Universiti Tunku Abdul Rahman Manual Title : HAZARD IDENTIFICATION, RISK ASSESSMENT AND RISK CONTROL (HIRARC)

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1 Procedure Number : QP-DSS-005 Rev No: 0 Effective Date: 07/04/2010 Page No: 1 of Purpose The purpose of this SOP is to provide a systematic and objective approach to assessing hazards and their associated risks that will provide an objective measure of an identified hazard as well as provide a method to control the risk. It is one of the general duties as prescribed under the Occupational Safety and Health Act 1994 (Act 514) for the employer to provide a safe workplaces to their employees and other related person. 2.0 Scope This SOP outlines requirements associated with OSH workplace inspections, including training, inspection checklists to be used and HIRARC report. 3.0 Definitions Hazard means a source or a situation with a potential for harm in terms of human injury or ill health, damage to property, damage to the environment or a combination of these. Hazard identification means the identification of undesired events/conditions that lead to the materialization of the hazard mechanism by which those undesired events could occur. Inspection team / HIRARC Team means two or more people responsible for conducting the workplace inspection Risk means a combination of (i) the likelihood of an occurrence of a hazardous event with specified period or in specified circumstances and (ii) the severity of injury or damage to the health of people, property, environment or any combination of these caused by the event. Risk assessment means the process of evaluating the risk to safety and health arising from hazards at work.

2 Procedure Number : QP-DSS-005 Rev No: 0 Effective Date: 07/04/2010 Page No: 2 of 13 Risk control means the process of implementing measures to control the risk associated with a hazard. Risk management means the total procedure associated with identifying a hazard, assessing the risk, putting in place control measures, and reviewing the outcomes. 4.0 Responsibilities 4.1 Faculties/Divisional Management Management in Faculties and Divisions/Departments, may, if requested, to assist the OSH Committee to carry out workplace inspections and subsequent rectification of hazardous conditions. Management and staff also have the responsibility to inform OSH Committee on any potential hazards identified and/or the effectiveness of existing controls. 4.2 HIRARC Inspection Team The inspection team is required to record workplace inspections findings as set out in this SOP and to ensure hazards are controlled. 5.0 Workplace Safety Inspections 5.1 Inspection Frequency The Occupational Safety and Health Act (OSHA) 1994 require the inspection of workplace to be done at least once in every three months. However, inspection frequency is determined by the level of risk associated with the workplace (faculty, division, department, laboratory). A risk assessment should be conducted by the Faculty/Division/Department/Laboratory controlling the area to determine the risk and the frequency of inspections required.

3 Procedure Number : QP-DSS-005 Rev No: 0 Effective Date: 07/04/2010 Page No: 3 of 13 After receiving risk assessment reports, an inspection schedule, appropriate for the level of risk, should be developed by the HIRARC team, to program inspection throughout the year. This schedule should be communicated back to the respective faculty, division, department and laboratory. 5.2 HIRARC Inspection Team It is recommended that those conducting workplace inspections attend HIRARC training and have knowledge and/or experience of the workplace and hazards that may be present. The inspection team should be comprised of at least an OSH Committee member, a Department of Estates and Facilities (DEF) representative. Inspections team may also include a person external to the area. The in charge personnel of the area should be present during the inspection if required by the inspection team. HIRARC Team should prepare the inspection schedule and discuss the areas to be inspected and time allocated for inspection. Each inspection must be fully documented. The HIRARC form (Appendix B) must be completed by the inspection team and signed by the in charge personnel of the location and an agreement amongst team members involved in the inspections on counter measures and recommendations, prior to submitting the report to the OSH committee. 5.3 Staff Involvement Staff (science/engineering/computer laboratory/workshop etc.) have valuable on-the-job experience and can have skills in identifying the hazards associated with particular tasks. This information is valuable during inspections and it is recommended that staff is involved in the inspection process or given the opportunity to provide information to the inspection team by being present during inspections. All staff are encouraged to provide information or/and report any potential hazards to the OSH Secretariat. 5.4 Inspection Checklists

4 Procedure Number : QP-DSS-005 Rev No: 0 Effective Date: 07/04/2010 Page No: 4 of 13 During inspection, checklists are used to assist in the identification of hazards. Any additional hazard should be noted at the end of the checklist. An example of a checklist can be found in Appendix D. Faculty/Division/Department/Laboratory can include additional hazards in the checklist for their units as long as OSH Secretariat is informed. Inspection checklist is used to produce HIRARC report. 5.4 Preventive / Corrective Action Once potential hazards or hazards are identified, measures should be taken to ensure the hazards are controlled. Once an inspection is completed those items that require preventive / corrective actions should be addressed. The HIRARC report should be sent to OSH Secretariat within ten working days after the inspection is done. The Secretariat would ensure that the reports are sent to an appropriate department/person for action. The Secretariat should follow-up to verify that action has been taken or is completed and review the risk to ensure that it has been eliminated or minimized. Where a hazard presents an immediate risk to safety and health, the HIRARC team / Safety and Health Officer should attempt to make the area safe and notify the area in charge personnel for further action. 5.5 Inspection Reports / Documentation Inspection report should consist of checklists and an HIRARC Form (inspection/hazard summary). OSH Secretariat should disseminate the HIRARC report to the relevant Dean/Director/HOD/Laboratory Officer. A HIRARC Report should detail, but not limited to, the following: Area inspected

5 Procedure Number : QP-DSS-005 Rev No: 0 Effective Date: 07/04/2010 Page No: 5 of 13 Area supervisor Inspection team Area supervisor / Person in-charge Hazard identification Risk assessment Risk control (Recommendations, action to be taken by, due date/status) 6.0 Appendices Appendix A: Flowchart of HIRARC Process Appendix B: HIRARC Form Appendix C: HIRARC Form (Example) Appendix D: Checklist (General Area)

6 Procedure Number : QP-DSS-005 Rev No: 0 Effective Date: 07/04/2010 Page No: 6 of 13 Flowchart of HIRARC Process Appendix A HIRARC Team to complete/assess: a) scheduled building inspections after risk assessment is done, b) identified potential hazards or hazards, c) any work activities. Consultation with staff for specify work activities e.g. machine operation, chemicals handling. Identify Hazards from the information gathered. Assessing the risk (high/medium/low) after hazard identification. Develop control measures/action plan Review Implement the control measures/action plan and follow up

7 Procedure Number : QP-DSS-005 Rev No: 0 Effective Date: 07/04/2010 Page No: 7 of 13 HIRARC FORM Appendix B Faculty/Location/Block Campus PK / K-V Conducted by: Name: Name: Name: Designation/Dept: Designation/Dept: Designation/Dept: Date: (from to ) Time: Next Review Date: Ref. No. for Follow Up Action: Risk Hazard Identification (HI) Assessment Risk Control (RC) (RA) Risk No Hazard / Defect Identified and which can cause / effect (High/Medium/ Recommended Control Measures Action By & Low) Due Date/Status 1 2 3

8 Procedure Number : QP-DSS-005 Rev No: 0 Effective Date: 07/04/2010 Page No: 8 of 13 HIRARC FORM (Example) Appendix C (i) Faculty/Location/Block PE (CFS-PJ) Campus PK / K-V Conducted by: Name: Benedict Tong Name: Chu Ling Onn Name: David Chan Designation/Dept: SHO/DSS Designation/Dept: Lecturer Designation/Dept: Manager/DEF Date: (from to ) 2 Nov 2009 Time: 10 am to 2 pm Next Review Date: 31 Nov 2009 Ref. No. for Follow Up Action: PE/4 th Q 2009/1 (2, 3 and so on) No Hazard Identification (HI) Hazard / Defect Identified and which can cause / effect 1 No alarm, sprinkles, detectors, hydrants observed / no warnings during emergencies e.g. fire may cause fatality Risk Assessment (RA)# Risk (High/Medium /Low) High Risk Control (RC) Recommended Control Measures Request the owner on providing these facilities. Action By & Due Date/Status DEF/ 31 Dec No emergency numbers displayed. First aiders contact nos. not available / delay in getting assistance during emergency e.g. first aid, ambulance, BOMBA services. 3 Spoiled chairs to be removed. (1 st Floor) / obstruct escape during emergency. Medium Low Emergency numbers should be displayed at strategy locations. First aiders numbers should be displayed nearby or inside the first aid kit To remove the chairs as soon as possible DSS 31 Nov 2009 DEF/ 9 Nov 2009

9 Procedure Number : QP-DSS-005 Rev No: 0 Effective Date: 07/04/2010 Page No: 9 of 13 # Risk Assessment (High/Medium/Low) is derived from the table below: Appendix C (ii) Severity (S) Likelihood (L) High Medium 5-12 Low 1-4 A HIGH risk requires immediate action to control the hazard as detailed in the hierarchy of control. Actions taken must be documented on the risk assessment form including date for completion. A MEDIUM risk requires a planned approach to controlling the hazard and applies temporary measure if required. Actions taken must be documented on the risk assessment form including date for completion. A risk identified as LOW may be considered as acceptable and further reduction may not necessary. However, if the risk can be resolved quickly and efficiently, control measures should be implemented and recorded. Hence, risk can be calculated using the following formula: L x S = Risk L = Likelihood S = Severity

10 Procedure Number : QP-DSS-005 Rev No: 0 Effective Date: 07/04/2010 Page No: 10 of 13 Below is one of the examples of Likelihood: Likelihood is an event likely to occur within the specific period or in specified circumstances. Appendix C (iii) Likelihood (L) Example Rating Most likely The most likely result of the hazard / event being realized 5 Possible Has a good chance of occurring and is not unusual 4 Conceivable Might be occur at sometime in future 3 Remote Has not been known to occur after many years 2 Inconceivable Is practically impossible and has never occurred 1 Severity is outcome from an event such as severity of injury or health of people, or damage to property, or insult to environment, or any combination of those caused by the event. Severity (S) Example Rating Catastrophic Numerous fatalities, irrecoverable property damage and productivity. 5 Fatal Approximately one single fatality, major property damage if hazard is realized 4 Serious Non-fatal injury, permanent disability 3 Minor Disabling but not permanent injury 2 Negligible Minor abrasions, bruises, cuts, first aid type injury 1 Source: Guidelines for Hazard Identification, Risk Assessment and Risk Control, 2008, DOSH, Ministry of Human Resources

11 Procedure Number : QP-DSS-005 Rev No: 0 Effective Date: 07/04/2010 Page No: 11 of 13 Appendix D GENERAL AREA INSPECTION CHECKLIST Inspection Carried Out By : Location : Inspection Date/ Time : * Boxes to be ticked as items are satisfactory () or required action (X), or otherwise NA indicates the item is not applicable to this area. No. Criteria 1 Floors, Aisles, Walls, Ceilings, Stairs and Landings a Do floors have even surfaces (no cracks or holes)? b Are the floors and aisles clear of rubbish, materials and equipment? c Are walkways clear of obstructions and trip hazards (e.g. electrical cords)? d Are walls in good condition (no cracks or holes)? e Are ceilings in good condition (no crack, sagging and water stain/water leaking)? f Are stairs in good condition (no worn or broken treads)? g Are handrails in good condition? h Are non-skid strips in good condition? i Are landings clear of obstructions? 2 Emergency Procedures a Are emergency numbers clearly displayed? /X or NA Result of Inspection

12 Procedure Number : QP-DSS-005 Rev No: 0 Effective Date: 07/04/2010 Page No: 12 of 13 b c d e f g h i j k l m n o p q r s Are fire extinguishers located in an easy to see location? Have fire extinguishers been serviced/tagged/expired? Are fire extinguishers free from obstruction (clearing at least 1 meter)? Are accesses to Hose Reel free from obstruction? Have the smoke detectors functioning/been tested? Have the fire alarm functioning/been tested? Are overhead sprinkler/detectors clear of obstructions, stores etc? Are emergency evacuation map easy to understand, up to date and clearly displayed? Are emergency evacuation instructions easy to understand and clearly displayed? Have emergency lighting units functioning/been tested? Are emergency exit stairs adequately lit? Are fire doors closed but not locked? Are exit signs in place and illuminated? Are exit doors marked and clearly visible? Can exit doors be opened from inside (no pad-locks)? Are exit corridors clear of obstructions (including outside of the building)? Are all fire hydrants visible and readily accessible (clearing at least 3 meter)? Have the fire hydrants functioning/been tested? 3 First Aid a Are first aid kit and contents clean and orderly and properly stocked (check expiry date)? b Do First Aid Kit signs indicate locations of kits and contact numbers of first

13 Procedure Number : QP-DSS-005 Rev No: 0 Effective Date: 07/04/2010 Page No: 13 of 13 aiders? Are the signs clearly displayed? 4 Electrical a Are electrical items tested and tagged and in date? b Are all power outlets and switches in good condition (not broken)? c Are all electric panels locked and surrounding 3 ft of space clear? d Are extension leads / power boards used as designed (temporary or makeshift leads/power boards, double adaptors, overloading)? 5 Lighting / Other a Is there adequate lighting for the work being carried out? b Is the drinking water from water dispenser clean and safe to drink? c Are waste bins routinely emptied? Other Comments: