Appendix A

Communication, Consultation and Participation of OSH

Safety & Health Committee Guidelines

1.0 Objectives of the Safety & Health Committee

1.1 Foster cooperation and consultation between management and workers in identifying,
evaluating and controlling health and safety matters at IMU;
1.2 Effectively communicate OH&S matters;
1.3 Exchange ideas, recommend actions and suggestions for improvement relating to OH&S;
1.4 Obtain feedback from employees to assist, promote and provide a safe, healthy and secure
work environment.

2.0 Committee Membership

The Safety & Health Committee shall comprise of:
 a chairman;
 a secretary;
 management representatives and employee representatives (equal representation)

3.0 Appointment of Safety & Health Committee members and adequate employee representation
3.1 Consideration shall be given to ensure adequate number of management's and employee
representatives.
3.2 All areas/sections of work to be represented and members should have basic knowledge
and/or interest in OH&S.
3.3 Employee representatives shall be volunteers or shall be elected by their peers.
3.4 Part-time workers as well as interns are not be counted for the purpose of determining the
number of members who will serve on the Safety & Health Committee.
3.5 In the event there is no or insufficient employee representative, the management appoints the
required number of persons to represent the employees.
3.6 IMU shall not penalize a member of the Safety & Health Committee in any manner for being
absent from his normal duties at work while carrying out the functions of the Committee.
3.7 If a vacancy occurs amongst the members of the Safety & Health Committee, the vacancy
shall be filled by a person appointed in the same manner as the previous member of the
Committee whose resignation or otherwise has created the vacancy.

4.0 Safety & Health Committee Chairman

4.1 The Safety & Health Committee is chaired by the Vice Chancellor .
4.2 The Safety & Health Committee Chairman leads the Safety & Health Committee and makes
decisions on the required resources and discussions.
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4.3 The chair, if other than stated in 4.1, to function best, should have direct access to the
Chairman of the University.

5.0 Safety & Health Committee Secretary

5.1 The SHO/OH&S Representative is appointed as the Secretary of the Safety & Health
Committee.
5.2 When there is no person employed as the SHO/OH&S Representative, the Chairman appoints
a person to act as the of the Safety & Health Committee or the members may, by ballot,
appoint from amongst themselves the secretary of the committee.
5.3 The Safety & Health Committee Secretary is responsible to:
a) schedule quarterly Safety & Health Committee meetings;
b) serves as the contact with external agencies (e.g. DOSH) on health and safety matters;
and
c) retain all health and safety related documents such as Act Books, OH&S procedures.

6.0 Safety & Health Committee Functions

6.1 Investigate any matters at the place of work which a member of the Safety & Health
Committee or a person employed there considers is not safe or is a risk to health and safety;
6.2 Assist in the development of programmes and safe system of work;
6.3 Carry out OH&S inspection at the workplace;
6.4 Recommend corrective and preventive actions;
6.5 Review and recommend revision to OH&S policies, procedures and/or instructions;
6.6 Investigate any work-related incident, dangerous occurrence, occupational poisoning and/or
disease;
6.7 Analyse accidents/illness/disease trends;
6.8 Create, carry out, monitor and review effectiveness of health and safety-specific programmes
and trainings;
6.9 Conduct/attend OH&S meetings;
6.10 Review injury, illness and near-miss records;
6.11 Provide OH&S advise/recommendations to the Line Management;
6.13 Identify new programs and areas for improvement;
6.14 Discuss employee, employer or other interested parties related OH&S concerns;

7.0 Safety & Health Committee Member Responsibilities

7.1 Attend Safety & Health Committee meetings.
7.2 Ensure procedures, work instructions and forms used are enforced.
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7.3 Review the effectiveness of the procedures to ensure quality, effectiveness, and compliance
with all applicable requirements.
7.4 Ensure OH&S requirements are clearly communicated to all relevant parties.
7.5 To identify resources required for OH&S.
7.6 Identify new technology and methods to prevent OH&S incidents.
7.7 Propose improvements.

8.0 Information and training

8.1 IMU ensures that all members of the Safety & Health Committee have a basic understanding
and knowledge of the functions of the Committee.
8.2 IMU takes steps that are reasonable practicable to provide the members of a Safety & Health
Committee with adequate training in OH&S so as to enable them to perform the functions of
the Committee effectively.
8.3 IMU makes available the relevant document and information, where necessary:
i) occupational health and safety related Act(s)
ii) industry codes of practice and guidelines relating to the elimination of risks to safety and
health associated with the nature of work carried out at the workplace, and such other
relevant codes of practice, as applicable to the site;
iii) information about safety plans and their implementation, and any proposed changes to
the OH&S plans affecting the safety and health of employees;
iv) technical information about safety and health hazards and the precautions necessary to
eliminate or minimize them, if any;
v) information about operation procedures, systems of work, and substances for use at work
and other relevant data pertaining to OH&S; and
vi) any other information as directed by the SHO/OH&S Representative from time to time.
8.4 IMU does not make available to the Safety & Health Committee the following document and/or
information:
i) any information the disclosure of which would be prejudicial to the interest of national
security;
ii) any information which he could not disclose without contravening a prohibition imposed
by or under any written law;
iii) any information relating specifically to an individual, unless he has consented to its
disclosure;
iv) any information the disclosure of which would, for reasons other than its effect on health,
safety or welfare at work, cause substantial injury to the IMU’s staff or, where the
information was supplied to him by some other person to the undertaking of that other
person; or
v) any information obtained by IMU for the purpose of instituting, prosecuting or defending
any legal proceedings.

9.0 Removal of Safety & Health Committee member

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9.1 The Safety & Health Committee may remove a member from the Committee if:
a) He fails to attend three (3) consecutive meetings of the Committee without leave of the
Chairman;
b) He has been found or declared to be of unsound mind;
c) He becomes a bankrupt;
d) As a representative of employees, he is no longer employed at the place of work;
e) There has been proved against him, or he has been convicted on, a charge in respect of:
i) an offence involving fraud, dishonesty or immorality;
ii) an offence under law relating to occupational safety and health; or
iii) any other criminal offence; or
f) he is otherwise unable or incapable of discharging his duties as a member of the Safety
& Health Committee.

10.0 Safety & Health Committee Meetings

10.1 Safety & Health Committee meetings are to be conducted at least once in a quarter.
10.2 Every member of the Safety & Health Committee shall be given reasonable notice in writing
(e.g. e-mail) of any meeting of the Safety & Health Committee together with a copy of the
agenda for the meeting attached to such notice.
10.3 A meeting is immediately called (without the need for giving written notice) in the event of an
accident which results in loss of life or serious bodily injury to any person, a near-miss,
dangerous occurrence or any other situation which calls for immediate attention in order to
ensure the safety and health of employees at the workplace.
10.4 At every Safety & Health Committee meeting the chairman, secretary and not less than half of
the remaining members present constitutes a quorum.
10.5 The Safety & Health Committee may invite any person who is involved in or has knowledge of
any accident, near-miss, dangerous occurrence, occupational poisoning or occupational
disease which has occurred at the place of work to attend any meeting of the Safety & Health
Committee during which such incident is discussed.
10.6 The Committee may invite any other person to any of its meetings to discuss any matter
pertaining to OH&S and security.
10.7 Only matters relating to OH&S and security at the workplace are to be discussed at any
Safety & Health Committee meeting.
10.8 The management is responsible to provide a suitable place at the workplace for the Safety &
Health Committee to hold its meetings.
10.9 The management is to permit every member of the Committee to attend such meetings during
working hours.

11.0 Agenda
11.1 The Safety & Health Committee’s meeting agenda could include the following topics:
a) Matters arising from previous meeting
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b) Approval and relevance of OH&S policies, procedures, instructions and programmes

c) Review the OH&S performance:
i) Accident/Incident investigation and action progress
ii) Near miss event reporting
iii) OH&S training progress
iv) HIRARC & actions progress
v) OH&S statutory and regulatory compliance issues
vi) corrective actions progress
d) Safety and health newsletter update
e) OH&S objectives and its achievement
f) OH&S programs/projects update
g) Any others matters arising

11.2 The agenda will remain the same for all OH&S meetings unless and otherwise notified in
advance by the SHO/OH&S Representative.

12.0 Meeting Minutes

12.1 The meeting minutes will be prepared by the Safety & Health Committee
Secretary/Representative and approved by the Safety & Health Committee Chairman, where
required.
12.2 The approved meeting minutes will be distributed to the members of the Safety & Health
Committee within two (2) weeks after the meeting has taken place.
12.3 The meeting minutes will be filed and retained for at least seven (7) years.

13.0 Monitoring and measurement

13.1 The SHO/OH&S Representative provides a summary of OH&S parameters monitored and
measured on an annual basis.