WHS Policies and Procedures for Desklib Online Library

This module from Desklib's online library provides the necessary skills and knowledge to monitor workplace safety and implement and monitor WHS policies and procedures. The module includes six lessons covering topics such as identifying hazards, assessing and controlling risks, and maintaining WHS records for the team.

Assessment
WHS Policies and Procedures
BSBWHS401 Implement and monitor WHS policies, procedures
and programs to meet legislative requirements

Module overview
Module Title: Monitor Workplace Safety
Module Description: This module consists of the outcomes needed to contribute to the
systematic approach the managing WHS, in order to ensure is safe and without risk, as far as
possible
Moduleoutcome
By the end of this module you will have the deeded skills and knowledge to monitor workplace safety,
as well as to implement and monitor workplace safety procedures and programs
Scenario
You are employed as a team leader of a group of five administration staff. A rapid growth in
the organisation has seen many new computers installed in the office. With so many
computers around the office, power extension cables occasionally become loose and end up
lying on the floor of the hallway.
In the past three months, a number of your employees have had near-misses where they
have almost tripped on a loose cable. To make matters worse, just this morning you
witnessed your senior administrator Rosie Thompson trip on a cable and sprain her wrist on
impact with the floor. As team leader, you immediately gave Rosie some ice and a bandage
and took her to see the local doctor.
NOTE: Only use this scenario if you are not currently working in a workplace where you can
apply the exercises in this module.
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Student activities
When Lesson Student activity Outcome
Week 1 Provide
information about
WHS policies and
procedures
Provide information about
the organisation’s WHS
policies, procedures and
programs, and ensure it is
readily accessible to the
work team
Research
A written report
Week 2 Implement and
monitor
participation
arrangements for
managing WHS
Communicate and apply
consultation processes with
effective consultation
mechanisms for managing
health and safety risks in the
workplace
A WHS training
session plan
Week 3 Organisational
procedures for
providing WHS
training
Provide workplace learning
opportunities and coaching and
mentoring assistance to
facilitate team and individual
achievement of identified WHS
training needs
A procedure and
skills matrix
A mentoring
session
Week 4 Procedures and
legal
requirements for
identifying
hazards and
assessing and
controlling risks
Identify and report on hazards
in work area according to WHS
policies and procedures and
WHS legislative and regulatory
requirements
An incident report
A safety inspection
Week 5 Maintaining WHS
records for the
team
Accurately complete and
maintain WHS records of
incidents of occupational injury
and disease in work area
requirements
Organising a Safety
Action Meeting
Week 6 Monitor
organisational
procedures for
maintaining WHS
records for the
team
Use data from work area
records to identify hazards and
monitor risk control procedures
in work area
A written report
summarizing what
has been learned in
this module
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Lesson 1: Provide information about WHS policies and procedures
A workplace is a place where people practise their occupations (or crafts
professions, trades). A hazard is a source of potential harm or any situation that
has the potential to cause, or lead to, harm. This can be harm to people or
property damage. So a workplace hazard would be any situation that has the
potential to cause harm in a place where people practise their occupation. The
same principle applies to learning and/or assessment environments.
Each environment has its own types of hazards; no environment is hazard free.
Elimination of hazards in a learning environment is the aim but it is more likely
that strategies will be put in place to control the effect of the hazard (that is,
minimise the risk).
Student activity: Task 1
Identify a work group in your organisation or use the simulated work
group in your scenario.
1. Consult with a work group to identify a hazard.
2. Conduct research into the hazard through consultation.
3. Identify relevant legislation and organisational policies and procedures that
may apply to the hazard and its treatment.
4. Write a report on the hazard, including:
a. description
b. causes
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c. effects
d. control methods (use the hazard control hierarchy)
e. organisational procedures, where relevant
f. the importance of consultation in identifying and treating hazards in
the workplace
g. results of consultation with other members of the organisation, WHS
consultants, etc.
h. an explanation of the relevant provisions of identified relevant
legislation (such as the Work Health Safety Act), regulations, or codes
which may apply to the hazard
i. how you plan to follow up to consult again on hazard and treatment
j. a description of where work group members can access information
about the hazard.
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Lesson 2: Implement and monitor participation arrangements for
managing WHS
Consultation will be the key to fulfilling your WHS responsibilities as an
employee. You will need to consult with others throughout the process, not just
at the start.
Consultation is an important part of the WHS legislation in every state and
territory. This is based on the concept that those who are exposed to the risk are
often not those who make the decisions about wHS. Also, those who are
exposed to the risk are often the best source of information when identifying
hazards, assessing the risk and identifying what will work when implementing
controls.
Student activity: Task 2
Choose an organisation’s standard operating procedure. Identify a
(simulated or real) work group to train on the safe performance of the
procedure.
1. Consultwith the work group and determine training needs on the procedure.
a. You should rate the level of skill for each group member on a Skills Matrix
(Appendix 1).
b. To determine how competent a person is, simply ask them to perform
the procedure or recite how it can be done.
2. Write a plan for a training sessionon the safe completion of the procedure.
(Appendix 2)
3. List the costs that might be involved.
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Lesson 3:Organisational procedures for providing WHS training
Once you have assessed your team members’ understanding of WHS information and
identified their needs, you can determine a method for imparting the appropriate information.
Some approaches you could use include the following:
o Organisation an induction—your organisation may have a standard induction
program for new learners, including apprentices and trainees. These sessions should
always include a health and safety component.
o Tailored induction—in addition, or as an alternative to an organisation induction, you
could conduct your own session specific to the needs of your learning or practice
environment. This way, learners will be aware of the hazards specific to their
environment.
o Policy and procedure manuals—learners should be made familiar with these
documents, especially so that they can avoid risks and know what action to take
should an accident or injury occur.
o Quizzes or games—whilst it’s a serious topic, WHS can be made to be fun. This is
often a good tactic to help you monitor learners and ensure their knowledge is
current and relevant.
o Open discussion—group discussion can encourage a better understanding and help
re-affirm existing knowledge.
o Debriefing—if an accident or injury does occur, analysis of the situation, reactions
and possible preventative actions can enhance the learners’ understanding of WHS
issues in their specific environment.
Student activity: Task 3
1. Develop a procedure and skills matrix.
2. Prepare a five- to ten-minute follow-up coaching or mentoring session.
(Appendix 3)
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Lesson 4: Procedures and legal requirements for identifying
hazards and assessing and controlling risks
Your workplace should already have a checklist for workplace visits as part of checking the
environment. There may also be a workplace inspection checklist designed for hazard
identification. This will be of assistance,
You should have a checklist available when you conduct your workplace visit. Such a
checklist is useful to:
• direct attention to where it is most needed
• ensure that you do not miss vital questions or items
• save time
• provide a record as a basis for developing the risk control plan
• provide evidence towards meeting your duty of care.
Note that, if not already available, you may need to develop your own checklist that
addresses the WHS ‘system’ questions that you would ask in a meeting, as well as the
things you should look at in the workplace.
Student activity: Task 4
Review the scenario provided on page 2.
1. Complete an Incident Report for the hazard that is involved in the
scenario (Appendix 4).
2. Add Rose’s incident from the scenario to the data sheet and translate that
data into a graph (Appendix 5).
3. Conduct a safety inspection of your work area with regards to that
hazard (Appendix 6).
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Lesson 5: Maintaining WHS records for the team
It is the role of the training organisation to make sure that all records are kept in accordance
with the legislation (in addition to standard workplace reporting). If it is aoffence not to keep
these records, and the orgnisation may need to be involved in the investigation.
Student activity: Task 5
Organise a safety action meeting (SAM) with your work safety team.
1. Write how you would, before the meeting,:
a. consult on analysis of the hazard and possible treatment
b. consider the costs of control measures for the hazard.
2. Use the hazard control hierarchy to recommend and/or demonstrate a
practicable treatment. Write minutes of the meeting using the SAM form
(Appendix 7)
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Lesson 6: Monitor organisational procedures for maintaining WHS
records for the team
Having all of these processes in place is of no use to an organisation if they are not
maintaining records uniformly and correctly. This is especially the case when there is more
than one person working in the same department looking after WHS records.
The only way to ensure such measures are being applied across-the-board is to monitor and
supervise the process
Student activity: Task 6
1. Write a one- to two-page report for your Health and Safety
representative
Ensure that you:
a. describe what you did to identify, analyse and consult on the risk;
b. refer to WHS policies and procedures and relevant legislation and
c. describe future monitoring activities to ensure implementation of risk
control measures, including hazard controls
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Appendix 1: Skills matrix
Standard Operating Procedure
Employee
Interns Temporary
employees
Team
Supervisors
Managers
Maintaining occupational safety of
self and the co workers
Maintaining the hygiene at the
workplace
Evaluation of the identification of
the hazard and the reporting of the
procedure for the effectiveness and
the address of the deficiencies for
the appropriate persons
Implementation of the emergency
procedures
Legend:
Untrained Employee has no training
Student Employee cannot perform task independently
Practitioner Employee can perform task independently with supervision
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Operator Employee can perform task independently
Trainer
/Coach Employee can train/coach others to perform task
Appendix 2: Training plan
Topic: Workplace health and safety practices and the implementation of the WHS policies in
the workplace
What performance issue does this training session need to address?
The performance issues like the practice of the unhealthy practices in the workplace, the lack of
awareness regarding the occupational health policies and the reluctance towards the unsafe
workplace conditions are some of the main factors that needs to be addressed in the training plan
to be conducted.
Key point Bullet points
(what will I say)
Resources
(handouts/physical
demonstration/slide
s
Understanding
(how will you check
for understanding –
questions/observatio
n/discussion)
Safe use of the
electric wires and
the instruments and
the machineries
 Identify the
untangled
and the
toned wires
in the floor
Handouts for the safe
plugging of the wires
What will you do if you
find a loose wire of the
computer cable in the
floor?
Safety in the
workplace form the
electric wires  Safe working
conditions
from the
electric wires
Manual and the
demonstrations on how
safe workplace
conditions
Do you know how to
switch off the electricity
board?
Healthy working
environment  Handling the
unsafe
electronic
gadgets in
Demonstration on
importance of healthy
living
Why is it important for
maintaining healthy
practice?
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the
workplace
with care
Provision for the
first aid
 Fist aid box
together with
the
availability of
the
medicines
and a
medical room
Handout of the
importance of the first
aid kit
What should be the
components in the first
aid kit?
Handing of the
hazardous
materials and the
use of PPE
 Everyone
should go
through the
hand out of
the hazard
materials and
the use of the
PPE
Demonstrations and the
handouts
What are your concept
regarding the hazardous
materials and the use of
PPE
Appendix 3: GROW model template
G Goal
To implement the work place policies and making all the
employees of the organization aware of the work place hazards
that they need to address and revise and keep in mind
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R Reality
Most of the employees in the organization lacks the norms of the
work place health and safety norms and do not practice the
healthy and the safety standards.
O Options
The H.R of the company should make the employees aware of the
workplace health and safety rules and the policies together with
the impotence of its implementation in the workplace
W Will
The employees should have the will towards the improvement of
the wellbeing of them and their fellow workers in the workplace
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Appendix 4: Incident report
Incident report
Note: All sections of this form are to be completed. All incidents shall be advised within 12 hours of
the incident to ensure appropriate action is initiated.
Personal details
Family name: First name:
Contact Phone No: (w) (h - if injured) h
Occupation: Employee Gender:  M  F
Staff employment status:
 Full-time  Part-time  Casual
 Contractor  Visitor
Division/Department: Information Technology
Incident details
Date of incident: Time of incident: AM / PM
Location where incident occurred: Inside the premises of the office building
Briefly describe what happened:
One of the employees while coming back from the lunch break accidentally tripped down in the
floor injuring his head with the corner of the table and also his knee while falling down. One of the
wires of the computers which was turned on from the main switch got untangled and was left in the
floor unnoticed. The employee fell down on the floor tripping over the loose wire. This has caused
serious level of accidents since the employee got tremendously hut in the head and the accident
caused tremendous challenge to the work place and health regulations
This incident resulted in:
 Injury  No injury  Near miss
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 Property damage  Hazard identified
The incident was reported to (Supervisor): The team leader
Name of Supervisor:__________________________________________ Date: _________
Injury/damage details
If an injury was sustained, what part of the body was affected or if damage to property occurred
what was damaged?
The sustained injury that happened in the workplace resulted in serious health and muscular injury
at his knee and in his head which furthermore resulted in pain . After the accident, the employee
who got hurt fell down and got fainted in the floor when the other employees carried him to the
medicine room for further treatment and to identify if any blood clots have occurred or not.
Medical treatment
If MEDICAL EXPENSES or LOST TIME is incurred, a ‘Workers Compensation Claim form’ must be
completed and forwarded to WHSW & IM Services ‘as soon as possible’.
Do you intend to seek medical treatment?  Yes  No
Do you intend to lodge a claim for workers compensation?  Yes  No
Has any time been lost from work?
(More than 1 complete shift)  Yes  No
If so, have you returned to work?  Yes  No
Have/will medical expenses been incurred?
 Yes  No
 Uncertain at this time
Were there witnesses?
If so, name of witness(es):
3 of the employees in the floor,
Contact phone number:
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The sweeper of the floor and the team leader
of the operations
Employee signature: Date:
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If a medical certificate has been provided please send to: Fax xxxxxxxx or email: [e-mail]
Describe in detail what occurred
It is the responsibility of the supervisor/line manager to complete this section in consultation with
the injured staff member.
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Please describe the events and contributing factors that led to the incident:
The sustained injury that happened in the workplace resulted in serious health and muscular injury
at his knee and in his head which furthermore resulted in pain . After the accident, the employee
who got hurt fell down and got fainted in the floor when the other employees carried him to the
medicine room for further treatment and to identify if any blood clots have occurred r not.
The contributing factors that led to the formation of the accidents:
 Untangled wires in the floor
 Electric cables in the floor
 Improper wire settings of the systems and the workplace computers
 Unsafe and unhealthy working conditions
 Lack of proper assistance by the team leaders
 Poor management system in the employment
How could this be prevented from happening again?
The Supervisor/Line Manager is to complete this section in consultation with the injured staff
member and the Health & Safety Representative (if applicable)
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Suggestions to avoid recurrence of this incident/accident:
 Making sure that the workplace is adequately lit
 Checking for ensuring the factor that the carpeting of the office floor is flat
 Looking for the loose and the easily accessible floorboards
 Keeping the file cabinets and the desk closed when they are not in use
 Always posing sign when there lies any sort of hazard
 Advise and the waring the employee of the organization towards wearing the appropriate
footwear
 Having the housekeeping protocols in correct place
 Avoiding the obstacles and the clutters around the floor of the workplace
 Access to the flooring
 Presence of technicians in the floor in case of wire and cable issues
Name of health and safety representative, if consulted:
Action plan
Note: From the previous section, list the actions required to prevent this happening again.
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Action to prevent recurrence
(Do not leave blank)
Person
responsible
for action
Action
taken
Sign-off completed
(signature required)
Controlling of the cables Employees  To
keep
the
untangl
ed and
the
loose
electric
wires of
the
system
of the
floors
in their
place
 In case
of
serious
tripping
, the
plug in
board
needs
to be
change
d
The process of clean up
Sweeper  To
clean
up the
floor
 To
identify
any
types
of the
hazard
present
in the
floor
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Keeping the working areas and
the walkways very much well lit
Operations
Removing the obstacles from the
floor
Sweeper
Cleaning up the spills and the
untangled loose wires from the
floors
Sweeper
 Referred to Line Manager  Placed issue on local action plan
 Consulted employees  Advised Senior Manager
 Advised WHSW Services  CSR raised, referred to FMU
 Feedback provided to affected person on outcome
Is rehabilitation required?
 Yes
 No
 Rehabilitation consultant advised
Date:
Name of Supervisor: Contact Phone Number:
Signed: Date:
Appendix 5: Analyse data
The workplace incident data for the past three months is recorded in the incident register below.
Summarise the data in the graph provided and identify the areas that you should concentrate your
improvement efforts on.
Incident Cause Type Who When
Slip/trip Cables on floor MTI Bob 13/07
Muscle pull Lifting paper MTI Jane 18/07
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Muscle pull Moving bins FAI Nihal 30/08
Bullying Project deadline LTI Laszlo 15/09
Stress Project deadlines LTI Greg 17/09
Slip/Trip Cables on floor NMI Bob 01/10
Cut Cut finger on broken glass FAI Rita 02/10
FAI first aid incidents
MTI medical treatment injury
LTI lost time injury
LTIFR lost time injury frequency rate
NM near miss
Graph the data from the table above.
Slip/trip Muscle pull Muscle pull Bullying Stress Slip/Trip Cut
0
1
2
3
4
5
6
7
8
9
10
Incident
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Number of Incidents

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Analyze the data above and suggest what you will need to focus on during the safety action
meeting.
Answer: Analyzing the above data it can thus be stated that there exist numerous instance and
examples of the incidents related to accidents and hazards in the workplace in the last few months.
The accidental hazards mostly included slipping or tripping, muscle pull, instances of bullying at the
workplace and cut. These examples of the accidents falls under various accidental categories
namely the first aid incidents, medical treatment injuries, the frequency rate of the lost time injury
and more.
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Appendix 6: Safety inspection form
Criteria N/A Yes No Comments
EMERGENCY PROCEDURES
Are designated emergency persons’
details are posted including:
● health and safety representative
● fire warden
● first aid person?
Yes
Yes
No
Need for the fire warden
Are instructions posted for calling
emergency services?
No
Is the site plan on display? Yes
Are emergency evacuation
muster/assembly areas signposted?
No
Have all staff been inducted and trained
in emergency procedures?
No
Entry and exit doors are marked and free
of clutter?
No
Emergency exit routes and aisles and
corridors are free of clutter?
No
Are fire extinguishers provided and
maintained?
Yes
Have personnel on site been trained in
the use of fire extinguishers?
No
Are first aid kit/s stocked to contents list? Yes
Are first aid supplies replenished? No
HOUSEKEEPING
Is the bathroom and toilet clean and tidy? No
Is the kitchen and eating area clean and
tidy?
No
Are floors clean, dry and in good
condition?
No
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Criteria N/A Yes No Comments
Are desks and work areas tidy? Yes
Are rubbish bins sufficient? Yes
Is rubbish cleared regularly? Yes
Are recycling bins sufficient? No
Are recycling bins cleared regularly? No
Are aisles and areas around
workstations free of clutter?
No
ERGONOMICS
Is furniture fit for purpose? No
Do office chairs have five supports? Yes
Is furniture adjustable for keyboard
operators?
straight back
forearms parallel to the floor
upper legs parallel to the floor
Yes
Yes
Yes
Yes
Are footrests provided where necessary? No
Are document supports provided? Yes
Are computer screens positioned to
avoid glare?
No
Are work stations and equipment
positioned to:
reduce manual handling
reduce repetitive handling
improve work flow?
Yes
Yes
No
HAZARDOUS SUBSTANCES
Are all chemicals, including liquid fuels,
properly labelled, stored and signposted?
No
Are spill kits available? No
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Criteria N/A Yes No Comments
Are MSDS readily available for
hazardous substances?
No
Is a hazardous materials register
maintained?
No
PPE (for hazardous areas)
Is safety signage accurate? No
Is safety signage displayed correctly? No
Are safety glasses worn when required? Yes
Is high visibility clothing provided where
required?
Yes
OTHER
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Appendix 7: SAM record form
Work safety team: .....................................................................................................................
Meeting held on: .......................................................................................................................
Meeting conducted by (supervisor): .......................................................................................
HSR in attendance: Yes / No
Issues to be covered: ....................................................................................................................................
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Other issues addressed: ..............................................................................................................................
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.........................................................................................................................................................................
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Staff in attendance: .......................................................................................................................................
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Outcomes: .....................................................................................................................................................
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Attendees:
Name: ..................................................................... Signature: ...............................................
Name: ..................................................................... Signature: ...............................................
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