This section aims to provide schools and workplaces with a better understanding of the elements of the OHSMS that will be assessed during the audit. In preparation for the audit, we recommend schools and workplaces follow this table, ensure the relevant personnel attend the audit interviews, and gather relevant information that may be required by the auditor during the assessment. 2 presents the elements of the Department’s OHSMS that will be assessed, as well as examples of evidence that might be requested during the audit. Table 2: Preparing for the Audit Element 1: OHS Planning Procedure Name OHSMS Sections Audit 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. 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. 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. OHS Activities Calendar Names of responsible persons for the defined activities • OHS Planning Procedure (DEE ESWB-02-1-4) 6.4 Review of the OHS Activities Calendar The OHS Activities Calendar or equivalent is reviewed at least 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. Updated OHS Activities Calendar Meeting minutes Emails Records of activities being performed The OHS Activity Calendar is reviewed and completely updated 12 months. Updated OHS Activities Calendar Meeting Minutes Interviewees statements
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 (DET ESWB-03-5-1) 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 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 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. 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. Updated OHS Risk Register OHS Activities Calendar Workplace Inspection records OHS Inspection checklist • Workplace Inspection Procedure (DEE ESWB-20-1-4) 6.1 Identifying subject to Workplace Inspection 6.6 Record Keeping Regular OHS inspections are undertaken for all relevant school or workplace 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 Audit 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 Label 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 Plant 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 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 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 forms Incident reports • Hazard/incident Reporting and Investigation 3.8 Recording the Administration of First Aid Treatment and Incidents Significant first aid treatments will be assessed to check if they have been reported in CASES21. CASES21 First aid treatment register (hard copy) or similar
• 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 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 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