University Health and Safety Consultative Committees Procedure

Transcription

1 University Health and Safety Consultative Committees Procedure Procedure Owner: Director Human Resources Services Centre Keywords: 1) Committee 2) Consult 3) Health and Safety 4) Communication TABLE OF CONTENTS 1. INTENT ORGANISATIONAL SCOPE DEFINITIONS GENERAL REQUIREMENTS Committee Structure Overview University Health and Safety Committee Function Meeting Frequency Membership Member Responsibilities Chairperson Members Operating Procedures General Requirements Administrative Support Recommended Agenda Items Working Groups Local Health and Safety Committees Function Meeting Frequency Membership Member Responsibilities Chairperson Members Operating Procedures General Requirements Administrative Support Recommended Standard Agenda Items RELATED DOCUMENTS CONTACT INFORMATION APPROVAL HISTORY APPENDIX A TERMS OF REFERENCE UHSC APPENDIX B TERMS OF REFERENCE LOCAL HS COMMITTEES Page 1 of 10

2 1. INTENT This procedure outlines the health and safety consultative committee structure in place at Edith Cowan University (ECU) to meet the legislative requirements of Part IV Safety and Health Representatives and Committees of the Occupational Safety and Health Act (1984). It also outlines the various committees terms of reference, membership, meeting frequency and operating procedures. 2. ORGANISATIONAL SCOPE All ECU workers 3. DEFINITIONS TERM DEFINITION ECU Worker(s) Edith Cowan University A person is a worker if the person carries out work in any capacity for ECU, including work as: a) an employee b) a contractor or subcontractor; c) an employee of a contractor or subcontractor; d) an employee of a labour hire company who has been assigned to work in the person's business or undertaking; or e) an apprentice or trainee; f) a student gaining work experience; g) a volunteer. 4. GENERAL REQUIREMENTS 4.1. Committee Structure Overview The health and safety consultative committee structure for the University consist of two levels: University Health and Safety Committee (UHSC) Local Health and Safety (HS) Committees. The University Health and Safety Committee reports to the Vice-Chancellor via the University Executive. The current structure outlining all the School and Service Centre Local HS Committees, is available on the HRSC website. Page 2 of 10

3 Vice-Chancellor via University Executive University Health and Safety Committee Local School and Centre Health and Safety Committees 4.2. University Health and Safety Committee Function The UHSC is a Committee reporting to the Vice-Chancellor with the prime function to provide strategic guidance and recommendations regarding the management of health and safety risks at ECU. Executive Deans, Deans, Directors, Managers and Supervisors are responsible for managing health and safety in their workplace. The UHSC is not responsible for the management, control, final resolution or approval of health and safety matters. The terms of reference for the UHSC are outlined in Appendix A Meeting Frequency The UHSC should meet quarterly as a minimum. It is recommended video conferencing facilities are utilised to facilitate attendance of all members Membership As required by Section 39C (3) of the Occupational Safety and Health Act (1984), at least one half of the members of the UHSC must be Safety and Health representatives or employees working at the workplace and holding office as a member representing other employees. In order to meet this requirement, the membership of the UHSC should include: General members o Director Human Resources Services Centre (Chairperson) o Deputy Vice-Chancellor (Academic) o Chief Risk and Assurance Officer o Nominated member representing the University Executive, appointed for a 2-year term o team members Page 3 of 10

4 Management representatives providing a cross-section of representation of Schools and Service Centres A minimum of one Safety and Health representative from each local HS Committee. The Committee will also have the option to invite additional attendees to meetings where specialised knowledge, experience or skill is necessary for the items under discussion. Each member of the UHSC should ensure they have a nominated Deputy to attend meetings on their behalf if they are unable to attend Member Responsibilities Chairperson To ensure the smooth running of the UHSC meetings, the Chairperson, or their nominee, is responsible for: Preparing the agenda and ensuring the meeting invitation and previous minutes are circulated Maintaining minutes and actions from each committee meeting and filing these as per University record requirements Ensuring any information relevant to local HS committees or other University groups is communicated to these areas in an appropriate timeframe. The Chairperson, supported by the nominated member of the University Executive, is also responsible for conveying to the Vice-Chancellor: Recommendations proposed by the Committee Unresolved matters Provisional Improvement Notices (PIN) and notices issued by a WorkSafe Inspector Non-compliance against legislation and University policy Members Members and their Deputies attending UHSC meetings are responsible for: Communicating any relevant information from the area they represent to the committee and providing their area with feedback from the UHSC committee meetings Ensuring their Deputy attends UHSC meetings on their behalf when they are unable to attend Operating Procedures General Requirements A UHSC meeting quorum requires the attendance of half the Committee members with this number being made up of more employees than management representatives. Emergency meetings of the UHSC may be called by the Committee Chairperson or the Vice-Chancellor. Members or their Deputy must attend all meetings. Management appointed Committee representatives may request WorkSafe Western Australia to review a Provisional Improvement Notice issued by a trained representative. Page 4 of 10

5 Before a hazard is reported to the UHSC, all resolution attempts must have been made in accordance with the University s Hazard Resolution Procedure Administrative Support The Human Resources Services Centre (HRSC) will provide the administrative support to the UHSC in relation to the preparation of agendas, minutes and the circulation of relevant meeting documents. No item should be removed from the minutes until the matter has been resolved to the satisfaction of the person who has the authority to manage and control that workplace and the representative/person who reported the matter. If an issue arises regarding unsatisfactory completion of action items, the University s Hazard Resolution Procedures should be followed Recommended Agenda Items Where relevant, the following agenda items are suggested to ensure that the Committee terms of reference are met: Welcome, acknowledgement of country, attendance and apologies Confirmation of previous meeting minutes Review of outstanding action items Reports from any Working Groups of the Committee Review of issues which have followed the hazard resolution procedure and remain unresolved. Review of new or updated health and safety policies, guidelines or processes including consultation and endorsement Review of Health and Safety information from regulatory authorities, other universities and industries Review of performance against University health and safety targets, significant incidents and any regulator interaction Reports received from other Committees Working Groups The UHSC may establish Working Groups to research particular issues or assist in the development of special programs. A member(s) of the UHSC should be nominated to establish and lead the Working Group and report progress and outcomes back to the Committee Local Health and Safety Committees Function The prime function and responsibility of local HS Committees are to operate in a proactive capacity to assist the School or Service Centre in the management and control of potential and reported health and safety matters. The recommended terms of reference for Local HS Committees are outlined in Appendix B Meeting Frequency Local HS Committees should meet quarterly, as a minimum. Page 5 of 10

6 Membership Local HS Committee membership remains the prerogative of the Executive Dean, Dean or Director. It is recommended, however, that the members should comprise of at least the following: Chairperson, appointed by the Executive Dean/Dean/Director Elected Safety and Health representatives from each area Nominated Management representatives Representative from the (SER) team Other invited representatives as required. As required by Section 39C (3) of the Occupational Safety and Health Act (1984), at least one half of the members of each local WHS Committee must be Safety and Health representatives or employees working at the workplace and holding office as a member representing other employees Member Responsibilities Chairperson To ensure the smooth running of the local HS Committee meetings, the Chairperson, or their nominee, is responsible for: Preparing the agenda and ensuring the meeting invitation and previous minutes are circulated Maintaining minutes and actions from each committee meeting and filing these as per University record requirements Ensuring information relevant to other committees or groups is communicated and/or escalated to these areas in an appropriate timeframe Members Members attending local HS Committee meetings are responsible for communicating any relevant information from the area they represent to the committee and providing their area with feedback from the committee meetings Operating Procedures General Requirements Emergency meetings of the local HS Committee may be called by the Committee Chairperson or Executive Dean/ Dean / Director. Members should attend all meetings It is expected that all health and safety matters that reside under the jurisdiction of the local committee will be managed and resolved at this level. However, should matters remain unresolved or not within their jurisdiction, the progress and escalation of unresolved matters shall be in accordance with the University s Hazard Resolution Procedure Administrative Support Each local HS Committee will provide their own administrative support for the preparation of agendas, minutes and the circulation of relevant meeting documents. Page 6 of 10

7 No item should be removed from the minutes until the matter has been resolved to the satisfaction of the person who has the authority to manage and control that workplace and the representative/person who reported the matter. If an issue arises regarding unsatisfactory completion of action items, the University s Hazard Resolution Procedure should be followed Recommended Standard Agenda Items To ensure the local Committee operates in a proactive manner to assist the School or Centre(s) to raise and manage health and safety issues, their due diligence requirements are met, it is recommended that Local HS Committees adopt standard agenda items. A comprehensive list of recommended items is available on the HRSC website. Outcomes of these discussions should be minuted. 5. RELATED DOCUMENTS This procedure is supported by the following documents, available from the Work Health and Safety page of the HR Service Centre website: Hazard Resolution Procedure ECU University HS Consultative Committees Structure Local HS Committee Standard Agenda Items Other documents which are relevant to the operation of these procedures are as follows: Occupational Safety and Health Act CONTACT INFORMATION For queries relating to this document please contact: Procedure Owner Director Human Resources Services Centre All Enquiries Contact: Team Telephone: address: osh@ecu.edu.au 7. APPROVAL HISTORY Procedure Approved by: Date Procedure First Approved: Director Human Resources Services Centre 2010 Date last modified: February 2018 Revision History: V1.0 Procedure first approved V2.0 January 2014 updated for new committee structure Page 7 of 10

8 Next Revision Due: February 2020 HPRM SUB Reference V3.0 December 2015 updated for organisational structure change and removal of Health and Safety Advisory Group V4.0 February 2018 updated for changes to local HS Committees and inclusion of RBHSC requirements in Appendix B HSMS/44 Page 8 of 10

9 8. APPENDIX A TERMS OF REFERENCE UNIVERSITY HEALTH AND SAFETY COMMITTEE The Terms of Reference of the University Health and Safety Committee are to: Provide strategic guidance, information and recommendations to the Vice-Chancellor s University Executive and Quality and Risk Committee (QARC) on all health and safety matters relevant to the University. Offer guidance and recommendations to assist the University reduce risk in relation to health and safety issues. Provide a vehicle for the progression of unresolved health and safety issues from local HS Committees. Review and assess the University s safety performance against industry standards including other educational institutions. Review and endorse new and amended health and safety policies and guidelines consistent with the University s strategic plan and objectives. Provide advice and support to local HS Committees with respect to: o Monitoring University due diligence and compliance against relevant statutes, National and State Codes and University Policy o Assisting the University in the provision of quality services relating to Health and Safety o Promoting the University as a leader in the area of health and safety o Identifying health and safety training needs o Raising the awareness, profile and commitment to health and safety within the University community. Page 9 of 10

10 9. APPENDIX B TERMS OF REFERENCE LOCAL HS COMMITTEES The Terms of Reference of the local HS Committee may be agreed by the Committee to reflect local requirements but should include: To provide information and recommendations to the School or Service Centre Executive team on a quarterly basis on health and safety matters including a summary of risk assessment reviews that include radiation, biosafety and hazardous substances hazards. Provide a summary report of approved risk assessments to the RBHSC on a quarterly basis. To provide a summary report bi-annually to the University Executive (UE) and the UHSC via the team of: o The development and achievement of HS targets and measures o The development and achievement of HS improvement plans o The development and review of the Hazard Risk Register including controls o Review and completion of the University s Due Diligence statement by representative(s) of the School or Service Centre o Completion of an annual workplace chemical audit. To formally record, action and close local health and safety issues and escalate unresolved issues to the UHSC as required. To monitor School / Service Centre compliance and non-compliance against relevant statutes, National and State Codes and University Policy. To assist in identifying health and safety training needs. Raising the awareness, profile and commitment to health and safety within the School or Service Centre. To review School/Service Centre activity risk assessments, make recommendations and provide guidance to reduce the risk to as low as reasonably practicable and where necessary ensure escalation of hazards to the School/Service Centre HRR. To support and monitor, in consultation with local HS Committee members, the integration of Health and Safety principles into School or Service Centre s Operational Plans. To review the School or Service Centre schedule of workplace inspections and progress to completion any actions arising from the inspections. Page 10 of 10