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Establish and maintain a work health and safety system

SITXWHS601

1. Establish and 1.1 Access and interpret key legislative documents to ensure
maintain a that OHS systems comply with regulatory
framework for requirements, standards and codes.
health, safety 1.2 Design a work health and safety management system
and security. to suit the characteristics and needs of the
organisation, in consultation with appropriate
personnel.
1.3 Identify and provide adequate financial, human and
specialist external resources to address work health
and safety management practices.
1.4 Develop and clearly articulate work health and safety
policies and procedures in a format readily
accessible to all personnel.
1.5 Define and allocate health, safety and security
responsibilities job descriptions.
1.6 Consult with key personnel, and determine, develop and
implement a plan for all work health and safety
training requirements.
1.7 Establish and monitor a system for keeping work health
and safety records.
1.8 Establish and maintain systems to ensure communication
of work health and safety information to personnel.

2. Establish and 2.1 Establish and maintain appropriate consultative

maintain processes to suit the characteristics and needs of the
consultative organisation.
arrangements 2.2 Plan for and ensure that consultation is conducted
for the attimes designated by legislation.
management of 2.3 Resolve issuesraised through consultation.
health, safety
and security.

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2.4 Provide information about the outcomes of consultation.

3. Establish and 3.1 Develop or access a hazard identification and risk

maintain assessment template document that incorporates
practices for assessment criteria for assessing risks.
identifying 3.2 Plan for and ensure that hazards are identified attimes
hazards, and designated by legislation.
assessing and
controlling risks.
3.3 Plan for identification of hazards, especially types
ofhazards designated by legislation.
3.4 Develop procedures for the assessment and control, of
risks associated with identified hazards.
3.5 Nominate the roles and responsibilities of personnel for
hazard identification, risk assessment and risk control
within procedures.
3.6 Take a lead role in assessing risks, including
implementing interim or emergency solutions
3.7 Manage the response to any incident or accident and
follow legislative requirements for notifying and
cooperating with OHS regulatory authorities.

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4. Evaluate 4.1 Assess and maintain ongoing compliance with OHS or

organisational WHS legislation and regulatory requirements,
health, safety and standards and codes.
security system. 4.2 Consult with a range of personnel to elicit feedback on
work health and safety policies, procedures and
practices.
4.3 Assess the effectiveness of work health and safety
practices. Develop, implement, document and
communicate improvements and changes to the work
health and safety system.

Required skills and knowledge

The following skills must be assessed as part of this unit:

 high-level literacy skills to:
read and interpret complex materials describing regulatory requirements that
relate to OHS management
develop and write comprehensive OHS systems inclusive of detailed yet easily
accessible policies, procedures and template documents
 high-level communication skills to consult with different personnel
 critical thinking skills to allow for a rational and logical evaluation of the
characteristics and needs of the organisation in order to design a tailored OHS
system, and to evaluate and review it.

The following knowledge must be assessed as part of this unit:

 in-depth and comprehensive knowledge of relevant state or territory OHS
legislation as it affects specific workplace operations
 in-depth knowledge of associated OHS codes of practice and standards
 components of policies and procedures
 alternative presentation formats for special needs groups
 consultative and communication mechanisms used by organisations to develop
and implement procedural systems
 main types of safety hazards that may be found in the industry sector or
organisation
 acceptable control methods for identified hazards
 the way systems and procedures on health, safety and security issues link with
other management systems

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 other legal issues that impact on health and safety, in particular industry contexts
such as responsible service of alcohol, responsible conduct of gambling, public
liability and duty of care to customers.

SITXWHS601 Establish and maintain a work health and safety system

Weeks 1, 2
Health and safety framework, safety law and workplace obligations

The Occupational Health and Safety Act 2004

Australian workers enjoy some of the world`s best protection through legislation and its active
enforcement.

The OHS Act is designed to provide a broad framework for improving standards of workplace
health and safety, and to reduce work relate injury or illness. It provides:

• Clearer accountabilityfor everyone involved in the workplace;

• Detailed requirements for consultation between employees, representatives and employers;

• More flexible arrangements for electing health and safety representatives;

• Clearer and more constructive enforcement.

It has been accompanied by the transformation of WorkSafe into a more constructive,

accountable, transparent and effective regulating body, able to provide guidance and assistance
to employers and employees to make workplaces safe and healthy.

Five key principles of the Act.

• All people – employees and the general public – should have the highest level. of protection
against risks to health and safety;

• Those that manage or control things that create health and safety risks in the workplace are
responsible for eliminating those risks. Where they can’t be eliminated, they are responsible for
reducing those risks so far as is reasonably practicable;

• Employers should be proactive in promoting health and safety in the workplace;

• Information and ideas about risks and how to control them should be shared between
employees and employers; and

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• Employees are entitled – and should be encouraged – to be represented. in relation to health

and safety issues.

Throughout the Act, the meaning of health includes psychological health as well as physical
well-being.

Activity 1

Write a Policy Statement, or set of organizational aims, for an event business of your choice.

In your own words, incorporate some or all of the Five key principles.

This statement should be between 50 and 75 words.

This is an activity for Individuals.

The Cost of Workplace Accidents

 One in 12 Australians suffer a work related illness or injury every year

 30,000 people a year, injure themselves or are made ill, at work
 At least 170,000 people are absent from work 5 or more days
 Nearly 300 people a year die as a result of traumatic work accidents

(Australian Bureau of Statistics 2013)

These statistics do not reflect the often-unreported stress related illness or long-term harm
that may come from exposure to unsafe or unhealthy working conditions. Cost may be
measured in a number of ways:

 Human,
Morale, staff confidence, damage to relationships

 Social,
Damage to reputations, isolation or loss of social access

 Economic,
Delays, fees, premiums, staffing and training costs, investigations

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 Organisational
Loss of production, loss of experience, damage or removal of equipment

Reflection Question 1

If you were injured at work, explain with specific examples, how your injury would affect people
and your workplace.

Activity 2

Research newspapers or online news sites and find an article about workplace safety or a
workplace injury or incident.

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Identify the source and date of the news item and summarise what you understand about the
story in human, social, economic and organisational terms.

This is an activity for Individuals and should be in story form of approximately 100 words

Rights and responsibilities in workplace safety.

It is important that you take responsibility for your safety and the safety of all others that use or
visit that workplace. This unit will encourage you to be aware of the legal responsibilities under
law as identified by the Occupational Health and Safety Act, and how you can address the
management of hazards in all their forms.

You have the right to a safe and healthy workplace. Your employer must protect you while you
are at work by making sure that your workplace is safe and without risks to your health,
including your psychological health.

Although there is a moral obligation to work safely for your sake, and that of others, safety at
work is supported strongly in Law.

Australia’s occupational health and safety legislation is geared towards ensuring that employers
provide safe and healthy working conditions for all employees, and that all workers will
contribute to this.

The OHS Act 2004 makes it clear that everyone involved in the workplace has a
responsibility to prevent injury or ill health by working together to reduce the incidence,
severity and cost to the community of work-related injury and disease.

The Act aims to:

• Secure the health, safety and welfare of employees and other people at work;

• Protect the public from the health and safety risks of business activities;

• Eliminate workplace risks at the source; and

• Involve employers, employees and the organisations that represent them, in the formulation
and implementation of health, safety and welfare standards.

Difference between Laws, Codes and Regulations

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Laws or statutes are passed as Acts in Parliament and are enforceable with penalties, and in
some cases, imprisonment. Other legal remedies can include Injunctions (orders to act or cease
activity) or Specific Performance orders (action to be carried out as directed).

The responsible party for Damages. People who suffer as a result of breaches of law, can
usually take Civil Court action and sue

Regulations set out specific industry or state requirements under the Act.

Codes of Practice are agreed or minimum standards for activities in industries. Codes are not
laws in themselves but can be cited as evidence in Law if someone is deemed to have
breached or failed to effectively comply with the Act.

In other words, somebody failed to observe the standards provided.

Activity 3

Individuals will research the Internet for another industry or job Code of Practice.

What industry or sector of industry is it for and what are three important minimum standards
identified.

Administration, advice and enforcement of safety law

Safety Law in Victoria is administered by the Victorian WorkCover Authority using the agency of
WorkSafe Victoria

WorkSafe Victoria offers advice and assistance on the following services:

 Advice, information and education

 Inspections
 Licensing and certification
 Publications and guides
 Emergency response consultation

Website www.workcover.vic.gov.au

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Email info@workcover.vic.gov.au

Contacts

Work Cover Advisory Service. This service is available to answer your initial enquiries.

Phone (03) 9641 1444 or 1800 136 089 (Toll Free)

Publications and resources

Contact Work Cover Publications for:

 Codes of Practice
 Guidance Notes
 General OHS Guides

Recommended and available publications include:

 OHS Act 2004 Summary

 Managing safety in your workplace
 Hazard management, Workplace inspections – Getting Started
 Health and safety Responsibilities and Roles – Getting Started
 Workplace Health and safety policies – Getting Stated
 Workplace Consultation – Getting Started
 Manual handling Code of Practice 25/2000
 First Aid in the Workplace Code of Practice 18/2000
 Hazard Identification, Risk Assessment and Control in the Workplace

Phone (03) 9641 1333 or Email: publications@workcover.vic.gov.au

Melbourne Offices

The following are available to assist with any Work Cover questions or to provide information as
required.

Victorian Work Cover Authority

Level 4/628 Bourke St. Melbourne

Phone (03) 9941 0558 or Fax (03) 9941 0560

Reflection Question 2

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Name any of the above Work Safe publications most suited to an event organisation

Identifying your Responsibilities

The following definitions helps you to work out which responsibilities you have in the OHS Act:

 If you have one or more employees, you are an employer. Employers can be
individuals, companies, partnerships or unincorporated associations.

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 If you work for gain or reward but not under an employment contract or training contract,
you are a self-employed person.

 If you are employed under an employment contract or a training contract. (E.g. an

apprenticeship) you are an employee.

 Those who manage or control a workplace are required to ensure the workplace is safe
(so far as reasonably practicable). This may include an employer, the building or site
owner and the property management or lessee of a building or site that is a workplace.

Employers must:

Provide and maintain for employees, an environment that is safe and without risks to health

Not recklessly endanger a person at a workplace

Monitor the health of employees, keep records, and get advice

Protect other people from risks arising from employer’s business

Hold licenses, registrations or permits as required

Consult with employees on health and safety issues

On request, negotiate with employees to establish Designated Work Groups (DWGs).

On request, allow DWGs to elect a Health and Safety Representative. (HSR)

Allow HSRs access to information and provide necessary facilities and assistance

On request, establish a health & safety committee

Not discriminate against those involved in health and safety

Attempt to resolve OHS issues with employees (and HSRs, if any)

Report incidents to Work Safe as required

Co-operate with Work Safe inspectors

Employees must:

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Take reasonable care for self and others

Co-operate with employer with regard to actions taken to comply with requirements of the Act
and regulations

Hold licenses, permits or qualifications as required.

Not recklessly endanger a person at a workplace

Reflection Question 3

Give an example that you have observed, of a staff member not taking “reasonable care
for self and others”.

Reflection Question 4

Give a specific example of reckless endangerment by an employee.

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Key Authority Powers

The OHS Act 2004 gives powers to Work Safe inspectors, health and safety representatives
(HSR’s) and authorized representatives of registered employee organizations to enable them to
deal with health and safety issues in a workplace as they arise.

Work Safe Inspectors

Work Safe’s approach to administering the Act is to balance positive motivators and deterrents
to improve workplace health and safety.

Work Safe inspectors have a wide-ranging role and powers under the Act including the
monitoring and enforcement of compliance with OHS laws

They also provide guidance and advice to help employers and other duty holders’ deal with
health and safety risks in the workplace.

Work Safe Inspectors have power of:

Entry to:

• A workplace during working hours

• Any place at any time if the inspector reasonably believes that there is an immediate risk to the
health and safety of a person

Enquiries/ investigation powers:

Inspect, examine any thing

Bring equipment that may be required

Seize things that may be used as evidence

Seize things for examination/ testing

Take photos/ measurements or make sketches/ recordings

Require a person to produce a document

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Require a person at the place to answer any question

Take copies of any document

Notices and stopping work

Affirm, modify or cancel a Provisional Improvement Notice (PIN)

Issue an improvement notice

Issue a prohibition notice

Representation of employees

Determine unresolved issues concerning DWGs

On request, conduct the election of a HSR, or appoint another person to conduct the election

Other:

Give advice on how to comply with OHS laws

Apply to a Magistrate for the issue of a search warrant

Ask a person his/ her name or address

Give directions to a person at a workplace because of an immediate risk to the health or safety.
Of any person.

How the Law is enforced

The Victorian Work Cover Authority empowers Inspectors have powers to search, investigate,
advise, warn or prosecute workplaces that are in breach of the Act.

Among their powers are the ability to demand relevant documents, seek assistance from
occupier or employer, take samples or evidence and to issue directions or notices to act under
law to anyone in the workplace if they believe that it is because of immediate risk. They report
directly to the Work Cover Authority.

Notices to act

Once an Inspector has entered a workplace, they may issue three types of notice to enforce
compliance of the Act.

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 Non-disturbance Notice
To prevent workplace occupier from using, moving or disturbing any machinery, substances
etc.

 Improvement Notice
To set strict deadlines for improvements to health and safety or breaches of the Act. May
include prohibiting work from continuing until breach or risk is remedied.

 Prohibition Notice
To cease an activity in a workplace that presents an immediate and serious risk to health
and safety. The ban will remain in place until an Inspector certifies that the risk has been
remedied.

Reflection Question5

What kind of notice is a PIN? What is its purpose and who issues it? Name two
possible examples in a workplace where an Improvement Notice might be issued.

Other actions

The Authority may apply for an injunction from the Supreme Court to ensure a person
complies with, or continues breaching a notice

A person must not hinder an inspection or conceal, threaten or intimidate.

Anything seized at a workplace must be returned if possible, as soon as possible, unless it

is required as part of ongoing legal proceedings.

Penalties

The Authority and Inspectors can initiate legal proceedings under the Act.

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For indictable offences the Director of Public Prosecutions may initiate,

Penalties may be imposed on those found guilty of offences under the Act.

Different maximum penalties are set for different offences. Courts may impose additional or
alternative sentencing options such as Adverse publicity orders (s135), Orders to undertake
improvement projects (s136), Release on an undertaking (s137), Infringement notices
(s139-142)

Fines are measured in Penalty Units.

1 Penalty Unit = $110.12

Maximum Fine:

Body Corporate = 9000 Units ($991,080)

Individual = 1800 Units ($198,216)

Activity 4

Please research the maximum penalty of the following breaches of the Act:

1. Employer failing to provide a safe working environment for employees

2. Self-employed person failing to ensure that their undertaking does not

expose people to health and safety risks

3. Employee failing to take care of their own health and safety or that of others affected by
their work, or failing to cooperate with their employer.

4. Employee intentionally or recklessly interfering with or misusing anything at work with

regards to health and safety

5. Employer failing to consult with employees regarding health and safety issues in the
workplace.

This is an activity for Individuals

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Duty of Care

Much of Risk and Hazard Management is driven, or underpinned by the responsibility we have
for all people that come into contact with or are affected by our actions.

Duty of Care requires everything reasonably practicable to be done to protect the health and
safety of all people at a workplace.

Failure to provide this Care, or Negligence, if it results in harm or injury may cause aggrieved
parties to seek litigation and sue for compensation for harm or loss.

Consultation

Employers are required to consult directly with their employees about health and safety matters
that affect them. Experienced and knowledgeable employees can make a significant
contribution to identifying hazards, developing preventative measures and advising on
employee comfort and welfare.

Consultation means that employers must share information with employees, give them a
reasonable opportunity to express their views and to take those views into account. Procedures
for consultation that have been agreed upon must be followed. Where employees are
represented by a Health and Safety Representative, consultation must involve them.

The most effective way of establishing an effective consultation framework is through

scheduling regular meetings f\of a Health and Safety Committee.

The following is a simple example of the documentation of consultative process in the

workplace.

Health and Safety Committee Meeting Record

Date: Location:

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Names of those present:

Topic Discussed or Who, what, by when

Recommended Action

1.

2.

3.

4.

Representation

Designated work Groups (DWG)

An employee or group of employees may ask their employer to establish a designated work
group of employees at a workplace. The DWG should provide a range of task expertise and
decision making experience. They are best placed to identify the issues regarding safety at work
and to make practical recommendations for improvement and to assist with training and
implementation. They are also best placed to elect, from amongst them, a Representative.

Health and Safety Representatives (HSR)

The best way to tackle health and safety issues in the workplace is for all parties to participate in
an ongoing dialogue. Employees have a basic right to be represented and take part in all
aspects of health and safety in their workplace.

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Employees are entitled to request the establishment of Designated Work Groups (DWG), which
then allow for the election of HSR’s. HSR’s provide a collective voice for employees to raise
their health and safety issues. The Act gives HSR’s a range. of powers that can be used to:

• Represent members of their DWG, and others as authorized.

• Monitor the measures taken by the employer to comply with OHS laws;

• Inspect and enquire into anything that may pose a threat to the health and

safety of the employees they represent; and

• Attempt to resolve OHS issues at the workplace.

HSR’s can also represent employees outside their workgroup, if there is an immediate threat or
if their assistance is requested and it is not practical to refer the matter to the relevant HSR.

Designated work Groups (DWG)

An employee or group of employees may ask their employer to establish a designated work
group of employees at a workplace. The DWG should provide a range of task expertise and
decision making experience. They are best placed to identify the issues regarding safety at work
and to make practical recommendations for improvement and to assist with training and
implementation. They are also best placed to elect, from amongst them, a Representative.

Reflection Question6

Name three different sections or departments of an organisation which might have a

Designated Work Group.

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HSR Powers

A member of each DWG may be elected to speak or negotiate on behalf of the DWG and all the
staff relating to safety and workplace practices.

The employer must provide training and resources in OHS and must make available all relevant
information about actual or potential hazards. Employers must also allow Representatives to
attend OHS interviews between staff and Work Safe Inspectors or employer. Employers must
provide workplace access to Representatives and their nominated assistants. They must, as
well, provide to all staff the names and contact details of HSRs and DWGs.

An HSR may issue a Provisional Improvement Notice to a person if they reasonably believe that
the person has contravened the Act or Regulations and consultation has been attempted.

Entry powers

Enter a workplace during working hours if:

• Reasonably suspects a contravention; and

• Has the right to represent the affected workers

Enquiries/ investigation powers

Inspect any part of a workplace at which. a member of the DWG works

No investigative powers, only powers to enquire Inspect plant, substance or things

Observe work

Talk to employees (with their consent)

Talk to the employer

Stop work powers

Issue a Provisional Improvement Notice or direct that work is to cease

Can warn an employee(s) of an immediate and significant risk of serious injury or death

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Representation of employees

Require the establishment of a health and safety committee

With the employee’s consent, attend an interview concerning OHS between a DWG member
and the employer

Reflection Question7

What kind of notice is a PIN? What is its purpose and who issues it? Name two
possible examples in a workplace where an Improvement Notice might be issued.

Reflection Question 8

What, do you think, might be some of the personal characteristics and skills required to be a
suitable Health and safety Representative at your workplace or College?

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Activity 5

Individuals will complete the following by researching the internet, especially the WorkSafe
website. It is important for you to be able to search for and find important safety and legal
information through a variety of links and sources.

The Work Safe website. This is a very informative website and is the most important source of
news, information and guidance for employers and employees seeking advice and knowledge
relating to Occupational Health and Safety in Victoria.

Go towww.worksafe.vic.gov.au

1. Who is an employer? Define

2. Am I required to report serious injury to Work Cover?

3. What is the biggest injury” hot spot” for the Hospitality industry?

4. What is the biggest injury” hot spot” for the Education industry?

5. Who is an employee? Define

6. What is a Code of Practice?

7. Can an employer ask about pre-existing injuries when hiring?

8. Must I reveal this information?

9. How many First Aiders are required for a workplace?

10. Define “Cherry picker”, “Dangerous Goods”, “Workplace”

11. Can I issue Paracetamol from my First Aid kit?

12. Provide a Safety Alert currently posted on Work Safe website

13. When can a Work Safe Inspector not gain access to a workplace?

14. Locate any workplace safety clips on the website or on YouTube. Summarize the story,
name the clip or link and identify the message being communicated.

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Weeks 3, 4, 5
Identifying Hazards and hazard control, workplace audits or inspections, safety features
and essential services

Hazards

Hazards are dangers to occupiers and visitors to workplaces. Some are physical faults
or disrepairs and are visible; others may be less visible and include situations or
systems that put workers or visitors at risk of harm.

Hazard Control

Hazard control or management closely resembles the Risk management process.

1. Identify hazards
2. Prioritise by seriousness or rating
3. Treat or control hazard to minimize harm
4. Monitor and review treatment

Activity 6

What is your work environment like?

Circle each hazard that you face occasionally.

Cross through each hazard that you face regularly.

dust, heat, cold, vapours, liquids, fumes,

tripping hazards, noise, electrical, work station layout,

hours of work, gases, stress, pressure, lighting,

access, repetitive tasks, insects, viruses, ventilation,

posture, shift work, knives, lifting, moving vehicles,

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computer screens, detergents, chemicals, personal safety

There are 29 hazards listed. How many of each do you have?

Individual classroom activity

Identifying hazards by category

Look at the different functions of your workplace to identify the source of the hazard

Physical

 Noise
 Vibration
 Lighting
 Electrical charge
 Dust
 Heat and Cold
 Fire or Explosion

Reflection Question 9

Name two more Physical Hazards

Chemical

 Gases
 Liquids
 Fumes
 Vapours
 Airborne contaminants

Other?

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Biological

 Equine influenza
 Infections
 Viruses
 HIV Aids
 Food Poisoning
 Bacteria
 Anthrax

Other?

Radiation

 Sunlight
 Electricity transmission lines
 Television
 Microwave ovens, Mobile phones
 Cancer treatment devices

Other?

Psychological

 Shift work
 Workload
 Harassment
 Discrimination
 Threat of danger
 Low-level constant noise

Other?

Ergonomic

 Work Station design

 Equipment design
 Task design

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 Manual Handling
n.b. Manual Handling is a predominant hazard and cause of injury in workplaces.

Other?

Manual Handling

Manual Handling involves people physically moving objects with or without mechanical aids. It
may take various forms:

 Lifting
 Pushing
 Pulling
 Carrying
 Sliding
 Wheeling
 Stacking
 Using levers or manual controls

By far the most common injuries, incidents or “near misses” occur when people ”handle things”!
These are very common threats, and therefore should be able to be preventable.

Inappropriate manual handling may cause the following health effects:

 Back or spinal injuries

 Hernia or rupture of stomach wall
 Aggravation of heart or breathing conditions
 Sudden exertion strains or muscle tears
 Muscoskeletal injuries

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 Inflammation of muscles, ligaments

A load is hazardous to move if:

 Too heavy, large or awkward

 Has moving parts
 Is difficult to grip
 Is poorly positioned away from the body
 Is hot or cold
 Contains hazardous substances

The major factors in manual handling injuries are:

Weight

Frequency and duration of task

Height to which load is lifted or lowered

Condition of the load

Reflection Question 10

Name a Manual handling task you have carried out in the last week. Is it a task that could be
done more efficiently and safely?

Controlling hazards

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Regulations say that elimination is the first step or priority in what is called:

The Hierarchy of Control:

a) Eliminate or reduce as far as is practicable

b) Or Substitute a method or material if you cannot eliminate

c) Or Isolate or enclose physical hazard or move activity away

d) Or Engineering controls to change machines, equipment, layout, process

e) Or Administrative controls to enforce policies and control access

f) Or Personal Protective Equipment to protect against inadequacies of previous steps

Reflection Question 11

Nominate six items of Personal Protective Equipment and the hazard they protect against

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Activity 7

Nominate a major hazard in a workplace and explain how you might control it by using the
Hierarchy of Control.

Monitor the Control measures

The process of monitoring is an ongoing one. Changes to procedures or equipment must be

logged and incorporated in Standard Operating Procedures. SOPs are an organisational set
of procedures for specified job descriptions.

Policy and Planning

A Policy is a philosophy or defined set of ethical standards.

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The development of an organisational risk management policy and support mechanism is

needed to provide a framework for carrying out a more detailed risk management program at
the project or sub-organisational level.

Usually it is the organisation’s executive that defines and documents its policy for risk
management, including objectives for, and commitment to, risk management

The risk management policy should be relevant to the organisation’s strategic context and its:

• Goals

• Objectives

• Business nature

Therefore, it makes sense then that management ensures that the policy is:

• understood

• implemented

• and Maintainedat all levels of the organisation

Basically, a policy is a public statement by an organisation, that establishes its intentions, its
aims and the goals or standards it commits itself to achieve. It is both a sign of good intentions,
but also lays out certain standards required.

These standards or minimum requirements, in a safety Policy, are the training needs of the
organisation.

What should a policy include?

In clear and simple terms, it should indicate your organisation’s safety aims, the arrangements
to achieve that, and the responsibilities and roles. Include:

 Senior management commitment to the process

 Integration of those aims into all activities
 Establishment of people’s roles and responsibilities

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 Accountability for all safety issues

 Consultative arrangements
 Training and review of policy and system effectiveness

We often hear about “Policy and Procedures” when we talk about organisations and
businesses. Remember this:

A Policy is a public commitment to a set of standards, and Procedures are the systems or
practical steps toward achieving that commitment.

A working Policy example

The following document is a real life example of a Safety Policy. In this case, it is the Policy of a
hospitality organisation’s commitment to Emergency Procedures in their multiple workplaces.

EMERGENCY PROCEDURES POLICY

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Introduction

“Our Event venues may vary physically and in the services that they provide, but there
are threats and incidents that are common to all. These may include fire, medical
emergencies, assaults or bomb threats. This is the high risk environment we operate
in.”

Aim

Our aim is to provide a program of prevention and response for all of our venues. This
emergency procedures program will:

 Relate to venues’ specific circumstances

 Be inter-active between management and staff
 Comply with required Australian Standards (as 3745-1995)

Scope

We will be required to develop and maintain an integrated program for all staff from induction for
the duration of their employment. It will incorporate:

 Demonstrated knowledge of emergency equipment

 Demonstrated organisational control
 Demonstrated evacuation drills and emergency response skills

Authority and Indemnity

The management of The Goat Club, Glenferrie, has given the emergency procedures
consultant and any other employees who enact the roles of the emergency control
organisation, full authority to implement the provisions of the emergency procedures
plan for ABCD venues. They shall be indemnified against civil liability resulting from the
practice of emergency procedures, where those persons act in good faith and in the
course of their duties.

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Workplace Safety Audits

A safety audit or on-site, physical inspection is one of the most effective ways to
identify hazards and to evaluate the general”health” of a workplace.

Workplace inspections or Audits are planned, systematic appraisals of the workplace which can
help identify hazards. The effectiveness of this process comes about through immediate and
first hand interaction with the workers and their environment.

Besides identifying hazards, it allows an appreciation of the workplace Safety Features

Safety Features

Most workplaces will have a number of assets or Safety Features, which enhance the safety of
the work environment.

These Features may take the form of existing building layout, installed warning, preventative or
suppression equipment or portable and accessible Emergency equipment. Some examples are:

 Emergency Exits

 Infirmary or treating centres

 Fire Extinguishers and Hoses

 Fire Blankets

 Smoke or Fire Doors

 Smoke or Fire Alarms

 Ceiling Sprinkler Systems

 First Aid Kits

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 Two-way radios or other communication devices

 Personal Protection Equipment

Activity 8

Your teacher will lead you on a practice Workplace Audit of a section of the Campus.

You will be provided with a copy of a checklist to assist you to find and identify Safety Features
and their status, as well as allowing you to record any hazards you see.

This will be a group activity.

Reflection Question 12

Can you think of any other safety features in or around your workplace? For example, any safe
areas?

Training and Informing Staff

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Can be said to be about providing information and experiences to staff so that they
know enough to make informed decisions, and have practised their response or
reaction.
All staff and executives of the organisation need to be made aware of the organisations
policy, or approach to managing risks, and to be instructed or inducted in their roles and
requirements in working safely and treating risks.

Existing information sources need to be accessed and where necessary, new

information sources developed. This will make it easier for businesses to conduct
informed decisions regarding dealing with risk matters.

It is essential that staff undertaking induction training are knowledgeable about the
businesses:

• Policies
• Procedures, and
• Processes or activities being reviewed

Sources of information available to event managers:

• Possible examination of local or overseas experience

• Industry associations and networks
• Government agencies that provide information and data that can be used to
identify trends/changes to the event environment

All training in safety matters must be documented, including attendees, dates, and
training activities completed. These training records may be a legal demonstration that
your organisation is providing a Duty of care.

No matter what the training your organisation offers, there are three important
ingredients to include in staff training:

 What is the training need?

 Enthusiastic and knowledgeable presenter, who allows interaction

 Current, accurate, relevant information

 Training gives capability to use skills and knowledge at work

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Reflection Question 13

Discuss what training and education in an entertainment Event organisation should be provided
to whom, and when?

Excursion Activity 9

Event venue Checklist

This activity will be completed on-site at a venue selected by your teacher.

It will be completed by pairs of students and submitted as a single document, with both
student’s names and individual explanation of Areas of greatest risk.

Venue name and address Venue contact

number Item to be checked location Sighted or

confirmed
1. Evacuation Floor Plans and instructions

2. Emergency Assembly point

Emergency exits, lighting and directions

Fire extinguishers and types, hoses

Sprinklers, detectors, alarm panels

Fire Warden system identified

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First Aid kit and treatment station

First Aiders identified

Disabled access and convenience

Suggested crowd control locations

Evidence of SOPs or other safety systems

Safety signage or information

Suggested Amenity issues (around venue)

Areas of greatest risk and Explain why.

What control measures already exist?

Weeks 6, 7, 8, 9
Emergencyequipment, Emergency Control Organisation, Emergency responses,
understanding fires and external threats

Emergencies – Definitions

 An emergency is a situation that threatens people, property or business and requires an

immediate response

 An emergency is a critical incident that requires the attendance of any of the Emergency
services – Police, Fire Brigade or Ambulance.

Severity and Seriousness

An Emergency has the potential for catastrophic consequences

Catastrophic consequences may be characterised by:

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 Fatalities and/or severe injuries

 Inability to deliver services or facilities
 Loss of control
 Dramatic change of routine
 Need for multi-agency response
 Extensive property damage
 Severe environmental impact
 Extensive use of external resources
 Extensive financial loss
 Severe emotional impact

In an Event or Entertainment context, Emergencies may include assaults or criminal

acts, medical emergencies, bomb threats or fires.

Reflection Question 14

Name another Emergency that might occur in your industry

The Critical Moments

You need to be able to deal with incidents that may cause death, serious injury or major
upheavals to any workplace or Event.
In an emergency, you may have to manage a serious problem for a period of time until
the experts - Police, Fire or Ambulance, arrive.

When they arrive Emergency Services will assume command. Until that time, venue
management bear full responsibility for any actions.

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This means that any decisions you make or actions you take, need to be the best
options in regards to saving life or preventing injury
.
This requires you to have a system in place that you and others will follow.

Be prepared for emergencies

Preparation is knowledge. Please learn!

Preparation means being able to identify what may occur and knowing what means are
suitable and available to prevent or respond to a serious situation.
The best kind of preparation is the acquisition of knowledge.

the nature of the emergency

What kind of danger is present? Have we encountered it before?
What kind of risk is there for people, property or the event?

the physical specifics of the environment

Are there danger areas, safe areas? Does everyone know the space really well?

the appropriate actions required

What skills do we need to combat a crisis?

the use of equipment provided

Do we know what safety equipment we have? Where is it located?
Do we know how to use it?

Emergency responses

In deciding on prevention or response actions, remember that what you are trying to do
is provide instructions for a range of diverse people Therefore, keep your suggested
actions simple, clear and easy to understand.
The first requirement is that the responses must not be dangerous in them selves

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Example Emergency Response for Fire

1. Decide whether to fight the fire or leave the danger area

2. Notify Emergency Services (000)

3. Notify all Wardens and staff

4. Use emergency equipment to fight the fire, if appropriate

5. If necessary, initiate an Evacuation to a safe area

6. Meet all staff at pre-arranged Assembly point\

Decision Making

There are different circumstances and risks involved in all fires. You may find
yourself having to make an important decision quickly, and without any guidance or
advice available.
There are no guarantees that you have made the right decision or will be successful
in carrying out your emergency response.
You can only seek to make an informed decision
Obviously, the more preparation you have had, the more you know about the nature
of the emergency, the more you know about the emergency equipment, and the
more you are familiar with the physical environment, then, the more likely you are to
make the right decision.

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Activity 10

This is a group classroom activity

Select one from the following possible emergency situations, and put together an
appropriate set of emergency response steps.

Attempt to give directions that would be appropriate for anyone in the organisation or
workplace, for any similar incident
For reasons of immediacy, keep the steps clear and accurate, and try to encapsulate
your response in no more than six steps.

Emergency 1. Fire in a commercial or restaurant kitchen

Emergency 2. Person found unconscious in tent at campsite

Emergency 3. A violent assault at a pub

Emergency 4. A crowd crush near the stage in an outdoor concert mosh-pit

Please develop your emergency response plan as a single page document as it would
be presented to the management of the event or venue.

Major Emergencies

Major emergencies directly risk the safety and well-being if many people, involve major
service agencies, often ruin large scale business, invite litigation and are a cause of
much emotional harm.
Major emergencies, if not handled appropriately, may bring about Criminal charges in a
court of Law. Assertions of Negligence or poorly handled situations may be levelled at
individual or organisation in both Criminal or Common Law and Civil Law.
In the circumstance that somebody dies there is a possibility that you could find yourself
under Criminal charges proceeding from the Coroner’s Court, and being prosecuted for
major breaches of the Occupational Health and Safety Act 2004

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Chain of Command

An Emergency Procedures Program requires a Chain of Command.

Responsible people must be delegated specific roles before and during an emergency utilising
acquired knowledge and organisational leadership

The people in this chain of command or hierarchy will be experienced, permanent or core staff.

A team of people, who know the work and the workplace, can predict the likely emergencies
and practice the best responses.

This hierarchy is known as an Emergency Control Organisation or Warden System

Chief Warden (wears White helmet)

Requirements
 Position of authority

 Good knowledge of venue, emergency equipment & essential services

 Regular presence during operational hours

Responsibilities
 Oversee activities of all other wardens

 Assist company management with determining emergency policy

 Maintain condition of emergency equipment and essential services

 Appoint personnel to wardens’ positions

 Co-ordinate staff induction and training

Before Event or shift

 Confirm presence of area wardens as posted

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 Designate Control Point to direct responses

 Communicate with each area warden to ensure areas and equipment

 and the presence of staff has been checked

In an Emergency
 Attend emergency control point

 Ascertain nature and scope of emergency

 Ensure appropriate response is activated

 Ensure emergency services have been notified

 Maintain communications with area wardens

 Co-ordinate evacuation if necessary

 Brief incoming emergency services and defer authority to them

Assistant Chief Warden(wears Yellow helmet)

As above, in absence of chief warden. At other times as directed by chief warden.

Area Warden (wears Red helmet)

Requirements

 Supervisory or leadership experience

 Good knowledge of workplace and emergency equipment
 Presence during operational hours

Responsibilities

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 Assist Chief Warden as directed

 Initiate responses as required

Before Event or shift

 Check presence and condition of emergency equipment

 Check clear access to Emergency Exits
 Identify staff working in designated area

In an Emergency

 Ascertain and report nature and scope of emergency to Chief Warden

 If necessary, activate responses for designated area
 Direct Staff in use of Emergency Equipment
 Direct staff and general public in evacuation
 Account for staff in designated area
 Communicate all actions and responses to Chief warden

Depending on the size or layout of the workplace, other staff may be delegated to act as other
Wardens for specific areas or needs.For example:

Stair Wardens

 To control access and order at key evacuation p[points such as stairways

Communication Wardens

 To assist Chief Warden in liaising with Emergency Services

 Maintaining communication during emergency
Runners

 In absence of communication devices, to relay instructions and messages

(Above wear Red helmets)

Understanding Fires
In Australia we are all aware of the destructive forces of fire. Each summer fires rage
through our bush land leaving a trail of death and destruction. Fires sometimes occur in
city buildings with less destructive outcomes because of the installation of fire sprinklers

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and alarm systems and training given to emergency response teams in building
evacuation and firefighting equipment use.

To give you a better understanding of fire prevention and fire fighting you need to know
some fire basics.
Fire is a chemical reaction between vapors of combustible materials and oxygen. It is
normally accompanied by heat, light and smoke.
Combustion occurs when heat causes vapor rising from the material to reach
combustion temperature
There are three Elements that must be present before a fire can take place. These
Elements are often represented as the three sides of a triangle.

Using this information can both help to prevent fires and to extinguish them.

Three Elements

Heat
(Enough heat to raise the material to its ignition temperature)

Fuel
(Some sort of fuel or combustible material)

Oxygen
(Enough oxygen to sustain combustion)

Remove an Element – Kill the Fire

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All fire fighting works on the application of this principle.

Remove the heat by cooling. Normally with water.

Don’t store flammable liquids near sources of heat, control temperatures of cooking oils

Remove the fuel from the path of the fire.

Turn off the gas. Don’t let solid fuels accumulate.

Remove or displace the oxygen

Smother with dry chemical powder, foam, inert gas (CO2), non flammable cover.
Minimise oxygen flow by proper storing.

Reflection Question 15

Why should you crouch low in the proximity of smoke and heat?

Reflection Question 16

Suggest some fire prevention ideas relevant to your workplace

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How to use a Fire Extinguisher

 Remove extinguisher from its wall rack

 Read label to check that it is appropriate extinguisher
 Remember that extinguishers operate for only a short time (10-20 secs)
 Stay at a safe distance. Extinguishers have limited throw (8-10 metres)
 Make sure that you have an escape path behind you
 Crouch low where smoke and heat are less
 Pull the retaining pin
 Aim hose at seat or base of fire
 Squeeze handles together
 Sweep the hose from side to side
 Make sure fire is out before you leave scene

Activity 11

This activity is for small classroom groups.

Summarise how to use an extinguisher in four steps, using the acronym PASS

Using a Hose Reel

There will usually be two types of hose in a Hose Reel cabinet –a large diameter
canvas hose, which is high pressure and only to be used by trained Firemen, and a
narrower rubber-coated hose of 18 or 36 metres length. This will deliver 27 litres per
minute and throw 10-15 metres.

 Turn on stop valve locate near reel

 Run out hose
 Twist nozzle and direct stream at base of fire.

Reliability of Equipment

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Portable extinguishers are charged with gas to propel contents. They need to be
checked and charged annually. Hoses can lose pressure if there are any leaks or
splits. rubber may perish or weaken over time, so they must also be checked
regularly and replaced if required.
Because of their portability and accessibility, extinguishers may be stolen or
discharged inappropriately by vandals. Please check regularly that they are in
working order.
This can be done in two ways:
1. Check that plastic tie that secures the pin and prevents the handles from being
squeezed together to operate, is intact.
2. Check the metal plate or tag attached to extinguisher, which is marked to
indicate its most recent servicing. Ideally, the extinguisher will have been
serviced within the last twelve months. Most extinguisher providers/contractors
will service them twice annually

Essential Services

Under Regulations for public buildings, certain of these Safety Features will be required to be
installed and maintained to legal Standards. These are known as Essential Services, and
generally relate to mechanical systems designed to repress and control fires and other large
emergencies.

These Essential Services include

 All fire fighting equipment, manual and automated

 Warning and Alarm systems
 Smoke and Fire Containment Doors
 Air movement exhausts
 Emergency Exit doors and lights

A venue or building Manager will have service contracts with several expert Essential Service
Contractors.These Contractors will;

 Analyse site needs and install required features

 Schedule testing and maintain Features in prime working condition

It is the responsibility of the venue or building manager to maintain this important legal and
safety requirement, and to report servicing needs and responses.

Reflection Question 17

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Name an Essential Services Contractor that services William Angliss Institute, and what is
the Feature that they service?

Selecting an appropriate extinguisher

There are several types of extinguisher, suitable for a range of types of fire.
Event or Hospitality workplaces will generally contain the following extinguishers
appropriate to workplace activities.

Water (all Red canister)

Suitable for Class A fires (Wood, fabric, paper)
Not suitable for Class B or C fires (Electrical, cooking oils, fats)

Best location?

Dry Powder (Red canister with White band)

Suitable (Wood, paper, fabric, flammable liquids, Gas and Electrical fires)

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Best location?

CO2 (Red canister with Black band)

Suitable for (Electrical)

Limited suitability for A, B, C, F (Wood etc, flammable liquids, Gas)

Best location?

All photos reproduced with permission MFB 2013

Reflection Question 18

Suggest and explain the appropriate extinguisher for:

1. a kitchen deep-fryer

2. stage curtains in a theatre

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3. fire in or near computer

Common causes of fire in the workplace

 Electrical faults, Overloaded power points, Chemical reactions, Smoking,

Cooking, Hot Work (welding etc), Arson, Static electricity, Faulty portable gas
appliances, Misuse of flammable liquid

How fires spread

 Convection
The air around a fire warms, expands, and becomes less dense. This causes the
heat to rise and the fire to “travel”

 Radiation
Electromagnetic waves are radiated to surrounding materials. These high intensity
waves raise the material to combustion temperature.

 Conduction

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Heat transfers energy through atoms. The subsequent heated atoms move more
quickly resulting in raised temperature.

 Direct burning
As fire consumes fuel, it will seek more fuel from material in direct contact with it.

Heat is energy and tends to find equilibrium by raising surrounding levels of temperature
to a higher common temperature.

Reflection Question 19

Fire tends to travel upwards. Explain the rationale in the well-known safety tip if your clothes
catch on fire of “Stop, Drop and Roll”

Reflection Question 20

Where is the highest risk of fire in your workplace or at college?

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Reflection Question 21

Suggest one “tip” to reduce the likelihood of fire in the area you have nominated

Bomb Threats

Bomb threats have serious consequences if they are real and if the bomb or device was to
explode.A bomb can be any explosive or flammable device.

Bomb threats made to businesses, events or venues are quite common but are often not made
public or reported.

In almost all cases, they are threats, not reality, but they must be taken seriously and
treated as if they are real or genuine.
Certainly, in today’s world the possibility of terrorist attacks has increased dramatically,
and certainly indicates a broader set of motives. It important to remember that bombs
have been used for many years and it is difficult to identify motives with any real
certainty.
Hoaxers are usually hoping to harm a business or Event by causing disruption or
evacuation.

Bomb threats may be in the following forms:

Written - If a bomb threat is received in writing the document should be kept, including
any envelope or container. Once it is recognised as a threat, further unnecessary
handling should be avoided. Every effort should be made to preserve evidence such as
handwriting, fingerprints, paper and postmarks
Telephone - An accurate analysis of the telephone threat can provide valuable
information on which to base recommendations, actions and subsequent investigations.
The person receiving the threat must use the Bomb Threat Checklist to guide them
through the process.

Suspicious Object - A suspicious object is any object found on the premises and
deemed a possible threat by virtue of its characteristics, location and circumstances.

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Explosives

 Instil fear
 are indiscriminate
 are relatively easy to build
 are easy to place or hide
 may be difficult to find due to variety of methods

They can be placed, dropped, thrown, posted, attached to a person, or in a vehicle

They can be placed inside or outside, near entry or exit points.

They can be made easily from readily available materials including legitimate industrial
explosives and electrical components, fertilisers and chemicals.

They can be set off by delay timers, chemical reaction, batteries, booby traps, contact
switches, tilt or pressure switches, key or machine switches, remote or radio control,
temperature, light, air pressure.

Objectives of a Bomb Threat Response Plan

All organisations, businesses and Venues must have a Bomb Threat Response Plan.
Objectives of a response plan are:

 Key personnel will have clear responsibility and authority

 To find the bomb

 To identify a hoax and reduce search time

 To prevent injury

 To prevent disruption to the operation of the event or business

 To prevent publicity that might encourage other hoaxes

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 To gather information that might help police to identify and arrest offenders

Key elements of a Bomb Threat Response

 Assess any available information

 Designate a chain of command (Emergency Control Organisation)

 Search for anything that fits a description given or should not be there

 If suspicious object discovered report to Response co-ordinator

 Do not disturb or touch

 Notify Emergency Services

 Clear area of personnel and public

 Wait at Assembly Point with staff for further instructions from Police

Threats by phone

Don’t interrupt, let caller finish

Be sympathetic, not abusive

If asked for a response, provide an honest answer

Record all information on a Bomb Threat Check List

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Attract attention of co-workers to call Police

Don’t hang up, even when caller hangs up

Bomb Threat questions to ask

To elicit as much information as possible, ask a series of questions. This will also allow you
to pick up clues about the callers identity, reasons for the call and possibly the location from
which the call is coming.

This conversation will also allow you some time to notify Police, and possibly encourage the
caller to reveal the truth of the threat.

1. When is the bomb going to explode?

2. Where did you put the bomb?
3. When did you put it there?
4. What does the bomb look like?
5. What kind of bomb is it?
6. What will make it explode?
7. Why did you place a bomb?
8. What is your name? What can I call you?
9. Where are you right now?
10. Where do you live?

Identifying and locating the caller check list

Caller’s Voice was:

o Male o spoke well o deep

o
o female o inarticulate o cracked
o
o old o slurred o disguised
o
o young o nasal o irrational
o
o soft o stuttering o familiar

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o
o loud o slurred o recorded
o
o slow o lisping o read out
o
o rapid o raspy o accent
o
o laughing o abusive o jokey
o
o emotional o clear o calm
o

Background Noises or sources of call

o street o office

o crockery o factory
o
o voices o animals
o
o PA o quiet
o
o music o fading
o
o domestic o local
o
o motors o long dist
o
o aircraft o STD
o
o Trains o ISD
o
o Trams o mobile
o

Armed Intrusions, Threat, Hold-up

Armed robbery is becoming a common experience in today's society. As banks, credit unions
and other institutions are becoming less of a target due to the presence of security personnel
and electronic surveillance, businesses with a cash flow are now being targeted. Managers
should ensure cash and valuables are secured and kept to a minimum workable level.

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Employees who may be subject to such an incident should be given instruction to ensure their
safety. If you are confronted by an armed intruder:

1. Obey their instructions

2. Try and remain calm
3. Do not take any action to excite the intruder
4. Hand over cash/valuables on request

5. Try to make a mental note of clothing, speech, scars or features of intruder

Other Critical Incidents

Depending on the nature of your business, or enterprise, you will have to contend with
emergencies that are influenced by, or as a result of your specific circumstances.

Some of these factors may be location, demographic, or the nature of any of the activities
involved.

You will always need to tailor your prevention and response strategies to conditions that are
unique to you.

Documentation and Record Keeping

Legal requirements and good business practice demand proper record keeping.

There are various Acts and regulations that specify employers are required to keep and provide
certain types of OH+S safety information and records. For example:

 Employers must make available to all Employees any information they have on actual or
potential hazards or plant or substances used.

 Employers must provide training, information and instructions of plant and processes to
all relevant employees. They must keep Training Records

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 Certificates of Competency are required for users of plant and machinery and this proof
must be kept.

 Injuries must be recorded and kept in a workplace Register of Injuries

 Accidents, incidents or “near misses” must be recorded and kept in an Incident Register

 Any details of workplace issue resolution must be kept and made available for staff or to
view, on request.

 Noise surveys and other tests must be kept and made available to staff.

 Hazardous materials data and reports must be kept and made available

Activity 12

In your own words, list the three most important things you learnt from this subject

Individual activity for classroom discussion

Teacher’s comments

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