Control Options
Action Required
By Whom
1. Eliminate/Remove
2. Isolate/separate from
contact
3. Minimise/reduce
impact
Description
Work Order Raised
Work Order Number
Work Order complete
Hazard Treatment
Eliminated
Isolated
Minimised
Recorded in Hazard
Register
Feed back to person
reporting
Date Received
Date Completed
Signature
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Appendix B: Hazard Management Procedure Flowchart
Hazard
identification
Review of
hazard register
and controls
Hazard assessment
COMMUNICATION
Hazard
recorded and
entered into
hazard register
© Victoria University of Wellington
Hazard controls
developed and
implemented
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Appendix C: Sample Hazard Register
Generic VUW Hazard Register
PLEASE NOTE: This is a general reference document for the hazards you may encounter while working at Victoria University.
This document does not replace or override the hazard register for your particular laboratory, workshop, working environment, area,
school or department.
Task
1. Using
electrical
equipment
Description of
hazard
Potential harm
(consequences)
Electrical
appliances,
electrical and
light fittings, wet
conditions
Electric shock,
electrocution,
electrical burns
2. Working in
areas where
items are
stored
Falling objects
3. Kitchen or
tearoom hot
drink
preparation
Hot water spills,
slips, hygiene
© Victoria University of Wellington
Significant
hazard Y/N
Controls
Eliminate (E),
Isolate (I) or
Minimise (M)
Are the controls effective? Y
(Yes), N (No).
Y
Electrical testing, maintenance regime,
insulation, RCD, defect reporting, pre-use
checks on electrical equipment, repair and
removal of defective/faulty/damaged
electrical equipment, Compliance with
NZ/AS standards, signage, isolation
M, I
Y
Impact, crush
injuries
Y
Securing of cabinets / shelves. Heavy
objects stored close to the floor, Good
housekeeping
I, M
Y
Burns / scalds,
gastric problems
N
Defects to boilers repaired promptly,
dishwashing and cleaning facilities,
Individuals to concentrate on task when
using hot water in kitchens, signage
I, M
Y
(See also fire
below)
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Task
Description of
hazard
Potential
harm
(consequences)
Significant
hazard Y/N
Controls
Eliminate (E),
Isolate (I) or
Minimise (M)
Are the controls effective?
Y (Yes), N (No).
4. Using
university
vehicles
Road traffic
accident,
pedestrian
collision with
vehicle, fall from
motor scooter,
inclement
weather
conditions (e.g.
strong winds,
snow and ice)
Burns, bone
fractures, musculo
skeletal injury,
entrapment,
lacerations, impact
and crushing
injuries, sprains and
strains,
Y
Defensive driving training, driver licence,
PPE for scooter (helmet and gloves, wet
weather clothing), WoF, maintenance
regime, generally low speed operation –
urban. First aid kits and fire extinguishers
in University vehicles, taking care when
opening vehicle doors and getting in and
out of vehicles, especially in strong windy
conditions, pre-use vehicle inspections
I, M
Y
5. Working in
university
buildings,
including
laboratories
and
workshops
Fire or
explosion from
flammable
substances or
gases
Burns, smoke
inhalation, death
Y
Building fire safety compliance, buildings /
occupants protected by fire systems
(sprinklers, smoke detectors, heat
detectors, fire doors, fire curtain, fire
alarms, hose reel, fire extinguisher) , trial
evacuation schemes implemented and kept
up to date. Building and Floor Warden
training, First responder training, good
housekeeping, correct storage and use of
substances or gases, staff training,
approved handlers, signage, safety data
sheets
I, M
Y
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Task
Description of
hazard
Potential
harm
(consequences)
Significant
hazard Y/N
Controls
Eliminate (E),
Isolate (I) or
Minimise (M)
Are the controls effective?
Y (Yes), N (No).
6. Working in
University
buildings or
outdoors on
University
grounds
Natural gas
leaks
Asphyxiation,
chemical exposure,
death, fires,
infrastructure
damage, explosion,
burns
Y
Evacuation, emergency response sheets
for staff, emergency signage, seismic shut
off valves, isolation points, manuals,
immediate communication/notification of
noticeable gas smells or noise, First
responder training
I, M
Y
7. All
university
areas
Earthquake
Entrapment,
lacerations, impact
injuries, burns,
smoke inhalation.
Y
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, workplace
inspections, Staff training (e.g. fire wardens,
H & S familiarisation, H & S for managers,
Contractor inductions) First responder
training, Consistent and updated
emergency/evacuation signage and
notices
M
Y
8. Walking up
and down
steps and
stairs both
inside and
outside
Slips, trips and
falls due to poor
underfoot
conditions,
uneven ground,
slippery surface,
poor lighting
and unsuitable
footwear
Bruising, fractured
bones, sprains and
strains, dislocations,
cuts, abrasions,
back injuries, head
and neck injuries
Y
Observation audits, uneven surfaces
repaired, door mats to prevent ingress of
water, wet floor signs, maintenance
regimes, good housekeeping, appropriate
footwear, and adequate lighting, surface
coating to improve adhesion/grip,
Handrails, signage encouraging use of
handrails, especially in wet and windy
weather conditions
M
Y
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Task
Description of
hazard
Potential
harm
(consequences)
Significant
hazard Y/N
Controls
Eliminate (E),
Isolate (I) or
Minimise (M)
Are the controls effective?
Y (Yes), N (No).
9. Using
walkways
and
pathways
both inside
and outside
Slips, trips and
falls due to poor
underfoot
conditions,
uneven ground,
slippery surface,
lighting and
footwear
Bruising, fractured
bones, sprains and
strains, dislocations,
cuts, abrasions,
back injuries, head
and neck injuries
Y
Observation audits, uneven surfaces
repaired, door mats to prevent ingress of
water, wet floor signs, maintenance
regimes, good housekeeping, appropriate
footwear, adequate lighting, being aware of
surroundings, anti-slip strips, signage and
notification
M
Y
10. Access,
egress or
participating
in sporting
activities
Trips and slips
due to poor
underfoot
conditions,
change in level,
damaged floor
covering,
inappropriate
footwear, lack of
warm
up/stretching
and/or poor
preparation
before sporting
activities, poor
posture
Bruising, fractured
bones, abrasions,
cuts, dislocations,
sprains and strains
to muscles &
ligaments, head and
neck injuries
Y
Observation audits, uneven surfaces
repaired, door mats to prevent ingress of
water, wet floor signs, maintenance
regimes, good housekeeping, appropriate
footwear, adequate lighting, notifications
and communications about the importance
of warming up and stretching before and
after sporting activities, supervision of
activity, where necessary, by Recreation
Centre staff
M
Y
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