Supervisors guide for managing reported hazards and incident (HS714) Version 4.1 27 February Health and Safety Unit Contents What happens when a hazard/ incident is reported?... 1 Steps to managing reported hazards and incidents... 2 Step 1... 2 Step 3... 3 Step 4... 3 Step 5-Review risk rating... 4 Step 6-Review corrective actions... 5 Step 7-Assign corrections... 6 Step 8-Ensure all corrective actions are completed... 7 Step 9-Reviewing corrective actions and closing report... 7 Appendix 1: Flow chart for managing hazards and incidents... 8 What happens when a hazard/ incident is reported?
When a staff member or someone else reports a hazard/incident online an email will be sent to their supervisor informing them of the hazard/incident. The supervisor is then responsible for ensuring that corrective actions are put in place to eliminate the hazard or if this is not possible actions are selected to reduce the hazard. Steps to managing reported hazards and incidents Step 1 Login to myunsw and select My staff profile then click on Report/Manage OHS&E issues. Step 2 Then select manage hazards/ incidents Page 2 of 8
Step 3 To view all issues you are responsible for select only issues I m responsible for and the click search. A list of all issues that you have been allocated responsibility for will be there. Select the issue you want to deal with. Step 4 The details of the hazard/ incident will then appear. Page 3 of 8
Step 5-Review risk rating The person who submitted the report has assigned a risk rating to the hazard. If you disagree with the rating you can review the rating by changing the consequences/likelihood and then selecting Refresh Risk to re-evaluate the risk. The new risk rating will appear at the top of the box. If you disagree with the risk rating you can contact the person who submitted the report to discuss why you disagree with the rating. There are 2 factors you need to consider when determining the risk rating of the Hazard namely: The consequence of being exposed to the hazard and the likelihood this outcome will take place. For consequences: Refer to the following table to assisting in selecting the consequence. What do you think is the most likely consequence of this hazard? Severe Major Moderate Minor Insignificant death or permanent disability to one or more persons hospital admission required medical treatment required first aid required injuries not requiring first aid For likelihood: Refer to the following table to assist in selecting the likelihood. How probable do you think it is that this consequence will take place? Almost certain Likely Possible Unlikely Rare expected to occur in most circumstances will probably occur in most circumstances could occur at some time is not likely to occur in normal circumstances may occur only in exceptional circumstances The timelines for acting on the hazard are based on the risk rating e.g.. Page 4 of 8
Risk Rating Very High High Medium Low When to act Act immediately Act today Act this week Act this month Refer to Appendix A: Risk Rating Matrix in the HS329 Risk Management Procedure Step 6-Review corrective actions The person who submitted the report may have suggested some corrective actions. It is your responsibility as the supervisor to review corrective actions and make any changes necessary. If you disagree with any of the corrective actions suggested contact the person who completed the report to discuss. Work Health and Safety legislation requires that foreseeable hazards are identified and where possible, the risks arising from these hazards are eliminated entirely or the risks reduced to the lowest level possible. The following Hierarchy of Controls must be followed: 1. Eliminate Examples of Elimination: Removing faulty or hazardous equipment Using reticulated gases (i.e. gases through pipes) rather than moving & storing gas cylinders in the workplace When designing a new work area, making sure furniture & fittings don t create ergonomic hazards If you can t eliminate these risks, you must follow steps 2 5. 2. Substitution This involves replacing the hazardous substance, equipment or process with a safe alternative. Examples: Using water-based chemicals instead of solvent-based chemicals Use detergent instead of chlorinated solvent for cleaning Replace photocopier toner ink with sealed cartridges Replacing an unsuitable office chair with an ergonomic chair with proper lumbar support for lower back 3. Engineering This involves modifying a piece of equipment or work process, enclosing equipment, putting guards in place, to make it safer. Examples: Adding machine guards or lock-out devices Automatic cut-off switches 4. Administration Page 5 of 8
This involves developing and implementing safe work procedures and introducing training for hazardous tasks. Please note this is a less effective control because it is reliant on people following the correct procedures and adhering to their training at all times. Consequently, elimination, substitution and engineering controls are preferred. 5. Personal protective equipment and clothing This involves safety glasses, footwear and hearing protection. As a control measure, personal protective equipment should be used a last resort, as its effectiveness is dependent on the individual take responsibility to wear the equipment or clothing. NOTE: Wherever possible try to put controls in place that are at the top of this hierarchy (i.e. eliminate and substitution), as these are the most effective controls. You can also implement more than one control at a time. E.g. Substituting a safer piece of equipment, but also provide training how to use the new piece of equipment. For example: The person who submitted this report has suggested reducing the hazard by changing workplace procedures. 1. If you agree with this action you need to assign who is responsible for completing the action. If you disagree with the action contact the person who made the report to discuss. Then decide on appropriate actions. 2. Once you have assigned who is responsible you then need to put in the date the action was initiated i.e. the date an email was sent or phone call made. 3. When the action is completed you then need to put in the date the action was completed. Step 7-Assign corrections When you have decided on the corrective actions you must assign them to a responsible person for action if you are not responsible for the specific action. If the issue is an issue outside the building or infrastructure outside your area contact FM, then Select Closed: Outside issue, called FM and enter the FM job number. Page 6 of 8
Step 8-Ensure all corrective actions are completed Once all corrective actions have been completed and you have entered the dates of completion you can select Actioned: awaiting final review If there is a worker s compensation claim associated with the incident the report will still remain open. An email will be sent to the person who reported the hazard/incident informing them that all corrective actions have been completed. Step 9-Reviewing corrective actions and closing report Once all corrective actions have been put in place you will receive an email 1 month after all the actions have been in place for you to review the corrective actions. This is to ensure the corrective actions that have been put in place are effective in managing the hazards reported. If you are satisfied that the corrective actions are effective you need to log in to myunsw and 1. Select manage hazards and incidents 2. Search for the hazards and incidents for the one which you need to review the controls and select it. 3. Go to the completion status for this hazard/incident and select Closed: All controls reviewed 4. The incident/hazard report is then complete Page 7 of 8
Appendix 1: Flow chart for managing hazards and incidents Report Status Incident/Hazard Reported Submitted Automated email sent to supervisor or responsible person hazard/incident Call FM and report and Select Closed: Outside issue, called FM and enter FM Job number Supervisor or responsible person must review risk rating and assign corrective actions If issue outside building or relates to infrastructure outside your area In progress/ Waiting FM When corrective actions are assigned select In Progress or Waiting FM Corrective actions added automatically to online corrective actions register Actioned When corrective actions have been completed select Actioned: Awaiting Final Review Automated email sent to supervisor or responsible person one month after report status changed to Actioned: Awaiting Final Review Closed Supervisor or responsible person to review all controls and select Closed: All controls reviewed Page 8 of 8