Procedures

Staff Responsibilities for Occupational Health and Safety - Procedures

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1.  Purpose and Objectives

The purpose of these procedures is to ensure all University staff comply with their Occupational Health and Safety responsibilities as outlined in relevant legislation and reinforced by the University’s Occupational Health and Safety Policy (PPL 2.10.03a).

2.  Definitions, Terms, Acronyms

Act – Work Health and Safety Act (Qld) 2011

PPE – personal protective equipment

WIM - Work Injury Management

3.  Procedures Scope/Coverage

These procedures apply to all staff at all levels within the University.

4.  Procedures Statement

Staff at all levels within The University of Queensland have specific responsibilities for ensuring Occupational Health and Safety. These responsibilities are principally based on the WorkHealth and Safety Act (Qld) 2011 and related legislation.

The specific OH&S responsibilities of staff are dependent on their role within the University and are outlined in section 5, as follows:

OH&S responsibilities must be incorporated into staff position descriptions, and the associated performance criteria utilised in annual performance appraisals to determine staff performance with respect to these OH&S responsibilities.

5. Staff OH&S Responsibilities

5.1 Executive Deans and Senior Managers

The OH&S responsibility of Executive Deans and Senior Manager is as follows:

To ensure the implementation and maintenance, within the faculty/institute/division, of an effective system of management for occupational health and safety (OH&S) consistent with the Act and other legislative requirements.

The performance criteria are outlined below.

5.1.1 Set a clear OH&S policy

  • Adopt and implement the UQ OH&S policy for the Faculty/Institute; and
  • Integrate OH&S management into all levels of management within the Faculty/Institute.

5.1.2 Allocate responsibility for OH&S management and delegation of authority

  • Integrate OH&S responsibilities into job descriptions for heads of organisational units; and
  • Evaluate performance of heads of organisational units with reference to occupational health and safety responsibilities and performance standards.

5.1.3 Establish a Faculty/Institute/Division Occupational Health and Safety Committee

  • Ensure the appointment and election of members to the OH&S committee in accordance with the membership requirements outlined for the faculty, institute or division;
  • Facilitate the operation of the OH&S committee; and
  • Review the recommendations of the OH&S committee and take action as necessary.

5.1.4 Allocate sufficient resources for OH&S Management

  • Incorporate OH&S activities into faculty, institute or division strategic plan; and
  • Set expenditure priorities and provide a budget allocation for OH&S.

5.1.5 Ensure implementation of the risk management program within Schools or Organisational Units

  • Ensure that Schools/Organisational Units implement the University’s system for risk management in all aspects of their work;
  • Ensure risk assessments are documented using the online UQ risk management database; and
  • Audit the risk assessments conducted within Schools or Organisational Units on the risk management database.

5.1.6 Ensure implementation of a scheme for hazard and accident follow-up

  • Ensure that all accidents and incidents are recorded using the online injury, illness and incident reporting system;
  • Ensure that all accidents and incidents are investigated; and
  • Ensure that workplace hazards are reported to the WHSC and/or OH&S Division for action (as appropriate).

5.1.7 Proactively assist and support University procedures for identification, processing and managing Workers’ Compensation Claims and Workplace Rehabilitation 

  • Identify, report and lodge claims and associated material in a timely manner to the Work Injury Management (WIM) Unit of the University in compliance with the policy and procedures of the University (Workers’ Compensation PPL 2.25.01) and jurisdictional legislation;
  • Co-operate and assist in all aspects of the Claims and Rehabilitation process in respect to providing information, responses and action as required by WIM; and
  • Co-operate and assist in implementing procedures and the practical application of workplace rehabilitation for injured employees returning to work.

5.1.8 Ensure the Schools or Organisational Units have effective systems for the provision of OH&S information, training and supervision

5.1.9 Ensure that Schools or Organisational Units have effective emergency procedures 

5.2 Heads of Schools and Organisational Units

The OH&S responsibility of Heads of Schools and Organisational Units is as follows:

To implement and maintain, within the School or Organisational Unit, an effective system of management for occupational health and safety consistent with the Act and other legislative requirements.

The performance criteria are outlined below.

5.2.1 Set clear OH&S procedures

  • Adopt, implement, distribute to all staff and display the UQ occupational health and safety policy in a prominent location within the School or Organisational Unit;
  • Develop procedures and adopt and implement UQ guidelines relating to specific occupational health and safety issues within the School or Organisational Unit; and
  • Undertake a yearly review of OH&S policy, procedures and programs.

5.2.2 Allocate responsibility for OH&S Management and delegation of authority

  • Integrate OH&S responsibilities into position descriptions for supervisors and individual staff;
  • Where appropriate, appoint a WHSC, First Aid Officer, Rehabilitation Coordinator, Diving Officer, Radiation Safety Officer, and delegate authority to them to undertake their specific occupational health and safety duties;
  • Evaluate staff performance with reference to occupational health and safety responsibilities and performance standards; and
  • Establish consultative processes regarding occupational health and safety issues between management and staff, including the establishment of an occupational health and safety committee where this is appropriate to the level of risk within the School or Organisational Unit.

5.2.3 Allocate sufficient resources for OH&S Management

  • Incorporate OH&S activities into the School or Organisational Unit strategic plan;
  • Schedule time to undertake training and other OH&S tasks; and
  • Provide a budget allocation for OH&S resources including hazard control measures, protective equipment, training, and building and furniture modifications.

5.2.4 Implement a Risk Management Program

  • Adopt the UQ risk management system for the identification of hazards, evaluation of risks, and design and implementation of hazard control measures - applicable to research projects, teaching, field work, purchasing (plant, equipment or chemicals), service operations and minor or major works;
  • Ensure risk assessments are recorded on the online risk management database; and
  • Incorporate occupational health and safety considerations into the design specification, purchase, hire, lease and supply of new plant including equipment, materials, products and substances used in the workplace.

5.2.5 Implement a scheme for hazard and accident follow-up

  • Ensure implementation of the UQ Accident, Incident, Injury reporting and investigation system;
  • Ensure hazards are reported to the appropriate persons (WHSC and OH&S Division) on the Identified Hazards Report form; and
  • Ensure implementation of corrective action arising from accident investigation and hazard reports.

5.2.6 Support University procedures for identification, processing and managing Workers’ Compensation Claims and Workplace Rehabilitation

  • Identify, report and lodge claims and associated material in a timely manner to WIM in compliance with the University’s policy and procedures (PPL 2.25.01 Workers' Compensation) and jurisdictional legislation;
  • Co-operate and assist in all aspects of the Claims and Rehabilitation process in respect to providing information, responses and action as required by WIM; and
  • Co-operate and assist in implementing procedures and the practical application of work rehabilitation for injured staff returning to work.

5.2.7 Ensure provision of OH&S information, training and supervision

  • Ensure the dissemination of OH&S information to all staff;
  • Ensure the provision of induction and refresher training to ensure ability of staff to discharge allocated occupational health and safety responsibilities;
  • Maintain training and retraining records; and
  • Ensure supervision of the occupational health and safety aspects of work undertaken by staff and students.

5.2.8 Establish and disseminate emergency procedures

  • Ensure the appointment of fire and emergency wardens for buildings occupied by the School or Organisational Unit;
  • Ensure that all staff complete the online fire safety induction module every year; and
  • Ensure the appointment of trained first aid personnel and provision of first aid equipment appropriate to the needs of the work undertaken.

5.3 Supervisors

The OH&S responsibility of supervisors is as follows:

To undertake effective OH&S measures to ensure compliance with the Act and related legislative requirements.

The performance criteria are outlined below.

5.3.1 Provide OH&S information, training and supervision

  • Disseminate OH&S information to staff and students relevant to the specific work hazards of the area;
  • Provide induction and refresher training to ensure ability of staff to discharge allocated occupational health and safety responsibilities including: hazards within the workplaces, safe operating procedures, use and maintenance of Personal Protective Equipment (PPE) and safety equipment and emergency response procedures;
  • Supervise the OH&S aspects of work undertaken by staff and students within the work area; and
  • Facilitate consultative processes regarding occupational health and safety issues between management and staff.

5.3.2 Undertake Risk Assessments

  • Participate in, or directly supervise the undertaking of, the identification of hazards, evaluation of risks, and design and implementation of hazard control measures - applicable to research projects, teaching, field work, purchasing (plant, equipment or chemicals), service operations and minor or major works;
  • Ensure risk assessments are recorded on the online risk management database;
  • Incorporate occupational health and safety considerations into the design specification, purchase, hire, lease and supply of new plant including equipment, materials, products and substances used in the workplace; and
  • Monitor the performance and effectiveness of the risk management program within the work area.

5.3.3 Ensure application of appropriate risk control measures

  • Implement hazard specific OH&S policies and guidelines and develop and periodically update OH&S procedures for management of risks specific to the work area;
  • Ensure the provision of plant, safety systems and personal protective equipment required to control the risk of hazards in the work area; and
  • Ensure the maintenance of plant, safety systems and personal protective equipment required to control the risk of hazards in the work area.

5.3.4 Implement a scheme for hazard and accident follow-up

  • Undertake investigations of injuries and illnesses arising from workplace activities. Recommend corrective actions to prevent or minimise the chance of recurrence;
  • Ensure all workplace hazards are reported in a timely manner to the person(s) responsible for implementing corrective action;
  • Oversee the implementation of corrective action arising from accident investigation and hazard reports; and
  • Ensure all incidents, accidents or injuries are signed off on and actioned within six weeks of incident.

5.4 Individual Staff

The OH&S responsibility of individual staff is as follows:

To comply with requirements of the Act and related OH&S procedures developed by the University, School or Organisational Unit.

The performance criteria are set out below.

5.4.1 Comply with safe working procedures

  • Follow safe work procedures established by the University, School or Organisational Unit; and
  • Follow the OH&S directions of the head of School or Organisational Unit or supervisor.

5.4.2 Use of appropriate personal protective equipment and safety systems

  • Where PPE is required to control exposure to hazards in the workplace, wear and maintain the PPE as directed, as indicated in a risk assessment, or as required in OH&S procedures.
  • Use other safety and emergency equipment provided in the workplace as directed or as required in OH&S procedures.

5.4.3 Assist with the preparation of risk assessments

Before commencing work or research, conduct a risk assessment to identify, assess and control the hazards associated with the work or research. This must be conducted in conjunction with other relevant staff, researchers and the supervisor.

5.4.4 Report OH&S

  • Report workplace hazards to the supervisor and WHSC as soon as possible after they occur or are identified; and
  • Report injury or illness arising from workplace activities using the UQ Injury, Illness and Incident reporting system as soon as possible after incident.
Custodians
Director, Occupational Health and Safety
Mr Jim Carmichael
Custodians
Director, Occupational Health and Safety
Mr Jim Carmichael