WHS Policies and Procedures - Monitor Workplace Safety BSBWHS401

This study guide provides an overview of Work Health & Safety (WHS) legislation and policies and procedures regarding WHS. It includes two summative assessment tasks that require identifying workplace hazards, proposing risk control measures, presenting outcomes, and analyzing chart data on workplace incidents and hazards. The guide also includes templates and appendices for completing the tasks. The subject is Monitor Workplace Safety - BSBWHS401.

STUDY GUIDE
WHS policies and procedures

Contents
Subject overview / Introduction / Background Information...........................................................3
Summative Assessment Tasks.....................................................................................................4
Guide to completing the tasks......................................................................................................5
Templates and Appendices..........................................................................................................6
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Subject overview/ Background information
Work Health & Safety (WHS) legislation as of 1st January 2012.
The WHS Regulations specify the way in which some duties under the WHS Act must be met
and prescribes procedural or administrative requirements to support the WHS Act (for example
requiring licences for specific activities and the keeping of records).
Your workplace will have specific policies and procedures regarding WHS. The extent and
nature of these will vary depending on the way your organisation operates. Policies and
procedures are needed to ensure that work is conducted systematically. This helps to prevent
injuries or damage to goods or equipment.
To show your understanding of this unit you will be required to identify a workplace hazard and
find solutions to deal with that hazard, also you will be required to show your understanding of
the workplace WHS policy and procedures.
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Summative Assessment Tasks
Task 1
You are required to:
Part A: Toolbox talk procedure
 research a hazard
 Conduct a short presentation to a work group summarising the hazard.
Part B: Training procedure
 Conduct training and coaching or mentoring on a workplace procedure.
Task 2
You are required to undertake a project that requires:
o identification of hazards,
o proposing risk control measures
o presenting outcomes
o analysing chart data on workplace incidents and hazards and reporting.
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Guide to completing the tasks
Task 1
Part A: Toolbox talk procedure
Things to do:
Step 1. Organise a team of 5 to 6 members and ask your teacher if you need help.
Step 2. Call the team members for a meeting. Your meeting is about choosing one of the hazards listed on
page 7 (hazards provided on Assessment description)
Step 3. You must take notes of the discussions during the meeting and have them type written for
evidence.
Note: Use a template “Meeting Minutes” available on page of 1 of “TemplateAT1” provided to
you in skills drive.
Step 4. Once you have chosen one hazard for your topic, conduct an online research on related WHS
information regarding hazard identification and treatment
(ref: Handout/Workcover Australia)
Step 5. Create a Power Point presentation and conduct a short meeting with your work group. Your
presentation should cover the following information: ( No.5 page 8)
5.1 Title of the Topic
5.2 Description (examples and photos of the hazard)
5.3 Causes
5.4 Effects
5.5 Control methods (Hierarchy of Control) (check handout slide 135)
5.6 Relevant organisational procedures
5.7 Importance of consultation in identifying and treating hazards
5.8 Benefits of consultation with other members of the organization
5.9 Relevant provision and legislations or code of practice which may apply to the hazard (ref. Work
Health and Safety Act)
5.10 Time line of continuous plan to follow up consultation of hazard and treatment
5.11 How the group members can access or locate information about the hazard
Step 6. Submit a typewritten record of the Toolbox talk (short meeting) to your trainer
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Part B: Training procedure
Instructions
 All Appendices are available in Skills drive under the name of “TemplateAT1”
 Page or Appendices referred below are from Summative assessment.
Things to do:
Step 1. Go to Skill drive (S:drive), Monitor Workplace Safety Subject and read WHS Standard Operating
Procedure given below in Study Guide.
Step 2. List names and Student number of your group members.
Step 3. Fill up Skill Matrix Form (Appendix 1, page 13). Identify team members and Standard Operating
Procedure work activity. Use the legend to indicate training/learning needs.
Step 4. From the information on the Skill Matrix, create a training plan by filling up the “Appendix 2Skills
Matrix”, on page 14 (Instruction ref. No 4, page 9)
Step 5. Prepare budget cost for training (Example: hiring trainer, hire a venue, training kit, hiring equipment,
etc.).
Note: Use a template “Cost of Training” available on page of 5 of “TemplateAT1” provided to
you in skills drive.
Step 6. Conduct a training for your group
Step 7. Send e-mail to Team members and to your trainer. E-mail the procedure of your Training plan and Skill
Matrix
Note: Use a template “Email Template” available on page of 5 of “TemplateAT1” provided to
you in skills drive.
Step 8. Arrange a follow-up meeting with one team member, who needs extra practice.
Step 9. Fill up Appendix 3 for the Team member who needs extra practice. Use the GROW model template
on page 15.
Submit all documents to your Trainer.
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Task 2
Instructions
 All Appendices are available in Skills drive under the name of “TemplateAT2”
 Page or Appendices referred below are from Summative assessment.
Things to do
Step 1. Read the scenario on “Appendix 1 Workplace Scenario”, page 23.
Step 2. Using the information on the scenario on Appendix 1, fill up an Incident report (Appendix 2, pages
24 to 27)
Step 3. Go to Appendix 3, p 28. Add Rose’s incident (Appendix 1, p 23) on the list provided.
3.1 Graph the data (information on the list) on page 29. Use Excel to create the graph.
3.2 Write your interpretation and comments on page 30 (type-up)
Step 4. Using Safety Inspection Form (Appendix 4, pp 31 to 33), conduct WHS inspection within Bridge
Business College building.
Step 5. Arrange a schedule for Safety Action Meeting (SAM) with your work group. Use Appendix 5, page
34
Step 6. Before the meeting, discuss the identified hazards (Appendix 4, pp 31-33) possible treatment and
costing of the Control Measure to be applied.
Note: Use a template “Hazard identification and Controls” available on page of 13of
“TemplateAT2” provided to you in skills drive.
Step 7. At the meeting, using all the above information (No.6), you need to present your analysis as a
chairperson.
Step 8. Take notes of your discussions using Appendix 5 on p 34.
Step 9. Write one to two pages summary outlining (step-by-step) on how you have conducted your WHS
assessment.
Submit all documents for Task 2.
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Templates and Appendices
Task 1
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Task 1 Part A
Template 1: Meeting Minutes
Meeting Minutes
Meeting purpose:
Date: Time:
Attendance:
Apologies:
ITEM/ISSUE ACTION TO BE
TAKEN
WHEN WHO
What topic did you
discuss?
Workplace Hazards
Cables and Wire
tripping
Wet floors
Electric wires
Lack of health and
safety norms
What did you decide to
do about it?
Date Name
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Task 1 Part B
Appendix 1: Skills matrix
Standard Operating
Procedure
Employee
Interns Temporary
employees
Team
Supervisor
s
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
Maintaining occupational safety
of self and the co workers
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Maintaining the hygiene at the
workplace
Legend:
Untrained Employee has no training
Learner Employee cannot perform task independently
Practitioner Employee can perform task independently with supervision
Operator Employee can perform task independently
Trainer
/Coach Employee can train/coach others to perform task
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Appendix 2: Training plan
Topic:
What performance issue does this training session need to address?
Key point Bullet points
(what will I say)
Resources
(handouts/physical
demonstration/slides)
Understanding
(how will you check for
understanding –
questions/observation/
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?
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
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Appendix 3: GROW model template
G Goal
What do you want to achieve?
What is important to you right now?
What would you like to get from the next 30 minutes?
What areas do you want to work on?
R Reality
Where are you now in relation to your goal?
On a scale of 1 -10 where are you?
What has contributed to your success so far?
What skills/knowledge/attributes do you have?
O Options
What are your options?
How have you tacked this/ a similar situation before?
What could you do differently?
Who do you know who has encountered a similar situation?
W Will
Which options work best for you?
What one small step are you going to take now?
What actions will you take?
When are you going to start?
COST OF TRAINING
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REF: Check slide 115-116
ITEM DETAILS COST
1. engaging external trainers WHS trainer from First 5
minutes company
$340 per day
Email template
To: [Recipient Name]
From: [Your Name]
Subject: [Subject]
Date: [Click to Select Date]
Cc: [Name]
Dear Sir/madam
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Task 2
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Appendix 2: 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)
Occupation:  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
 Property damage  Hazard identified
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 The incident was reported to (Supervisor):
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,
The sweeper of the floor and the team
leader of the operations
 Contact phone number:
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 Employee signature:  Date:
If a medical certificate has been provided please send to: Fax xxxx xxxx or email: [e-mail]
Describe in detail what occured
It is the responsibility of the supervisor/line manager to complete this section in consultation
with the injured staff member.
 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
untangle
d 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
changed
The process of clean up
Sweeper  To clean
up the
floor
 To
identify
any types
of the
hazard
present in
the floor
Keeping the working areas
and the walkways very much
well lit
Operations
Removing the obstacles
from the floor
Sweeper
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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 3: 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
Muscle pull Moving bins FAI Nihal 30/08
Bullying Project deadline LTI Laszl
o
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
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 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

Analyse 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 4: 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
 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
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Criteria N/A Yes No Comments
 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
 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
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Criteria N/A Yes No Comments
 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
 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
Appendix 5: SAM record form
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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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Staff in attendance: .......................................................................................................................................
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Outcomes: .....................................................................................................................................................
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Attendees:
Name: ..................................................................... Signature: ...............................................
Name: ..................................................................... Signature: ...............................................
Name: ..................................................................... Signature: ...............................................
Name: ..................................................................... Signature: ...............................................
Name: ..................................................................... Signature: ...............................................
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HAZARD IDENTIFICATION AND CONTROLS
IDENTIFIED HAZARDS POSSIBLE TREATMENT/
CONTROL MEASURE
COST
Broken glass Call handyman and replace the
glass
$250 as per quotation from
handyman
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