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1 my SAFETY BASICS NSCA Safety Basics Program helps you reach safety compliance with: Customised review of your safety needs Dedicated support from expert safety advisors Helping you reach safety compliance Available FREE to NSCA Corporate members Get started today! FREE for corporate members nsca.org.au

2 What is the Safety Basics Program? The Safety Basics program has been developed to help NSCA members build a basic safety management system for their business or organisation. The Safety Basics program is available free to NSCA corporate members and includes: This guide to the safety basics program Safety assessment checklist Up to 3 hours telephone time with a WHS/OHS Advisor to review the results of the checklist and work through the Safety Basics program Safety action plan based on key issues identified in the assessment checklist and/or advisory session Safety templates to assist with the action plan Start your Safety Basics program with three easy steps Step 1 Step 2 Step 3 Read this program guide. Download and complete the safety assessment checklist. This may help to identify areas where you need the most assistance. or fax the safety assessment checklist to NSCA and advise 3 options for date and time to hold your phone-based advisory session (maximum 3 hours). In the /fax, please include any specific industry based or technical questions (which may require research) you may also wish to discuss at the advisory session. [email protected] Fax Phone (toll free) NSCA Safety Basics Program V1.2: 1 May 2014 NSCA disclaim all and any liability and responsibility of any kind, including without limitation any liability, to any person, for all or any losses, costs, expenses or damages or disappointment whatsoever or howsoever arising or suffered as a consequence of, or in connection with, or arising out of anything done, or anything omitted to be done, relating to the use of this document, any error or omission in this document, or any combination of these. Page 1 of 27

3 What is a safety management system? A safety management system is a planned set of activities designed to make your workplace and work activities safe for everyone who works, visits or volunteers at the workplace. It is a planned approach to identify and eliminate or control any hazards that have a risk of harming someone at the workplace a system to plan proactively rather than reacting after something has gone wrong. A safety management system is a good way to make sure you are meeting your legal responsibilities and can also lend support when applying for contracts or tenders. Complying with work health and safety laws As an employer, you have a legal responsibility called a duty of care to protect the health, safety and welfare of people in your workplace. This includes people who work for you casually, part-time, full-time, as volunteers or as outworkers. You must also ensure that no one else, like your customers, visitors, neighbours or passers-by are put at risk because of your work activities. Anyone who manufactures, imports or supplies any plant or substance to a workplace must make sure their products do not present a risk to health or safety. If you modify an existing piece of equipment you also take on the responsibilities of a manufacturer. Workers also have a duty of care. They should follow instructions relating to work health and safety, and avoid putting themselves or other people at risk. While the WHS/OHS legislation varies between states/territories, all employers have the following legal obligations: provide a safe workplace and safe systems of work maintain equipment, tools and machinery in a safe condition provide safe and hygienic facilities, including toilets and eating areas provide information, instruction, training and supervision to all workers provide access to appropriate medical and first aid services establish an agreed system to consult with workers monitor and record work-related injuries and illnesses notify your state/territory regulator of any workplace death or serious injury, or any incident that could have caused death or serious injury (dangerous incident) as specified under the health and safety legislation for that state/territory. Page 2 of 27

4 WHS/OHS legislation Each state or territory has appointed a regulator with the power and authority to manage and enforce WHS/OHS under that state/territory s Act and Regulations. Most states are currently using, or in the process of implementing, harmonised legislation (except VIC). That means that regardless of where you work, or if you work across multiple states, the work health and safety requirements will be very similar although there are still some differences between the states / territories. Visit the NSCA website (Knowledge Centre) to find links to the safety regulator and legislation in your state/territory. Page 3 of 27

5 Safety Basics Management System NSCA s Safety Basics Program can help your business improve the way you manage health and safety in your workplace. If you incorporate each stage into the day-to-day operations of your business, then safety becomes business as usual and a vital stepping stone to building a healthy safety culture. Stage 1 Everyone has safety responsibilities Understand the work health and safety responsibilities that apply to your business. Put together a work health and safety policy to show your commitment to providing a safe workplace. Stage 2 Consultation talking about safety Talk with your workers set up ways to discuss safety information and for them to be involved in, and contribute to, decisions that may affect health and safety at work. Keep a record of safety talks. Ensure any safety issues are identified and the responsible person allocated to take appropriate action within agreed reasonable time frames is recorded. Stage 3 Managing risk Find all the hazards that could cause harm to people at or near your workplace, determine how serious the harm could be and how likely it is that it could occur. Take steps to get rid of the hazards. If the risk of harm cannot be eliminated then determine ways to control the risks to keep people safe. Stage 4 Inform, train and supervise Inform workers about hazards in their work activities and workplace as well as the requirements for health and safety in your business. Verify workers have the skills and any licences needed to do their job. Ensure new and/or inexperienced workers are trained and appropriately supervised. Stage 5 Manage injuries and incidents Put in place a process to respond effectively to emergencies and reduce the impact of injuries and incidents if they occur. Keep records of injuries, incidents or near misses and ensure the regulator is notified of any fatality, serious injury or incident, as required in your state or territory. Page 4 of 27

6 Stage 6 Keeping records Keep records of your safety activities so you can monitor and review the health and safety performance of your business. The tools provided in this Safety Basics program are a good start to your record keeping system. Some records are required under health and safety legislation to be kept for at least 5 years, particularly records relating to injuries, workers compensation claims, injury management and return to work. Contact your safety regulator for record keeping information relevant to your state or territory. Page 5 of 27

7 Stage 1 Everyone has safety responsibilities Safety at work is everyone s responsibility while the primary legal obligation rests with the employer, the person conducting a business or undertaking (PCBU) or person in control of a workplace, making and keeping a workplace safe is a team effort, both legally and morally. To demonstrate your commitment to work health and safety, develop and display a safety policy through consultation with your workers. To help you write a work health and safety policy, consider the following: Goals Consult with workers to develop a work health and safety policy with the following goals to: Eliminate or control risks to the health and safety of all workers (including contractors and volunteers), visitors and anyone else who may be affected by business activities. Ensure all work activities are done as safely as reasonably practicable. Promote management s and workers commitment to safe and sustainable business, internally and to clients and other business partners. Responsibilities The owner/management are responsible for providing and maintaining: A safe working environment. Safe systems of work. Safe use, handling and storage of plant, structures and substances. Facilities for the welfare of all workers. Information, training and appropriate supervision to make sure workers are safe from injury and risks to their health and safety. Are there any other management health and safety duties specific to your business? Workers (including contractors and volunteers) also have responsibilities to: Ensure their own personal health and safety, and that of others in the workplace. Cooperate and comply with all reasonable policies, procedures and directions given by management for health and safety purposes (eg follow safe work procedures, use personal protective equipment, etc). Report all work related injuries, incidents and near misses immediately. Are there any other worker health and safety duties specific to your business? We expect visitors to: Take reasonable care of their own health and safety, and that of others in the workplace. Comply and cooperate with any reasonable directions for health and safety purposes (eg not entering areas marked for workers only, using caution near wet floor signs). Page 6 of 27

8 Report any injury to themselves or others, or hazards noticed (such as spills and breakages). Are there any other ways specific to your business to ensure visitors remain safe and cause no harm to others in the workplace? What to do next Develop and display a safety policy to demonstrate your commitment to keeping your workers and others safe at work. A policy template is included with the Safety Basics program. Dispute resolution Disputes can arise at any workplace. A dispute exists when one or more people disagree about something and matters remain unresolved. A fair and balanced dispute resolution process is important for the effective operation of any business. A dispute resolution process further demonstrates management s commitment to safe and sustainable business and provides for outcomes that should be: Quick the issues should be resolved quickly rather than allowing them to escalate through inaction. Reasonable time frames should be defined in the process or agreed with all parties. Fair all relevant parties should be consulted so all sides of the story are taken into account. Handled sensitively disputes should, where possible and appropriate, be resolved in a confidential context in order to minimise impact on employees not affected by the dispute, and Transparent the resolution should be made known to every employee. A sample dispute resolution flowchart is provided to help you develop a policy and/or procedure relevant to your business. This policy / procedure should be developed in consultation with your workers and should be provided to all new workers at induction. A dispute resolution flowchart is included with the Safety Basics program. Enhance your knowledge and skills with NSCA training - WHS harmonisation and due diligence - OHS awareness for managers and supervisors (VIC) - WHS for managers and supervisors - WHS principles of compliance - Safety culture in your organisation (2 hour workshop) Page 7 of 27

9 Stage 2 Consultation talking about safety Communicating and consulting with your workers is critical to demonstrate your commitment to providing a safe and healthy workplace. When considering all of the tasks undertaken in your business, it is important to involve workers in any decisions that may affect their health and safety. Often the people doing the job are best placed to offer advice on the hazards they face and ways to work safely. Clear and open communication channels at all levels in the workplace will encourage everyone s support for, and participation in health and safety activities. Workers will be more likely to follow safety procedures if they have been involved in developing them. Talking about safety is important remember safety behaviour starts at the top and workers are more likely to model the safety behaviour they see every day. To communicate effectively with your workforce, you need to be aware of differing skills in language, literacy and culture. Adapt your communication style where necessary. Keep communication simple. Consultation between employers and workers can be achieved in many ways and you should choose the style that best suits your business. This may simply mean having regular direct discussions, which could involve: Gathering workers at the start of work or at hand-over on shift changes. Encouraging workers to raise any safety concerns they may have. Reporting on action taken to address any identified hazards. Informing workers about any planned changes that may have implications for their health and safety. Discussing any new hazards and possible safety measures. Conducting a walk around safety inspection. Methods to consult with workers can differ between states and territories. Legislation sets out arrangements including OHS committees and OHS safety representatives, or work groups with elected health and safety representatives and WHS committees, or other agreed arrangements that may be a better fit for the business size, activities or location, such as regular toolbox talks or pre-start safety meetings. Workers must be involved in the decision about how safety consultation will take place and elections must be held where appropriate, eg committees, work groups, health and safety representatives. What to do next In consultation with workers, establish effective consultation arrangements. Page 8 of 27

10 Display, in a prominent position in your workplace, your consultation arrangements, including the names, roles and contact details of elected committee members or health and safety representatives. Check with your state or territory regulator if you are required to provide them with names of health and safety representatives. Provide an agenda before meetings to afford workers the opportunity to include other topics and consider possible suggestions and solutions. Keep records of safety decisions and actions. A safety talk template is included with the Safety Basics program. Enhance your knowledge and skills with NSCA training - Health and safety committee - Health and safety representatives initial and refresher Page 9 of 27

11 Stage 3 Managing risk The best way to prevent injuries or illness in your workplace is to find the hazards that could injure your workers, and fix them. This is known as risk management. You can do this by following 5 simple steps. These steps can be easily remembered by the word SAFER, which stands for: S pot the hazard A ssess the risk F E ix the problem valuate results R eview to ensure it still works Spot the hazard A hazard is anything that has the potential to cause injury, illness or harm. Some examples include noisy machinery, a moving forklift, a chemical solvent, a repetitive job, a badly designed workplace. There are a number of ways to find hazards in the workplace. Take a safety walk with workers, safety representatives or new or inexperienced workers to see how work is done. Talk to your workers to find out what they consider unsafe. The people who do the job regularly are the best people to tell you about any hazards associated with their work. Ask workers which tasks cause them concern or where they have developed a workaround or shortcut instead of following the procedure. Why was a work around developed, maintained and passed on to new workers? Review any information you may have on a particular piece of equipment (manufacturer s manual), chemicals (safety data sheet) and information available from designers, manufacturers and product labels to find out about safety precautions. Check injury records and incident reports. By looking at your injury records, near misses and workers compensation records you ll be able to get a good idea of what is causing your workers injuries. Talk to your industry association or others in a similar industry to find out what sort of injuries and near misses they have had. A safety checklist is included with the Safety Basics program. Reviewing different sections of the checklist on safety walks and in training could help you identify some of the more common hazards. Page 10 of 27

12 When looking for hazards you should consider: Your working environment whether it is a building, office, yard, laboratory, trench, tank, roof, vehicle etc. How suitable the things you use are for the task and how well they are located. How people might be hurt directly by equipment, machinery and tools. How people might be hurt indirectly through noise, fumes, radiation, etc. How people might be hurt by using chemicals and other materials (paints, solvents, petrol, toner, oils, plastics, acids, pesticides, gases, biological samples, waste, etc). Whether people are using equipment and materials correctly. Also think about hazards you might bring into your workplace as new, hired or used goods: Will they require new or revised work procedures and training? Are they fit for the purpose for which you intend to use them? Do you have all the information and instruction required to operate and maintain them safely? What to do next Use a checklist to help you identify common workplace hazards. List all of the work tasks in your business on the risk assessment sheet. List each hazard associated with each step of the work tasks. Safety checklist and risk assessment templates are included with the Safety Basics program. Step 2 Assess the risk Now you ve identified the hazards in your workplace, you need to judge or assess how dangerous they are. This allows you to make decisions as to what hazards need to be addressed first and to set priorities for introducing controls. Your list of hazards may be surprisingly long, with some hazards posing more safety risks than others. That s why you need to work out which hazards are more serious than others, so you can start dealing with them first. Three basic questions to ask What could go wrong? Hazard How bad could it be? Consequence How likely is it to happen? Likelihood Page 11 of 27

13 Include a risk rating score 1 = for highest or most serious risk, down to 6 = least significant risk Prioritising the risks will help you to plan Consequence How severely could it hurt someone? Very likely (could happen anytime) Likely (could happen sometime) Unlikely (could happen but very rarely) Very unlikely (could happen but probably never will)!!!! Could kill or cause permanent disability or ill health!!! Could cause long term illness or serious injury!! Could require medical attention & several days off work ! Could require first aid What to do next Determine the risk rating for each hazard identified on your list of work tasks. Record the risk level in the Assess the risk column of the risk assessment sheet A risk assessment template is included with the Safety Basics program. Enhance your knowledge and skills with NSCA training - WHS risk management - Organisational risk for senior managers (2 hour workshop) - Risk management and preparing a safe work method statement (2 hour workshop) Step 3 Fix the problem Now that you have spotted the hazards and assessed their risks, you need to decide what needs to be done to control them, starting with the high risks first. Page 12 of 27

14 In the process of identifying hazards and assessing risks, you may see simple or common industry solutions to controlling many of them quite quickly always try to use the most effective solution possible. First try to eliminate the hazard The most effective strategy is to remove the hazard completely from your workplace. This could mean removing trip hazards on the floor of a corridor, disposing of unwanted chemicals etc. Where elimination is not practical, the next step is to minimise and control the risks as far as possible, working through the other alternatives systematically, in order of effectiveness, using the hierarchy of control: 1. Substitute the hazard for a lesser risk 2. Isolate the hazard from people at work 3. Engineering controls 4. Administrative controls 5. PPE - Personal protective equipment 1. Substitute with something that is safer For example: Use smaller packages to reduce the weight of items that have to be manually handled, use a less toxic chemical, use scaffolding instead of ladders to reduce the risk of falls. 2. Isolate the hazard For example: Use sound proof barriers to reduce noise levels, use an enclosed spray booth for spray painting, use remote control systems to operate machinery, store chemicals in a fire rated fume cabinet. 3. Engineering control modify tools, equipment or systems of work For example: Use trolleys or hoists to move heavy loads, place guards around moving parts of machinery or fit cut-out switches, install residual current devices (electrical safety switches). 4. Use administrative control measures For example: Use permit-to-work systems for hazardous work, provide training and supervision, regular maintenance of machinery and equipment, and limit exposure time by introducing job rotation. Page 13 of 27

15 5. Use personal protective equipment (PPE) PPE protects the worker s body from hazards, eg gloves, hard hats, hearing and eye protection, safety harnesses, high visibility clothing. PPE is the least reliable form of protection. In most cases, it should only be used in the short term until you have got a better method of control, or in combination with other controls. If you are providing PPE, ensure: The right type of PPE is selected for the job. PPE fits properly and is comfortable under working conditions. Workers are trained in the need for PPE, its use and maintenance. PPE is stored in a clean and fully operational condition. In many cases more than one control measure should be used to adequately reduce the level of risk. Remember Wearing PPE does not remove the risk! Safe Work Procedures Safe work procedures are a means of briefly documenting the risks associated with a work task and incorporating the appropriate risk control measures into a series of steps to do the task safely. Safe work procedures ensure your workers are aware of the risks in their work tasks and provide a useful tool for training and supervising your workers, and responding to incident reports and changes in the workplace. Developing a safe work procedure Develop safe work procedures for tasks that present the greatest risk to your workers and pose the most serious consequences. Procedures should clearly and succinctly communicate to workers what they need to know to do their job safely. Who will use the safe work procedure? It is important to clearly identify who will use the safe work procedure before you start writing. Talk with workers about the task so you can develop clear and concise details in a step by step process. Page 14 of 27

16 As the procedure writer, you want a clear understanding of what s going on in as much detail as possible. So you need to gather relevant information from employees who are working on the task involved. Workers are more likely to follow safety procedures if they have been involved in developing them. Step by step Once you have all the information you need to document your safe work procedures, make sure it is easy to understand and follows a step by step process to work through the task. Don t complicate your chart with too many symbols or too much text. It should flow naturally from start to finish and be structured in a logical way. Make it clear, concise and easy to understand Consider the language, cultural and literacy needs of workers and adapt your communication style where necessary. You may find using words alone is not the best option within a procedure. Consider including photographs or simple diagrams where appropriate do check your image or diagram is giving the right message to your workers. Some simple rules of writing Use plain everyday English words or local language. The use of uncommon, long or complex words or sentences should be avoided where possible. Keep to short paragraphs and avoid using more words than you need. Be specific enough to communicate clearly. Write for the workers who will use the safe work procedure. Try to keep the procedure itself to a reasonable size that is easy to display and read. Well-written procedures will help improve the quality of work within your organisation, reduce the number of mistakes, and help people perform complex tasks safely. Proper implementation of safe work procedures involves training and supervision. Simply reading the documented procedure is not enough. Your workers must be trained to do their work tasks safely and demonstrate the ability to follow the safe work procedures. Step 4 Evaluate results Congratulations on taking action to fix the safety problems you ve found in your workplace. Remember though that risk management is not a one-off event it s an ongoing process. Once you ve identified the hazards, assessed their risk and fixed them, you need to follow up with the next step of the risk management process evaluate the results. Page 15 of 27

17 How to evaluate? Evaluation is an important step in the risk management process. After you think you ve fixed the problem, find out whether the changes have been effective. It is useful to think through the risk management steps again to ensure no new risks have arisen. Talk with your workers Are the changes making a difference to work? What do your workers think? Will the solutions reduce risks and prevent injury or illness in your workplace? Do they create new hazards or increase the risk of existing ones? Are the workers following the safe work procedures or are there problems? If there are problems, what are they? Perhaps you and your workers can even see ways to make further improvements. What to do next Set a date to review the task, choosing a timeframe appropriate to the task and the level of risk involved. Step 5 Review to ensure it still works The last step in the risk management process is to review the control measures you have put in place to ensure they re still relevant to the tasks, hazards and risks. They should be reviewed regularly, particularly if: There have been injuries or incidents. Work processes have changed. New equipment has been introduced to the task. Work environment has changed (eg relocation, work area alterations or renovations). In reviewing, consider the following questions: How effective are the control measures? In solving one problem, have other hazards been created? Are workers following safe work procedures and the control measures? Have shortcuts or work-arounds been introduced to over-ride the control measures or safe work procedures? Have new hazards been identified? Do you consult with your workers? Has technology or work process changed? Are there new work methods, new equipment or chemicals available to make the job safer? Page 16 of 27

18 Are safety procedures followed by staff? Has the training provided to staff been successful? Has there been a reduction in injuries, incidents and near misses? What to do next If you identify new hazards, or control measures that aren t working well, go through the risk management steps to eliminate, or minimise and control, the risk of harm to workers and others at the workplace. Risk management is about ongoing and continuous improvement safety should evolve along with your business operations for a safe and sustainable future. Page 17 of 27

19 Stage 4 Inform, train and supervise Induction You need to ensure your workers are informed about health and safety and trained to safely undertake their work tasks by following the steps of safe work procedures where required. Introducing new workers to the workplace When you introduce new workers, you probably already start their induction by showing them around and telling them what they need to know about the facilities, their fellow workers, work times, meal breaks, pay day etc. The induction should also incorporate workplace safety so your workers know how to work safely, how to report a problem, incident or injury and what to do in an emergency. It s a good idea to keep records of your inductions to make sure they consistently cover all the information you need to supply and verify new workers participated in and understood the induction information. New worker inductions These suggestions will help you decide on the best form an induction program should take in your workplace. Involve key people in the induction, for example the new worker s supervisor, health and safety representatives and co-workers. Pace the induction so you don t overwhelm the new worker with too much information. Provide clear instructions and ensure they are understood. Show (don t just tell) the new worker how to perform the tasks emphasise the main points. Encourage the new worker to ask questions. Don t assume any prior knowledge, training or experience. Your workplace, equipment, tools and work practices may be different. Include things that may seem common sense despite the new worker s background. Consider the language, cultural and literacy needs of the new worker. Ensure the new worker is supervised while they perform the tasks until they demonstrate they are competent. Review and correct any mistakes immediately. Check the new worker has understood what they have been told or shown. Follow-up with frequent visits, talks and training sessions as required through the new worker s first year. An induction template is included with the Safety Basics program. Page 18 of 27

20 Training Find out what skills and experience your workers already have, and how you can build on these. You need to make sure your workers maintain the skills and knowledge they need to work safely. If the work tasks change, consider what additional training will be required. Workers who are elected as health and safety representatives are entitled to specific training to perform this role. A training register helps you record what training your workers have done and what additional training they need. A training register also allows you to keep track of the skills your workers have in specific areas. Information and training can be provided using: Procedure manuals Equipment operating/maintenance manuals Safety Data Sheets for chemicals Written work instructions / safe work procedures Safety noticeboard Training videos Managers or supervisors can provide on-the-job training in such things as: Induction of new workers Specific hazards and risks associated with the job Safe work procedures Emergency procedures Use and maintenance of personal protective clothing and equipment Expert and/or external courses may be required for training in such things as: Safe use of new or specialised equipment Manual handling First aid Health and safety representative training Certification for plant users and operators A training register template is included with the Safety Basics program. Page 19 of 27

21 Supervision The level of supervision required depends on the worker s KASH, by assessing how competently the worker does the work tasks. KASH stands for: Knowledge Attitude Skill Habit Do they know how to do the work? Do they work safely and follow the safe work procedures? Are they appropriately trained and qualified to do the work? Do they have the experience required to do the work safely and well? You need to assess if workers have all the information and training they need to do the work, to do it safely and to the standard you require. Assessing their KASH means you can also assess what level of supervision they will need. For example, workers who are new to a task and have little or no experience will clearly need a much higher level of supervision than one who has years of experience and demonstrated they have the skill to do the work safely and well. Page 20 of 27

22 Stage 5 Manage injuries and incidents Three key steps to managing injuries and incidents are: Develop and implement procedures for reporting safety issues, injuries, incidents and near-misses Take appropriate action when safety issues, injuries, incidents and near-misses are reported, including notifications required by law Review safe work procedures and training after incidents, injuries and near-misses are reported, change if required and consult with workers as part of the review. Encourage and support workers to report safety issues, injuries, incidents and near-misses Employers (or PCBUs) have a responsibility to consult with workers. One of the primary reasons for this is in order to identify and mange risks to health and safety in the workplace. As part of your commitment to safety, encourage workers to report any safety or health problems as soon as they notice them. A record or procedure for reporting safety issues should be kept to identify: the problem the date it was found how it will be fixed who will fix it when it is fixed (signed off by you that the problem is fixed). Make sure others in your workplace (including your health and safety committee and elected work health and safety representatives) are aware of these issues. Encourage workers to report potential safety issues (near-misses) in the same way they are encouraged to report hazards. Reporting and reviewing near-misses gives you a proactive opportunity to stop a severe incident or injury before it occurs. Identifying what went wrong and why, and taking action to ensure that the same situation is not repeated, is an essential part of managing safety in your workplace and may help prevent another or more severe injury or incident occurring in the future. Managing workrelated incidents and injuries is a legal obligation and is an important part of minimising loss and disruption in your business. Page 21 of 27

23 What to do next Make sure workers understand the importance of reporting safety issues and can access and use the hazard reporting procedure. A hazard reporting template is included with the Safety Basics program. Planning for emergencies and evacuation Consider the type of emergency situations your business could be exposed to: Fire, explosion, chemical spill, flood, medical emergency, machinery or motor vehicle accident, robbery or violence. As part of your responsibility to ensure the safety of people in your workplace, you must make arrangements for a safe and rapid evacuation in case of an emergency. Develop plans and procedures on how to respond quickly and safely in such emergencies. Involve your workers in developing procedures. If you share your workplace or worksite with other businesses, you may need to co-ordinate your emergency response with them. What to do next Develop and implement emergency and evacuation plans and procedures. Involve workers in the planning and review process. Once you have developed your plan, practice your evacuation procedures regularly (eg fire drills) to ensure everyone knows how it works. Include emergency and evacuation procedures in the induction of new staff and contractors. To help develop emergency and evacuation plans and procedures: An emergency procedures checklist is included with the Safety Basics program An emergency management plan checklist is included with the Safety Basics program Investigating and reporting incidents and injuries Incidents and injuries are not just bad luck or unpredictable in most cases they occur as a result of a chain of events and a failure of one or more links in that chain. Investigating incidents and injuries helps you find out what went wrong, why it happened, if a control measure was in place, and why it failed. It is important to know the safety regulators in each state or territory require employers/pcbus to notify them of any workplace death, serious injury or illness, or any incident that could have caused death or serious injury or illness (dangerous incident). You must notify your safety regulator by the quickest means possible usually this is by contacting your safety regulator direct by phone (including after hours). Page 22 of 27

24 Your safety regulator will advise if you also need to complete a Notifiable Incident report form (and keep a copy of any form that you send). An Incident/injury investigation report template is included with the Safety Basics program. Workers compensation, rehabilitation and return to work Key steps to managing workers compensation, rehabilitation and return to work include: Workers compensation insurance policy that accurately reflects business details All injuries reported to workers compensation insurer within required timelines Workers informed of the return to work program, including procedures in the event of an injury or illness Return to work plans implemented for injured workers when required Any person who operates a trade or business and employs workers must maintain a current workers compensation policy as required in your state or territory or under a Commonwealth arrangement. If you engage contractors/sub-contractors on a regular and systematic basis, you should contact your safety and/or workers compensation regulator to discuss the employment arrangement, as these people may also be deemed workers under the workers compensation legislation. Note: Workers compensation legislation is separate from WHS/OHS legislation, with separate conditions between each state and territory, or under a Commonwealth arrangement (eg timeframes, claims, benefit payments etc). Early intervention, rehabilitation and safe return to work Workers compensation, injury management and rehabilitation legislation and guidelines place emphasis upon early intervention to facilitate an early and safe return to work for workers who sustained a workplace injury. The process involves early notification of injuries to the employer, and by the employer to their workers compensation insurer. Workplace rehabilitation for injured workers is also required and helps injured workers achieve an early and safe return to the workplace. What to do next Have a current workers compensation insurance policy that covers all your workers Display a summary which includes insurance policy details and requirements for making workers compensation claims Page 23 of 27

25 Develop a Return to Work Program in consultation with your workers, an approved rehabilitation provider, and any industrial union representing the workers (as required) Display the Program and any other required information (refer to your workers compensation regulator) Inform workers of the need to notify in writing, or verbally, of any work-related injury or illness as soon as possible after an injury has happened Provide written confirmation to the injured worker of notification of the injury or illness Keep a Register of Injuries that is readily accessible to the workers, and which records every injury regardless of whether or not a claim is made Advise your workers compensation insurer within 48 hours after becoming aware a worker has received a workplace injury. Check methods and timeframes with your workers compensation insurer as these differ in each state / territory or Commonwealth arrangement The insurer must take action within a reasonable timeframe after receiving the notice of injury by contacting you, the injured worker and (if appropriate and practicable) the nominated treating doctor Provide compensation claim forms (or access) on request from the injured worker Lodge the completed claim form with your workers compensation insurer within 7 days of receiving the form from the worker the workers compensation insurer has 28 days to either accept or deny the claim Take all reasonable steps to provide suitable duties to a worker returning from injury or illness Visit the NSCA website (Knowledge Centre) to find links to the workers compensation regulator and legislation in your state/territory. A return to work program template is included with the Safety Basics program. Enhance your knowledge and skills with NSCA training - WHS Incident investigation - Return to work coordination - WHS incident reporting in the workplace (2 hour workshop) Page 24 of 27

26 Stage 6 Keeping records Keeping records of safety activities makes managing health and safety at your workplace easier. The tools provided in this Safety Basics program are a good start to your record keeping system. It is important to document your health and safety activities and keep these records to: Meet legal requirements Provide information to workers, and Monitor the health and safety performance of your business What records do you need to keep? Hazard identification, risk assessment and control process These records include checklists, risk assessment information and risk control plans. They provide evidence of your health and safety activities and help you review and improve the health and safety performance of your business. Maintenance of plant and equipment These records enable you to schedule regular inspections and provide evidence of maintenance carried out. Keep them with manufacturers specifications and operators manuals. Maintenance records also improve the resale value by providing a complete history. Incidents and injuries These records enable you to identify hazards, monitor trends and take the appropriate action to prevent them happening again. Near misses or dangerous incidents should also be recorded, since these are often a warning signal of future, preventable incidents and injuries. WHS/OHS and workers compensation legislation require employers/pcbus to maintain records of incidents and injuries. Hazardous chemicals register This is a list of all hazardous chemicals stored and used at the workplace including a collection of Safety Data Sheets (SDS), which can be obtained free from the chemical supplier/manufacturer. The register should be kept as an accessible source of information for workers using the chemicals. Training records It is essential you have a record of the training provided to every worker, which should include details of the training content, who conducted it and when it was provided. Staff records These include a workers relevant experience, qualifications, personal details and emergency contacts. Page 25 of 27

27 All records need to be kept up to date to be of the greatest benefit. Some records are required under health and safety legislation to be kept for at least 5 years, particularly records relating to injuries, workers compensation claims, injury management and return to work. Contact your safety regulator for record keeping information relevant to your state or territory. A hazardous chemicals register template is included with the Safety Basics program. Where to from here? Review regularly Managing health and safety is an ongoing process that should form part of the way you do business. Your processes, operations and workers may change over time and so may the risks. Make sure you continually review your safety management system to find out how well it is working by regularly checking and evaluating each step. A review of your safety management system could be conducted anywhere between a week and a few years. The timeframe needs to be appropriate to the task/hazard and risks involved. Consider the following questions: Are the control measures still effective? Are they working as intended? Ensure the control measures have not created new hazards. Have new hazards been introduced? Have they been risk assessed? How accurate is the risk assessment process? Are workers actively involved in your health and safety program? Are workers openly raising health and safety concerns and reporting problems as soon as possible? Have new work methods, new equipment or chemicals made the job safer? Are safety procedures being followed? Is personal protective equipment being worn as instructed? Has instruction and training provided to workers on how to work safely been successful? Has there been a reduction over time in the frequency and severity of incidents that cause injury? Are safety records accurate and up to date? Does the safety management system address any workplace or legislative changes? Page 26 of 27

28 Planning for safety Reviewing your safety management systems may identify areas requiring improvement. An action plan can help to prioritise which improvements can be done the fastest and simplest way, and which carry the most risk of causing serious harm and should be dealt with as soon as possible. Make a list of things to improve Specify clearly what you want to achieve Identify who is responsible to make it happen Allocate appropriate resources Set a completion date A safety action plan template is included with the Safety Basics program. Page 27 of 27