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HSE COMMUNICATION
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REVIEWED BY:
Name: MR. DONNIE G. CARIAGA
Position: PROJECT IN CHARGE
APPROVED BY:
Name: MR. OTHMAN SAAD ALZAHRANI
Position: GENERAL MANAGER
COMMUNICATION, PARTICIPATION & CONSULTATION
PROCEDURE
1. PURPOSE
The purpose of this procedure is to ensure that communication, participation & consultative
arrangements are effectively in place, which may include employees, management, contractors,
suppliers, clients of the organization, and other interested parties working together to
continually improve environment, health and safety standards.
2. SCOPE
This procedure is applicable to all the facilities and locations covered by SOC operations within
Kingdom of Saudi Arabia.
3. RESPONSIBILITY
It shall be the responsibility of the Company Management Representative / VICE PRESIDENT to
have effective implementation of this procedure.
4. DEFINITION
Occupational health and safety (OH&S) refers to conditions and factors that affect,
or could affect, the health and safety of employees or other workers (including
temporary worker and contractor personnel), visitors, or any other person in the
workplace.
Workplace refers to any physical location in which work related activities are
performed under the control of the organization.
5. PROCEDURE
5.1. Communication:
5.1.1. Internal communication of matters associated with H&S, shall include, but not
limited to, the following methods:
Announcements;
Memos;
Meetings;
E-mails (intranet);
Notice Boards; and,
Trainings.
5.1.2. Communication with external interested parties, including overseas suppliers,
services provider and visitors having access to the workplace shall be through:
Letters;
Faxes;
Company profiles;
Annual reports;
Newsletters;
Community meetings;
E-mails (internet website)
5.1.3. Concerns/complaints regarding OH&S communicated by external interested
parties shall be recorded in the HSE Concern register and/or Incident / Accident
Log, as applicable.
5.1.4. The VICE PRESIDENT and MR shall regularly review this register and ensure that
appropriate actions are taken to address the concerns. All actions taken shall be
reflected on the H&S Concerns Log.
5.1.5. The VICE PRESIDENT shall decide whether to raise an NCR / CPAR, and
subsequently record it in the NCR/CPAR Status Register or not. The NCR shall then
be sent by the MR or process owner for the necessary root cause analysis and
corrective action implementation. Status of the NCR shall be updated in the NCR /
CAPR Status Register.
5.1.6. Relevant communications from external interested parties involving OH&S matters
will be responded to by VICE PRESIDENT in coordination with Management
Representative and Site In-charge if requested.
5.2. Participation of Workers
5.2.1. Employees and workers shall participate in identifying hazards and risks in their
workplace and on how to control them during safety meetings, tool box talks,
trainings, inspections and interviews. In addition to the requirements in OHSAS
18001, the SOE procedure(s) for the involvement of workers may include:
Consultation in the selection of appropriate controls, including discussion of the
benefits or adverse outcomes of alternative options for controlling specific
hazards or preventing unsafe behaviour,
Involvement in recommending improvements to HSE & Quality performance,
Consultation concerning changes that affect OH&S, particularly before the
introduction of new or unfamiliar hazards, e.g.:
the introduction of new or modified equipment,
the use of new chemicals or raw materials
Reorganization, new processes, procedures or work patterns.
5.2.2. Employees and worker’s feedback from such consultations shall be resolved
accordingly and taken into account in future risk assessment analyses. Concerned
personnel, such as victims and witnesses, shall be interviewed during incident
investigation and results shall be entered in Accident Report. Near misses or
dangerous occurrences shall be recorded in Incident Report.
5.2.3. The MR, who is appointed as representative on OH&S shall bring to the
management’s attention identified hazards and associated risks to the health and
safety of people having access to the workplace. He shall ensure that these are
effectively communicated and recorded.
5.3. Consultation with Contractors & Other External Interested Parties
5.3.1. In considering the need for consultation with Suppliers / Services providers on
changes that can affect their HSE takes account of the following:
New or unfamiliar hazards (including those that can be introduced by the
contractor / suppliers),
location facility
Re-organization,
New or amended controls,
Changes in materials, equipment, exposures, etc.,
Changes in emergency arrangements,
Changes in legal or other requirements.
5.3.2. In considering the need for consultation with Suppliers / Services providers on
changes that can affect their HSE, SOC takes account of the following:
For consultation with external parties, SOC gives consideration to factors such as:
Changes in Emergency arrangements,
Changes in the Group Corporate Office policies,
Changes in legal or other requirements.
5.3.3. Suppliers and other relevant external interested parties shall be consulted
regarding changes in operations, activities and company policies that may affect
their Environmental Occupational Health & Safety.
5.3.4. The VICE PRESIDENT, along with MR and Production In-charge are responsible for
such consultations in the organization.
6. ASSOCIATED DOCUMENTS
OH&S Concerns Register
Incident Report / Accident Report
NCR / CPAR Status Log
NCR / CPAR Records
Evaluation Compliance
