This guide aims to provide schools and workplaces with a better understanding of the evidence required to be uploaded when reporting completion of corrective actions identified during the audit. All documents are required to be current (within 12 months). DET workplaces are not required to upload multiple copies of the same document. Please place the following comment in the box if a document has already been provided “see relevant document as attached in OHSMS section (insert number e.g. 6.1)”. Element 1: OHS Planning OHSMS Procedure Name OHSMS Sections Criteria Examples of Evidence • OHS Planning Procedure (DEE ESWB-02-1-4) • OHS Activities Calendar Template 6.1 OHS Activities Calendar The workplace has developed and implemented an OHS Activities Calendar or equivalent. Copy of the OHS Activities Calendar or equivalent • OHS Planning Procedure (DEE ESWB-02-1-4) • OHS Activities Calendar Template 6.2 Initial Review of the OHS Activities Calendar The OHS Activities Calendar includes mandatory activities. Copy of the OHS Activities Calendar or equivalent • OHS Planning Procedure (DEE ESWB-02-1-4) • OHS Activities Calendar Template 6.2 Initial Review of the OHS Activities Calendar 6.3 Allocating Responsibility for Activities Responsible persons and/or resources, and the frequency in which the identified OHS activities will be implemented is clearly specified in the OHS Activities Calendar. Copy of the OHS Activities Calendar or equivalent • OHS Planning Procedure (DEE ESWB-02-1-4) 6.4 On-going Review of the OHS Activities Calendar The OHS Activities Calendar or equivalent is reviewed at on a monthly basis or after relevant milestones or events have occurred. Records demonstrate that the activities identified in the OHS Activities Calendar have been implemented as planned. Copy of: OHS Activities Calendar or equivalent; or Meeting minutes; or Emails. The OHS Activity Calendar is reviewed and completely updated 12 months. Copy of: OHS Activities Calendar or equivalent; or Meeting minutes.
Element 3: Risk and Hazards Management OHSMS Procedure Name OHSMS Sections Audit Criteria Examples of Evidence • OHS Risk Management Procedure (DEE ESWB-04-1-5) 6.1 OHS Risk Register An OHS Risk Register has been developed for the school or workplace. Copy of OHS Risk Register • OHS Risk Management Procedure (DEE ESWB-04-1-5) 6.3 Ongoing review of the OHS Risk Register 6.7 OHS Risk Register The OHS Risk Register is reviewed and updated on an annual basis or when required. Copy of OHS Risk Register • Workplace Inspection Procedure (DEE ESWB-20-1-4) 6.1 Identifying areas subject to Workplace Inspection 6.6 Record Keeping Regular OHS inspections are undertaken for all relevant school or workplace areas using the OHS Inspection Checklist. The results are reviewed by the Workplace Manager or OHS Nominee to verify that identified risk are being adequately managed. Copy of: Completed OHS Inspection checklists; or OHS Activities Calendar. • OHS Risk Management Procedure (DEE ESWB-04-1-5) 6.5 Guidance on the DET Risk Management Methodology All relevant OHS hazards for the school or workplace have been identified and listed in the OHS Risk Register. Copy of OHS Risk Register Control measures for the OHS hazards identified in the OHS Risk Register have been defined following the Hierarchy of Controls. Copy of OHS Risk Register The residual risk level for the OHS hazards identified in the OHS Risk Register for the workplace have been assessed and the risk levels are appropriate. Copy of OHS Risk Register
Element 3.5: Hazards Management OHSMS Procedure Name OHSMS Sections Criteria Examples of Evidence may include • Hazardous Building Material's Procedure (DEE ESWB-16-2-4) • Division 5 Asbestos Audit Report 6.1 Identifying and Assessing Hazardous Building Materials A current Division 5 Asbestos Audit Report is available at the workplace. A copy of the front page of the current Division 5 Asbestos Audit Report showing the school name and date of audit. • Hazardous Building Material's Procedure (DEE ESWB-16-2-4) • Asbestos Management Plan (DET ESWB 6.1 Identifying and Assessing Hazardous Building Materials A School Asbestos Management Plan has been developed and implemented. A copy of the current School Asbestos Management. • Asbestos Management Plan (DET ESWB 1.4 Asbestos Audit Report, Asbestos Register and Asbestos Label Register A current (updated within the last 3 months) Asbestos Register and Asbestos Label Register are available. Copy of: Asbestos Register Asbestos Label Register. • Hazardous Building Material's Procedure (DEE ESWB-16-2-4) • Asbestos Management Plan (DET ESWB 6.3.3 Training on Hazardous Building Materials 1.3 Asbestos Training The school Principal, Asbestos Coordinator and relevant personnel are appropriately trained in DET provided Asbestos Awareness Training and the online Asbestos Management eLearning Module. Copy of: Certificates from completion of eLearning module. • Hazardous Building Material's Procedure (DEE ESWB-16-2-4) • Asbestos Management Plan (DET ESWB 6.3.1 Control Measures Asbestos removal works are conducted following the School Asbestos Management Plan. Copy of: clearance certificates air monitoring results Division 6 Audit Report Completed Asbestos Removal Completion Form • Chemical Management Procedure (DEE ESWB 17-1-4) 6.1 Identify Dangerous and Hazardous Substances All dangerous and hazardous substances in the workplace are identified and recorded in a Chemical Register. A copy of the chemical register. • Chemical Management 6.2 Chemical Register and A current Material Safety Data Sheet (M)SDS is available for A copy of a current Safety Data Sheet.
Procedure (DEE ESWB 17-1-4) Material Safety Data Sheets all dangerous goods and hazardous substances in the workplace. • Chemical Management Procedure (DEE ESWB 17-1-4) 6.4 Risk Assessment of, and Safe Work Procedure for the Storage and Handling of Dangerous Goods and Hazardous Substances Documented risk assessments have been completed for all tasks involving the use of dangerous goods and/or hazardous substances and include details of risk controls. A copy of completed risk assessment for a chemical process. • Chemical Management Procedure (DEE ESWB 17-1-4) 6.8 Labelling Dangerous Goods and Hazardous Substances in the workplace are clearly and appropriately labelled. A photograph a chemical container where a new label has been applied. • Chemical Management Procedure (DEE ESWB 17-1-4) 6.10 Storage Dangerous Goods and Hazardous Substances in the workplace are stored in appropriate storage areas. A photograph of the chemical storage area. • Chemical Management Procedure (DEE ESWB 17-1-4) 6.12 Chemical Waste and Disposal of Chemicals Chemical waste is collected and disposed of appropriately and records are retained of disposal certificates from an EPA-approved waste contractor. A copy of the disposal certificate from an waste contractor. Testing and Tagging of Electrical Equipment Procedure (DEE ESWB-15-1-4) 6.1 Identify Electrical Equipment Electrical equipment in the workplace has been identified and recorded on the Electrical Equipment Register (or contractor's equivalent). A copy of the Electrical Equipment Register. Testing and Tagging of Electrical Equipment Procedure (DEE ESWB-15-1-4) 6.2 Testing of Electrical Equipment Electrical equipment in the workplace is regularly inspected, tested and tagged. A photograph of electrical equipment showing the date that it was tested on the tag. Manual Handling Procedure (DEE ESWB-07-1-4) 6.1 Hazard Identification All hazardous manual handling tasks within the workplace are identified and recorded A copy of the completed Hazardous Manual Handling approved
on the Hazardous Manual Handling Identification Form (or equivalent). Identification Form (or equivalent). • Manual Handling Procedure (DEE ESWB-07-1-4) 6.2 Risk Assessment A risk assessment for each hazardous manual handling task in the workplace has been conducted the Hazardous Manual Handling Risk Management Form (or equivalent), which includes documentation of risk controls. A copy of a completed Manual Handling Risk Management Form. Plant and Equipment Management Procedure (DEE ESWB- 10-1-5) 6.1 Identify and Equipment Plant and equipment in the workplace has been identified, and recorded on the Plant and Equipment Register. A copy of a completed Plant and Equipment Register. Plant and Equipment Management Procedure (DEE ESWB- 10-1-5) 6.2 Risk Assessment of Plant and Equipment A risk assessment has been completed for and Equipment in the workplace, which includes details of implemented risk controls. A copy of a completed risk assessment for an item of Plant or equipment. Plant and Equipment Management Procedure (DEE ESWB- 10-1-5) 6.4 Controlling and Equipment Risks 6.4.1 Control Measures Safe Work Procedures are displayed adjacent to all items of static plant and signed by all authorised employees. A photograph of a completed safe work procedure displayed adjacent to a relevant item of Plant and Equipment Management Procedure (DEE ESWB- 10-1-5) 6.4 Controlling Plant and Equipment Risks 6.4.2 Training and Education Teachers are competent to supervise student use of restricted and safer use plant and equipment in their facilities. A copy of the statement of attainment for the Course in Safe Use of Machinery for Technology Teaching. and Equipment Management Procedure (DEE ESWB- 10-1-5) 6.4 Controlling Plant and Equipment Risks 6.4.3 Maintenance Maintenance records are kept for each item of and equipment. A copy of a completed and Equipment Maintenance Form (or equivalent). Isolation and Tag Out Procedure 6.1 Isolation 6.2 Tag Out Plant and equipment that is identified as unsafe is isolated, A copy of a completed Isolation and Tag Out Register and/or a
(DEE 6.3 Maintaining Records tagged and recorded in the Isolation and Tag Out Register. photograph of or equipment that has been isolated and tagged. Plant and Equipment Management Procedure (DEE ESWB- 10-1-5) and equipment is in good condition and machine guarding is available to isolate moving and/or rotating parts when required. A photograph of or equipment where identified issues have been addressed. • Prevention of Falls Procedure (DET 3.2 Identify hazards associated with the potential to fall two metres or more 3.3 Record prevention of fall controls A documented risk assessment, which includes details of risk controls, has been completed for each task where employees are required to work at a height of 2 metres or more using the Risk Management Form (or equivalent). A copy of a completed risk assessment for work at height. • Prevention of Falls Procedure (DET 3.4.1 ‘Work Safely at Height Training’ for DET employees Employees required to work at heights have completed Work Safely at Heights Training Course (RIIWHS204D) and this was completed less than three years ago. A copy of a training certificate from an employee who has completed the Work Safely at Height Training Course. • Prevention of Falls Procedure (DET 3.5 Contractors working where there is the potential to fall two metres or more A Safe Work Method Statement has been provided by contractors who are required to work at a height of two metres or more and records are maintained. A copy of a Safe Work Method Statement completed by a contractor for work at heights. • Workplace Inspection Procedure (DEE ESWB-20-1-4) 3.5 Recording hazards identified during a workplace inspection Workplace inspections to identify slips, trips and falls hazards are conducted using the Workplace Inspection Checklists. A copy of a workplace inspection checklist where slips, trips and falls hazards were assessed. • Workplace Inspection 3.6 Review of outcomes of Risk controls have been implemented for all A photograph of an example risk controls were
Procedure (DEE ESWB-20-1-4) workplace inspections slips, trips and fall hazards. implemented for a slip, trip or fall hazard. Students displaying behaviours of concern have been appropriately reported (e.g. IRIS Reports, incident reports and eduSafe incident reports). A copy of a incident report. • Workplace Inspection Procedure (DEE ESWB-20-1-4) 3.5 Recording hazards identified during a workplace inspection Workplace inspections to identify slips, trips and falls hazards are conducted using the Workplace Inspection Checklists. A copy of a workplace inspection checklist where slips, trips and falls hazards were assessed. • Workplace Inspection Procedure (DEE ESWB-20-1-4) 3.6 Review of outcomes of workplace inspections Risk controls have been implemented for all slips, trips and fall hazards. A photograph of an example risk controls were implemented for a slip, trip or fall hazard. Response and Recovery Students displaying behaviours of concern have been appropriately reported (e.g. IRIS Reports, local incident reports and eduSafe incident reports). A copy of a incident report. Response and Recovery Post incident support such as on-site counselling or/and an employee assistance program is provided to A copy of: Meeting minutes; or Email with details, including the date, that post incident support was provided. Working With Parents and Carers Parents are notified of behaviours of concern as soon as practicable after the behaviours occur. A de-identified copy of a communication to notify parents of behaviours of concern. Prevention and Early Intervention Behavioural support plans and student support groups have been developed or established. A de-identified copy of a behaviour support plan. Professional Development Staff have received adequate training on how to respond to A copy of training certificates to demonstrate that
behaviours of concern, including: • Positive behaviour training • Completion of challenging behavioural course • Completion of functional behavioural assessment training • Completion of training in de-escalation relevant training has been completed. • Traffic Management Procedure (DEE ESWB-19-1-4) 6.1 Traffic Management Plan A Traffic Management Plan has been developed which considers traffic flow on the whole site. A copy of the completed Traffic Management Plan. • Traffic Management Procedure (DEE ESWB-19-1-4) 6.4 Controlling Posed by Traffic 6.5 Reviewing Controls Risk controls have been implemented for all traffic-related hazards in accordance with the Traffic Management Plan. A copy of the completed Traffic Management Plan. Element 4: Incident Reporting and Investigation OHSMS Procedure Name OHSMS Sections Audit Criteria Examples of Evidence • Hazard/incident Reporting and Investigation Procedure (DEE ESWB-06-1-6) 6.2 Incident Management All OHS incidents involving employees, contractors or visitors have been reported in eduSafe. eduSafe incident reference number For the incidents selected, assess if the following was completed: • Action plan was developed • Risk assessment was undertaken • Risk controls were implemented and the eduSafe incident reference number
incident closed in the system. • Hazard/incident Reporting and Investigation Procedure (DEE ESWB-06-1-6) • Incident Investigation Template 6.2.1.4 Notifiable Incidents 6.2.2 Incident Investigation Was or were these incidents entered into eduSafe (for employees, contractors or visitors) or CASES21 (for students)? A photograph of the OHS Noticeboard a copy of the Notifiable Incidents to WorkSafe Flowchart is displayed If applicable, for the incidents selected, assess if: • The incident was notified to WorkSafe Victoria. • An incident investigation was performed using the Incident Investigation Form or equivalent template. • The incident was notified within 48 hours. • Hazard/incident Reporting and Investigation Procedure (DEE ESWB-06-1-6) • First Aid and Infection Prevention and Control Procedure (DET ESWB- 3.8 Recording the Administration of Aid Treatment and Incidents For the first aid treatments selected, assess if they were reported in CASES21. CASES21 incident reference number Element 5: Emergency Management OHSMS Procedure Name OHSMS Sections Audit Criteria Examples of Evidence • Emergency Management Plan Template • Guide to developing your Emergency Emergency Management Planning A workplace specific Emergency Management Plan has been developed following the Emergency Management Plan Template provided by DET. Emergency Management Plan uploaded onto the
Management Plan for use by government schools A risk assessment has been completed as part of the Emergency Management Plan. Emergency Management Plan uploaded onto the • Emergency Management Plan Emergency Management Planning The Emergency Management Plan is reviewed annually and/or following an emergency or crisis and/or when improvement opportunities have been identified through emergency testing procedure rehearsals. Emergency Management Plan uploaded onto the • Testing Emergency Procedures Testing Emergency Procedures Emergency testing procedures are rehearsed on a quarterly basis. Copy of: OHS Activities Calendar Emergency evacuation exercise debrief minutes Emergency drill reports Element 6: First Aid OHSMS Procedure Name OHSMS Sections Criteria Examples of Evidence • First Aid and Infection Prevention and Control Procedure (DET ESWB- • Aid Risk Assessment (DET ESWB-27-2-6) 3.1 First Aid Risk Assessment First aid requirements have been assessed for the school or workplace in consultation with the HSR and/or First Aid Officer and a First Aid Risk Assessment has been completed. Copy of First Aid Risk Assessment • First Aid and Infection Prevention and Control Procedure (DET ESWB- 3.3.2 First Aid Kits School or workplace complies with at least the minimum First Aid Officers, kits and rooms as described in the First Aid Risk Assessment Form. Copy of Aid Risk Assessment
• First Aid and Infection Prevention and Control Procedure (DET ESWB- 3.3 First Aid Rooms/Sick Bays 3.3.1 Minimum First Aid Room Requirements First aid rooms (when applicable) are available and comply with the minimum first aid rooms requirements. Copy of First Aid Risk Assessment • First Aid and Infection Prevention and Control Procedure (DET ESWB- 3.3 First Aid Rooms/Sick Bays 3.3.1 Minimum First Aid Room Requirements First aid area (sickbay) contains a first aid kit and clearly displays the First Aid Summary Sheet or Emergency Management Contact details. Copy of: First Aid Summary sheet; or Emergency management contact details. • First Aid and Infection Prevention and Control Procedure (DET ESWB- 3.3 Aid Rooms/Sick Bays 3.3.2 First Aid Kits Regular inspections of first aid facilities, including a review of first aid kits are undertaken as planned or as required. Copy of completed First Aid Kits Contents Checklist • Aid and Infection Prevention and Control Procedure (DET ESWB- 3.5 Infection and Prevention Control 3.6 Cleaning and Sanitising 3.7 Disposal of Contaminated Waste Infection control guidelines are understood by responsible person(s) (e.g. First Aid Officer). Photograph of displayed Safe Work Procedure – Cleaning and Handling of Blood and Body Fluids • First Aid and Infection Prevention and Control Procedure (DET ESWB- 3.2 First Aid Officer Training First Aid Officer has undertaken recognised first aid training that meets the requirements of: • Provide First Aid - HLTAID003 • Annual refresher for Cardiopulmonary Resuscitation (CPR) - HLTAID001. Copy of training certificate(s) Element 7: OHS Induction and Training OHSMS Procedure Name Sections Audit Criteria Examples of Evidence
Procedure (DET ESWB 24-1-4) • DET Contractor Register Template engaged contractors used to record contractors to work onsite. • OHS Induction and Training Procedure (DET ESWB 26-1-6) • Contractor OHS Management Procedure (DET ESWB 24-1-4) • Contractor OHS Induction Checklist (DET • Contractor OHS Induction Handbook (DET ESWB 24-6-1) 3.3 Contractor OHS Induction An OHS induction process has been established for all contractors that includes the information specified in the Contractor OHS Induction requirements. Copy of completed OHS Induction Checklist • Contractor OHS Management Procedure (DET ESWB 24-1-4) 3.4 Sign in / sign out All contractors report to the General Office upon arrival at the workplace, to commencing any works, and a visitor’s pass is issued. Photograph of: Sign in-out register (Online or hard copy register) Signage directing contractors to reception/office • Contractor OHS Management Procedure (DET ESWB 24-1-4) • Safe Work Method Statement Template (DET ESWB-24-4-3) • Contractor Hazard Identification and Control (DET ESWB 24-5-4) 3.5 Provision of Safe Work Method Statements for high risk work A Safe Work Method Statement (SWMS) or equivalent is obtained from contractors prior to performing high risk activities such as: • Hazardous manual handling • Operating mobile and/or powered equipment • Use of concrete • Working at heights • Use of hazardous substances and dangerous goods Signed Safe Work Method Statement (SWMS) Signed Permit to Work Contractor Documentation
• Working near electrical lines or systems. • Contractor OHS Management Procedure (DET ESWB 24-1-4) • Safe Work Method Statement Template (DET ESWB-24-4-3) • Contractor Hazard Identification and Control Guide (DET ESWB 3.5 Provision of Safe Work Method Statements for high risk work A Safe Work Method Statement (SWMS) or equivalent is obtained from contractors prior to performing high risk activities such as: • Hazardous manual handling • Operating mobile and/or powered equipment • Use of concrete • Working at heights • Use of hazardous substances and dangerous goods • Working near electrical lines or systems. Copy of completed Safe Work Method Statements (SWMS) • Contractor OHS Management Procedure (DET ESWB 24-1-4) • Confined Space Entry Permit (DET ESWB 24-4-4) • Confined Procedure (DET ESWB-08-1-5) 3.6 Confined Space Entry Permit A Permit to Work system is established for contractors working in Confined Spaces. Confined Space Entry Permits • Volunteer Worker OHS Management Procedure (DET ESWB-30-1-2) • Safe Work Procedure (DEE ESWB-05-2-3) 3.2 Volunteer management risk controls A risk assessment has been completed for volunteer workers to them undertaking tasks such as: • Gardening/landscaping • Painting • Clean-up of grounds Copy of a completed Risk assessment • Volunteer Worker OHS Management Procedure (DET ESWB-30-1-2) 3.5 Volunteer worker OHS Induction An OHS induction process has been established for volunteer workers that includes the information specified in Copy of a completed Volunteer OHS Induction Checklist
• Volunteer Worker OHS Induction Checklist (DET ESWB • Volunteer Worker OHS Induction Handbook (DET ESWB 30-3-1) the Volunteer Worker OHS Induction Checklist. Element 9: Purchasing OHSMS Procedure Name Sections Audit Criteria Examples of Evidence • OHS Purchasing Procedure (DEE ESWB-25-1-3) • OHS Purchasing Checklist (DEE ESWB-25-4-3) 6.1 Identifying Goods with OHS Implications Goods that are purchased that have OHS implications are identified in the OHS Purchasing Checklist. Copy of completed OHS Purchasing Checklist • OHS Purchasing Procedure (DEE ESWB-25-1-3) • OHS Purchasing Checklist (DEE ESWB-25-4-3) • OHS Purchasing Guidance (DEE ESWB 25-3-3) 6.2 Identifying specific OHS issues for purchased goods Hazards and risk controls measures for all purchases with OHS implications have been adequately assessed and documented in the OHS Purchasing Checklist. Copy of completed OHS Purchasing Checklist