Health and Safety Risk Management

Health and Safety Risk Management

SUMMARY

The Health and Safety Risk Management Policy establishes the approach taken by the University for the   identification, assessment and control of Health and Safety (H&S) hazards and their   associated risks in order to create and maintain a safe and healthy work and   study environment.

The Procedure provides further information on the actions required concerning the identification, assessment and control of   Health and Safety (H&S) hazards and their associated risks.

POLICY

Purpose

To outline the approach taken by the University for the identification, assessment and control of  Health and Safety (H&S) hazards and their associated risks in order to create and maintain a safe and healthy work and study environment.

Overview

Risk management is a key management and   governance practice because it plays a vital role in creating safer and   healthier workplaces and helps the University to meet its strategic plans and   legislative responsibilities.

Under the Work Health and Safety Act 2011 (NSW), Macquarie University has a responsibility   to ensure that the workplace is free of hazards that could cause injury or   illness to staff, students, visitors and contractors.

Risk management is a process of   identifying hazards which have the potential to harm health and safety,   assessing the risk associated with those hazards, eliminating or controlling   those risks and monitoring and reviewing the effectiveness of risk assessment   and control activities.

The key principles of the risk management system at Macquarie University include:
  • determining resources, priorities, objectives, stakeholders and   criteria for evaluating risk
  • consultation and communication
  • training, education and awareness
  • identification of hazards
  • analysis, assessment and rating of risks
  • treatment of risks by developing and implementing appropriate controls
  • monitoring and reviewing   the effectiveness of risk controls
  • documenting and reporting risk activities and results.

DEFINITIONS
Hazard: anything with the potential to cause harm to life,   health, property or the environment. A hazard can be identified by hazard   reports, workplace inspections, direct communication from staff, students,   visitors, contractors or suppliers

Incident: any unplanned event resulting in, or   having a potential for, injury, ill health, harm or damage. An incident can   be identified by incident reports or direct communication from staff,   students, visitors, contractors or suppliers.

Inspection: the process of observing a work environment, work practice, equipment, work   posture or reported hazard. This may be done with or without an inspection   checklist and may be generic or specific to a particular risk or task.

Monitoring   and Review: the ongoing monitoring of identified hazards, risk assessment and risk   control processes and reviewing them to make sure controls are working   effectively.

Risk: the degree of probability of injury or loss given   a defined set of circumstances

Risk assessment: the overall process of risk identification, risk analysis and risk   evaluation. A process of   assessing the risks associated with an identified hazard so that appropriate   control measures can be implemented based on the probability of the hazard   occurring.

Risk Control: the process of identifying and implementing   risk control measures having regard to the Hierarchy of Control Principle,   legislative provisions, and Australian Standards.

Risk   management: the culture, processes and structures   that are directed towards hazard identification, risk assessment and risk   treatment and control, aimed at providing a safe and healthy environment at   Macquarie University.

Serious   incident: an incident that results in a person   being seriously injured or killed.

Testing: the use of standardised tests to check equipment, plant operation   process control, performance and effectiveness.

Threat
An expression of an intention to inflict pain or injury.

Workplace Inspection: a planned and systematic appraisal of a workplace
ScopeThis Policy applies to Macquarie University staff and students, contractors, visitors and controlled entities.

Policy

Macquarie University is committed to identifying, assessing and reducing   risk to health and safety on its campuses.

The University will commit resources to:
  • plan and   communicate its risk management activities
  • consult with, and seek input from,   stakeholders
  • provide information   and training to improve people’s awareness of risk and their role and   responsibility in reducing or eliminating risk
  • implement a system for the identification and reporting of all   incidents, hazards  and risks
  • investigate and analyse incidents and hazards
  • assess and rate risks
  • advise Workcover (NSW)   immediately, and the University Insurer within 48 hours,  of any serious incident of which it   is aware
  • develop and implement risk management   strategies to control, reduce or eliminate risk
  • use data collected from investigations to   review work practices and procedures and the effectiveness of the risk   management system
  • report on risk management activities and   results to the Executive, Council, Executive Deans, Heads of Offices and the   Health and Safety Committee.
SPECIFIC HAZARDS
Electrical Safety
The University will ensure electrical equipment is:
  • University-owned,   where practicable
  • inspected,   tested and tagged by an appropriately qualified person in accordance with AS/NZS   3760:2010 In-service safety inspection and testing of electrical equipment
  • registered   when inspected, tested and tagged.

Safe Lifting and Carrying
The University will provide adequate resources and equipment to ensure   that employees are not required to lift or carry above their safe weight.

Personal Protective   Equipment
The University will provide Personal Protective Equipment (PPE) where   appropriate to ensure employees are adequately protected from hazardous work   environments and/or substances.

Working with Animals
The University will put controls in place where work with animals   involves risk of physical injury, exposure to disease, allergic reactions or   contact with hazardous agents.

COMPLIANCE AND BREACHES
The University may commence applicable disciplinary procedures if a person to whom this policy applies breaches this policy (or any of its related procedures).

Policy Information

Contact OfficerManager, Health and Safety
Date Approved2 February 2012
Approval AuthorityDirector, Human Resources
Date of Commencement2 February 2012
Amendment HistoryMarch 2016 – added Training Video and Supporting Resources
Date for Next ReviewFebruary 2015
Related Documents

Health and Safety Policy
Health and Safety Risk Management Procedure (see tab above)
Personal Protective Equipment Procedure
Policy Framework Policy
Safe Lifting and Carrying Guideline
Workplace Inspections Procedure
Managing Complaints at Macquarie – Training Video and Supporting Resources

Australian Standard AS/NZS 4360:2004, Risk Management
Australian Standard AS/NZS 3760:2010, In-service safety inspection and testing of electrical equipment.

Legislation
Work Health and Safety Act, 2011 (NSW)
Work Health and Safety Regulation, 2011 (NSW))
Workplace Injury Management and Worker’s Compensation Act, 1998 (NSW)
Policies / Rules Superseded by this PolicyNil
KeywordsRisk, Health and Safety, H&S, WHS, Hazard, Injury, Incident

PROCEDURE

PurposeTo outline the activities for the identification, assessment and control of Health and Safety (H&S) hazards and their associated risks.

Procedure

Risk management is a systematic process of identifying hazards,   assessing the risk associated with those hazards, eliminating or controlling   those risks and monitoring and reviewing risk control measures.

This procedure requires actions by the following: The key activities in this procedure are:

Staff Member,   Student, Contractor, Visitor

REPORT AN  INCIDENT  OR   HAZARD
Report and incident or hazard through ROAR (Risk Online Active Reporting). If you are unable to do this, request that your supervisor reports the incident or hazard on your behalf.

If a hazard requires immediate attention, contact your Health and Safety Advisor.

If   the incident or hazard is a maintenance issue, for example, a blocked toilet,   refer to Macquarie University Property via their Customer Service Request   Form.

Escalate Issues
From time to time there will be conflicting views on how an H&S matter should be managed. Where this occurs, and to ensure it is resolved in an equitable and timely fashion, you may escalate the matter as follows:
  • where an issue cannot be resolved to your   satisfaction, refer it to your Faculty/Office H&S Committee for review and discussion
  • if the issue remains unresolved at this stage, refer   the matter to the Manager, Health & Safety for review and resolution.

If the issue remains un-resolved following the   review with the Manager, Health & Safety, it will be referred to the   Central H&S Committee for review and resolution.

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Manager,   Health and Safety

PLAN   AND COMMUNICATE RISK MANAGEMENT ACTIVITIES
Plan and implement risk management   activities in consultation with the H&S Central Committee, H&S   representatives and H&S Coordinators.

EDUCATE   AND TRAIN STAFF
Provide H&S   training and induction.

MANAGE  INCIDENTS AND HAZARDS
Upon receipt of a ROAR report do the following:
  • if the   incident or hazard relates to a student, visitor or contractor, refer the   incident to an H&S Coordinator
  • refer all   other incident and hazard reports to the relevant supervisor or manager.
Co-ordinate hazard identification, assessment and control activities on an on-going basis, including:
  • if a hazard identification activity has not been done before, for example, electrical safety monitoring
  • when a hazard has been identified
  • prior to establishing and using a workplace
  • before changes are made to the workplace or systems of work
  • after an incident, accident or workplace illness
  • at regularly scheduled times appropriate to the workplace according to the Workplace Inspections Procedure
  • where activities involve the use of animals or work is undertaken in areas that house research animals
  • in selecting and using chemicals and hazardous materials
  • when a legislative requirement changes, e.g. storage of gases or chemicals
  • when there is a cause for concern amongst staff and students
  • when planning and designing work processes
  • before selecting, purchasing, installing and using equipment.

Address any   sources of potential hazards by working with the Central H&S Committee   and H&S Coordinators in identification,   development and implementation of H&S programmes and strategies   consistent with the University’s H&S Plan.

Escalate Issues to the Central H&S   Committee
If required,   refer unresolved issues to the Central H&S Committee.

If a matter   remains unresolved after being reviewed by the Central H&S Committee, refer   the matter to WorkCover   NSW for assistance.

Report to Workcover
Contact WorkCover NSW in cases of serious incidents, for example, where incidents:
  • have   resulted in a fatality
  • include   a serious injury or illness, for example if a person;
  • has a limb amputated
  • is placed on a life support system
  • loses consciousness
  • is trapped in machinery or a confined space
  • has serious burns.
  • pose   an immediate threat to life, for example, major damage to machinery or   buildings, or the collapse of an excavation.

Serious incidents are listed under the  Work   Health and Safety Regulation 2011 (NSW)

Where a   serious incident occurs outside of business hours, the Duty Security Manager will   contact you so that the matter can be reported to WorkCover.

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H&S   Coordinator

INVESTIGATE AND ANALYSE INCIDENTS AND   HAZARDS
Upon receipt of a ROAR report do the following:
  • if the   initiator is a student, visitor or contractor:
    • contact them   as soon as possible after (at least within 72 hours of) the event, to gather   information related to the incident/accident/hazard
    • speak with the   person regarding the event
    • review any   previous incident/hazard/inspection reports
  • if the   initiator is a staff member, assist supervisors/managers in the investigation
  • If   an employee injury is significant, notify the University Insurer and refer it   to the Injury and Claims Management Coordinator to initiate return to work activities.

If   urgent or emergency repairs are required, contact Macquarie University   Property directly. For other maintenance issues, use the Property Customer Service Request   Form .

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Manager/ Supervisor

Upon receipt of a a ROAR report investigate or appoint an investigation team to investigate, the issue and do the following:

  • contact the staff member who submitted the report as soon as possible after (at least within 72 hours of) the event, to gather information related to the incident or hazard
  • speak with the person regarding the event
  • review any previous incident/hazard/inspection reports
  • assess and rate the risk.
ASSESS AND RATE RISKS
Assess Risk

Perform a risk assessment for identified hazards, including risk identification, risk analysis and risk evaluation. Once a risk has been identified, analyse the risk by doing the following:
  • identify the factors that may be contributing to the risk
  • where available, review health and safety information that is relevant to the particular hazard (such as Codes of Practice, WorkCover guidelines and Material Safety Data Sheets)
Next, assess and rate the risk according to three criteria:
  • its likelihood to cause harm (Risk Likelihood Matrix)
  • its potential consequences (Risk Consequences Matrix)
  • the risk level (Risk Assessment Matrix).
RISK LIKELIHOOD MATRIX
LikelihoodDescription
5 (Almost Certain) Expected to occur in most circumstances
4 (Likely)Probably will occur in most circumstances
3 (Possible)Might happen at some time
2 (Unlikely)Could happen, but rarely
1 (Rare)Has never occurred before
RISK CONSEQUENCE   MATRIX
ConsequenceDescription
5 (Catastrophic) Multiple fatalities; irreversible effects; Loss $10m to $100m; Extensive Environmental damage.
4 (Major)Fatality; Serious irreversible disabilities; Medium term Environmental damage; Loss $1m to $10m
3 (Moderate)Moderate irreversible disability; Moderate environmental damage; Loss $100k to $1m
2 (Minor)Minor injuries & hospitalisations; Short term Environmental damage; Loss $10k to $100k.
1 (Insignificant)No medical treatment; No Environmental damage; Loss less than $10k.

Rate Risk
Use the Risk Likelihood and Risk Consequences Matrices in the Risk Assessment Matrix to determine the overall Risk Level of Very Low, Low, Medium, High or Critical.

RISK ASSESSMENT MATRIX
ConsequenceLikelihood
 RareUnlikelyPossiblyLikelyAlmost Certain
Catastrophicmediumhighcriticalcriticalcritical
Majorlowmediumhighcriticalcritical
Mediumlowlowmediumhighcritical
Minorvery lowlowlowmediumhigh
Insignificantvery lowvery lowlowlowmedium

Use the Risk Level Matrix to determine the time frame for remediation actions to occur.

 RISK LEVEL MATRIX
Risk LevelRequired Action

Critical

Action required immediately.
The proposed task or process activity must not proceed. Steps must be taken to lower the risk level to as low as reasonably practicable using the Hierarchy of Control.

High

Action required today.
The proposed activity can only proceed, provided that:
  • the risk level has been   reduced to as low as reasonably practicable using the hierarchy of risk controls
  • the risk controls include   those identified in legislation, Australian Standards, Codes of Practice etc
  • the risk assessment has   been reviewed and approved by the Supervisor, and
  • a Safe Working Procedure   or Safe Work Method has been prepared
  • the supervisor reviews   and documents the effectiveness of the implemented risk controls

Medium

Action required this week.
The proposed task or process can proceed, provided that:
  • the risk level has been   reduced to as low as reasonably practicable using the hierarchy of risk   controls
  • the risk assessment has   been reviewed and approved by the Supervisor, and
  • a Safe Working Procedure   or Safe Work Method has been prepared

Low/Very Low

Action required this month.
Managed by local documented procedures which must include application of the hierarchy of controls.

DEVELOP AND IMPLEMENT RISK CONTROLSOnce risks have been assessed action must be taken to eliminate or control them. Whilst the most effective action is to eliminate risks, this is not always possible, in these instances control measures are implemented according to the hierarchy of control contained in the Work Health and Safety Regulation 2011 (NSW).

The hierarchy of control is outlined below:

Matrix

Following   the identification of a risk control, implement the control and liaise with other   relevant University departments as required.

Re-rate the Risks
In order to assess if the additional risk controls will be sufficient to reduce the risk, re-assess the activity.

For an activity to proceed, the final risk rating must be either a Medium or Low rating.

DOCUMENT AND REPORT ACTIVITIES AND   RESULTS
  • document outcomes relating to risk assessments undertaken and the control measures implemented on the Risk Assessment Form
  • document assessments in a Risk Register Form
  • coordinate with the relevant Faculty and Macquarie University Property to arrange for any emergency or urgent repairs required
  • prepare a H&S Incident Investigation Report on an incident/accident including any identified corrective actions. Forward copies of the report to the manager or supervisor, the H&S Representative and the H&S Committee
  • liaise with employees and managers, to review the recommendations and make any necessary alterations
  • prepare a H&S Incident Action Plan and forward a copy to the Manager, Health and Safety.  When actions are completed, send the final report to the Manager, Health and Safety
MONITOR AND REVIEW RISK CONTROLS

Once risk assessments been completed, you must monitor and review them in order to maintain the validity of that assessment and to ensure that they remain effective and do not create additional risks. Changes to work practices, work environment or equipment may change the level of risk presented.

Assessments and control measures will need to be re-evaluated if:
  • there is evidence that the risk assessment or control measure is no      longer valid
  • an injury or incident resulting from exposure to the hazard occurs
  • there are changes to the work environment, equipment or work      practices which may make the assessment or control measure ineffective or      out-of-date.

Monitoring should occur on a regular basis such as weekly, monthly or quarterly whereas a review should occur at the end of a specified time period by which point a risk assessment or a control measure would be expected to have demonstrated whether or not it was effective.

Alternatively, it might be necessary to set a predetermined review date, especially for those risk assessments that describe an extremely hazardous activity. This could be bi annual, annual or another more appropriate time frame.

MANAGE TRAINING

Ensure   staff complete required H&S training and induction within the first four weeks of employment.

Where an employee manages   staff, they must also complete the OHS for Line Managers course.

All contractors must complete the online H&S induction course prior to commencement of activities at Macquarie University.

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Security ManagerWhere a serious incident occurs outside of business hours, contact the Manager, Health & Safety so that the matter can be reported to WorkCover.

Procedure Information

Contact OfficerManager, Health & Safety
Date Approved2 February 2012
Approval AuthorityDirector, Human Resources
Date of Commencement2 February 2012
Amendment History

26 Feb 2018 – Minor Amendment establishing that incidents and hazards should be reported through ROAR (Risk Online Active Reporting) or directly to a Health and Safety Advisor.

March 2016 – added Training Video and Supporting Resources

Date for Next ReviewFebruary 2015
Related Documents

Health and Safety Risk Management Policy (see tab above)
Workplace Inspections Procedure
Managing Complaints at Macquarie – Training Video and Supporting Resources

Australian Standard AS/NZS 3760:2010, In-service safety inspection and testing of electrical equipment.

Legislation
Work Health and Safety Act, 2011 (NSW)
Work Health and Safety Regulation, 2011 (NSW)

Forms
Customer Service Request Form.
ROAR (Risk Online Active Reporting)
Risk Assessment Form
Risk Register Form
KeywordsRisk Assessment, Hazard, Incident, Injury, Accident
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