Element 2: Consultation and Communication OHSMS Procedure Name OHSMS Sections Audit Criteria Examples of Evidence • OHS Responsibilities Procedure (DET ESWB 03-3-5) • OHS Committee Guide 3.5 Health and Safety Committee An OHS Committee meeting schedule has been established (minimum quarterly) and is included in the OHS Activities Calendar. Minutes of the meeting are being recorded and displayed on the OHS Noticeboard. OHS Activities Calendar OHS Noticeboard • OHS Consultation and Communication Procedure (DET ESWB-03-2-6) • Health and Safety Representative Guide (DET 3.2.2 Health and Safety Representatives (HSR) Nominations for a Health and Safety Representative (HSR) have been called in the last 12 months. Emails, notifications Newsletters • OHS Responsibilities Procedure (DET ESWB 03-3-5) 3.4 Health and Safety Representative (HSR) The Health and Safety Representative (HSR) has completed the required training. OHS Training register Enrolment forms Written correspondence Attendance certificate/records Training diplomas/certificates • OHS Consultation and Communication Procedure (DET ESWB-03-2-6) 3.2.3 Determining Appropriate Communication Forums Communication forums where OHS is discussed as a standing agenda item have been established and are held on a monthly basis (e.g. staff meetings). Meeting Minutes/Agendas OHS Activities Calendar Newsletters • OHS Consultation and Communication Procedure (DET ESWB-03-2-6) • OHS Notice Board Guide (DET ESWB 03-6-1) 3.2 Implementing Communication and Consultation Processes At least one OHS Notice Board is established in the workplace. OHS Notice Boards observed during site walkthrough OHS Notice Boards are displayed and contain the minimum 11 mandatory items. • OHS Consultation and Communication Procedure (DET ESWB-03-2-6) 3.1.2 Communication Requirements Safety signage has been appropriately selected, displayed and maintained. Safety signage observed during site walkthrough Element 3: Risk and Hazard Management Procedure Name 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. OHS Risk Register ESWB-
• 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 or when required. Updated OHS Risk Register OHS Activities Calendar Workplace Inspection records OHS Inspection checklist • 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 Management OHS Nominee to verify that identified risks are being adequately managed. OHS Inspection checklists Signed workplace Inspection records 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. OHS Risk Register Hazards identification through site walkthrough Control measures for the OHS hazards identified in the OHS Risk Register have been defined following the Hierarchy of Controls. 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. OHS Risk Register Element 3.5: Hazards Management OHSMS Procedure Name OHSMS Sections Criteria Examples of Evidence may include OHS Hazard Management Asbestos Chemicals Electricity Manual Handling Plant and Equipment (working over 2 metres) Slips, trips and falls Student Challenging Behaviour Traffic You will be asked a selection of questions around some of the critical hazards of the school. Division 5 Asbestos Audit Report Management plans Asbestos Traffic Registers Asbestos Register Asbestos Register Chemical Register Electrical equipment Register Isolation and Tag Out Register Plant and equipment Register Material Safety Data Sheets (MSDS)
Safe Work Method Statements (SWMS) Safe Work Procedures Permit to Work Risk assessments Risk management forms Hazardous Manual Handling and equipment Hazardous Manual Handling Identification Form (or equivalent template) Plant and Equipment Maintenance Form Workplace Inspection Checklists/Reports Specific training records Reports (Incident, IRIS, eduSafe) Element 4: Incident Reporting and Investigation OHSMS Procedure Name 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 For selected incidents, the following will be assessed: • Action plan was developed • Risk assessment was undertaken • Risk controls were implemented and the incident closed in the system. eduSafe Incident reports Incident investigations Emails and/or communications, photos demonstrating actions taken Detailed action plan • 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 Have notifiable incidents been entered into eduSafe (for employees, contractors or visitors) or CASES21 (for students)? eduSafe CASES21 For notifiable incidents, the following will be assessed: • 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 Investigation records Completed incident Investigation forms Completed WorkSafe incident notification Incident reports
• Hazard/incident Reporting and Investigation Procedure (DEE ESWB-06-1-6) • First Aid and Infection Prevention and Control Procedure (DET 27-1-7) 3.8 Recording the Administration of Aid Treatment and Incidents Significant first aid treatments will be assessed to check if they have been reported in CASES21. CASES21 aid treatment register (hard copy) or similar Element 5: Emergency Management OHSMS Procedure Name OHSMS Sections Audit Criteria Examples of Evidence • Emergency Management Plan Template • Guide to developing your Emergency Management Plan for use by government schools Emergency Management Planning A workplace specific Emergency Management Plan has been developed following the Emergency Management Plan Template provided by DET. Emergency Management Plan A risk assessment has been completed as part of the Emergency Management Plan. Emergency Management Plan • 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. Updated Emergency Management Plan • Testing Emergency Procedures Testing Emergency Procedures Emergency testing procedures are rehearsed on a quarterly basis. Emergency Response Schedule Emergency Response Drill Observation Checklist OHS Activities Calendar Emergency Evacuation Exercise Debrief Minutes Emergency Drill Reports Element 6: First Aid OHSMS Procedure Name OHSMS Sections Audit Criteria Examples of Evidence
Element 7: OHS Induction and Training OHSMS Procedure Name Sections Audit Criteria Examples of Evidence • OHS Induction and Training Procedure (DET ESWB 26-1-6) • OHS Induction Checklist (DET ESWB-24-5-7) 3.1 OHS Induction for employees An OHS induction process has been developed for employees that includes the training requirements specified in the OHS Induction Checklist. OHS Induction documentation content OHS Induction Checklist Signed OHS induction forms • OHS Induction and Training Procedure (DET ESWB 26-1-6) 3.4 Identify Competencies and Schedule Training into the OHS Training Planner OHS Training Plan/Register or equivalent template has been developed and is kept up to date with additional training included where identified. OHS Training Plan/Register OHS Training Matrix Job descriptions • OHS Responsibilities Procedure (DET ESWB 03-3-5) 3.1 Workplace Managers 3.2 Management OHS Nominees OHS training has been scheduled and/or completed according to the OHS Training Plan/Register or equivalent template. Training records OHS Training Plan/Register Online OHS training mandatory for all employees has been completed, including: • OHS for • Ergonomics-Refresher • Manual • Hazard and Incident Reporting-Refresher • Trips and Falls Refresher Training records Online records Training completion certificates Element 8: Contractor Management OHSMS Procedure Name OHSMS Sections Audit Criteria Examples of Evidence • Contractor OHS Management Procedure (DET ESWB 24-1-4) • DET Contractor Register Template 3.2.3 Record approved school engaged contractors A Contractor Register or equivalent template is used to record approved contractors to work onsite. Contractor Register • OHS Induction and Training Procedure (DET ESWB 26-1-6) • Contractor OHS Management 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. OHS Induction documentation contractors content Contractor Induction Checklist
Procedure (DET ESWB 24-1-4) • Contractor OHS Induction Checklist (DET ESWB-24-2-5) • Contractor OHS Induction Handbook (DET ESWB 24-6-1) OHS Induction Forms (Signed) • 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, prior to commencing any works, and a visitor’s pass is issued. Sign in-out register (Online or hard copy register) Available visitors passes • 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 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 • Working near electrical lines or systems. • Hot Work, and • Removal or disturbance of asbestos Safe Work Method Statements (SWMS) • Contractor OHS Management Procedure (DET ESWB 24-1-4) • Confined Space Entry Permit (DET ESWB 24-4-4) • Confined Space 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 (where applicable). Confined Space Entry Permits • Volunteer Worker OHS Management Procedure (DET ESWB-30-1-2) 3.2 Volunteer management risk controls A risk assessment has been completed for volunteer workers prior to them undertaking tasks such as: • Gardening/landscaping Risk assessments
• Safe Work Procedure (DEE ESWB-05-2-3) • Painting • Clean-up of grounds • Volunteer Worker OHS Management Procedure (DET ESWB-30-1-2) • Volunteer Worker OHS Induction Checklist (DET ESWB 30-2-2) • Volunteer Worker OHS Induction Handbook (DET ESWB 30-3-1) 3.5 Volunteer worker OHS Induction An OHS induction process has been established for volunteer workers, which includes the information specified in the Volunteer Worker OHS Induction Checklist. OHS Induction process for volunteer workers Element 9: Purchasing OHSMS Procedure Name OHSMS Sections Criteria Examples of Evidence • OHS Purchasing Procedure (DEE ESWB-25-1-3) • OHS Purchasing Checklist (DEE ESWB-25-4-3) 6.1 Identifying with OHS Implications An OHS Purchasing Checklist is used to identify goods with OHS implications. 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. Completed OHS Purchasing Checklist