Health and Safety Management System
Work HSMS
A Health and Safety Management System (HSMS) is a set of plans, actions and procedures to systematically manage health and safety in the workplace that is actively endorsed by a committed employer to achieve
- Provision of a safe and health workplace and the prevention/reduction of illness and injury equally for employees and contractors.
- Identification of workplace hazards, assessment and control of all risks.
- Active involvement in health and safety matters by managers, supervisors and employees and their representatives.
- Provision of information and training for employees at all levels so they can work safely.
- Audit and review of the HSMS.
The HSMS follows a simple WHY, WHAT, HOW format:
Why are we required to do this?
What has the university put in place to meet this requirement?
How do you implement this requirement?
Our system has 6 key elements:
- Commitment
- Planning
- Consultation
- Implementation
- Measurement
- Review
The Commitment element of the HSMS has three sub elements:
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Why
The organisation is required to develop an HS Plan and implement and resource an HS Management System to set HS objectives and key performance targets.
What
UNSW has developed a plan that outlines the purpose, priorities and objectives for Health and Safety that form the basis for the University’s HS Operational Plans. It also identifies what the institution seeks to achieve and why, and provides objectives and key performance targets by which our performance will be evaluated, both internally and externally.
How
- Senior Management must incorporate the UNSW HS Plan objectives into their Divisional and Faculty Operational Plans
- Where applicable, each school or unit must incorporate the Divisional Faculty HS Operational Plan objectives into their local Operational Plans
- The UNSW HSMS must be used as the tool for achieving the goals set in the UNSW HS Plan
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Why
The organisation is required to document a policy establishing commitment to Health and Safety (HS).
What
The organisation, in consultation with all employees and/or their representatives, shall define and document a policy establishing commitment to Health and Safety (HS).
How
- All staff must participate in the consultation process during policy development and review.
- You must display the HS Policy Statement in your workplace.
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Why
The organisation is required to define HS responsibilities, authorities and accountabilities to establish a clear understanding of each person’s HS role in the organisation.
What
UNSW has established a Register of Delegations and HS Responsibility, Authority and Accountability Procedure to define HS responsibilities, authorities and accountabilities.
How
- The Register of Delegations must be communicated to senior management by the Vice Chancellor.
- Line managers are required to document and inform all staff of their HS responsibilities and accountabilities using the HS Responsibility Procedure.
- Specific HS responsibilities and accountabilities must be documented in staff position descriptions, HS organisational charts, or websites.
The planning element of the HSMS has six sub elements:
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Why
The university will establish mechanisms to facilitate the implementation of the HSMS in the workplace.
What
UNSW has developed a Self-Audit Tool for all areas to monitor their status of HS implementation and ensure ongoing implementation of the HSMS.
How
- All areas will complete the self-audit tool to ensure the ongoing implementation of the HSMS.
- All new workplaces that become affiliated with UNSW can use the self-audit tool to begin implementation of the HSMS.
- The self-audit tool and HSMS review procedure will be the mechanism by which on-going monitoring, review and HS system improvement will be carried out.
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Why
The organisation shall establish, implement and maintain a risk management program.
What
UNSW has developed a risk management program to identify all foreseeable hazards and assess and control the associated risks during planning of all activities.
How
- The UNSW HS Risk Management Program must be used during planning of all activities.
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Why
The organisation must establish and maintain procedures to ensure the identificaiton and control of HS risks resulting from the design process. This process must take into account legislative requirements, standards and codes of practice where applicable.
What
UNSW has established procedures that define HS requirements in design documentation. Personnel involved in the design phase must be suitably skilled and experienced. This requirement applies to all UNSW staff who design or refurbish UNSW facilities or plant and equipment.
How
- All UNSW staff who undertake projects to building design and construction and the refurbishment of rooms and laboratories, must ensure this work is co-ordinated by UNSW Facilities Management. UNSW Facilities Management must ensure all building design projects are conducted using the Guidelines for the Management of HS (Construction).
- All UNSW staff designing plant and equipment must follow the UNSW HS Plant Design Guidelines.
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Why
The organisation must develop and implement a system for measuring the capacity of suppliers of goods, services and human resources to comply with HS specifications and requirements.
What
UNSW will incorporate all HS requirements into the UNSW Accounting Manual.
How
- All UNSW staff must implement the HS requirements of the UNSW Accounting Manual. This includes completing a safe purchase checklist for goods that pose HS risks, prior to purchase.
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Why
The organisation shall identify all potential emergency situations, risks and document emergency procedures and plans for the preparedness of, planning for, response to and recovery from incidents of emergencies that may cause harm, injury, illness or death to people, assets and the environment.
What
- UNSW must document an emergency risk register which identifies all potential emergency situations.
- UNSW must develop, maintain, review and test the UNSW Emergency Site Plan which outlines preparedness, planning, response and initial recovery measures for UNSW.
- UNSW must develop and maintain site specific emergency plans as required for.
- Development Applications set by State Planning arrangements. UNSW has developed a Business Continuity Plan.
How
- UNSW Security will, in consultation with the UNSW community, ocmplete an Emergency Risk Register.
- UNSW Security will develop, implement, maintain and test an Emergency Site Plan and will communicate this plan to relevant stakeholders.
- UNSW Security will plan evacuation drills and maintain a schedule and register of evacuation drills.
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Why
The organisation shall establish, implement and maintain procedures to identify and have access to all legal and other requirements that are directly applicable to HS.
What
UNSW has developed legislative compliance guidelines. Legislation registers and established access to relevant sources of legislation of applicable to UNSW activities.
How
- Use the links provided to assist you in identifying the legislation, standards and codes of practice and other sources of information applicable to your activity.
When is consultation required?
Consultation is required when:
- Identifying hazards and assessing risks arising from the work carried out or to be carried out.
- Making decisions about ways to eliminate or minimize those risks.
- Making decisions on the adequacy of facilities for the welfare of workers.
- Proposing changes that may affect the health and safety of workers. This may include any changes to the workplace such as building renovations, maintenance work, or minor works.
- There are any proposed changes to the work environment, processes, practices or purchasing decisions that impact on workers’ health and safety.
- Making decisions about health and safety related procedures.
- Changing workgroups or consultation arrangements.
- Determining training requirements for the workgroup.
- Developing, implementing and reviewing health and safety related procedures.
Setting up consultation arrangements:
Health & Safety Representative
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A Health & Safety Representative (HSR) is a worker who has been elected to represent their workgroup on health and safety matters, who sits on a Health & Safety Committee (HSC) or has been deemed to fill that position. A Deputy HSR may also be elected to deputise for the workgroup’s HSR should the HSR not be available.
The steps below describe how to set up consultation arrangements for a new workplace, or if a worker requests the election of a HSR. Management must consult with workers to decide on how consultation will occur.
Firstly workgroups are determined, then workers have the option of electing one or more HSRs for their workgroup. Furthermore, HSRs and workers can decide if they wish to establish a Health and Safety Committee that covers their workgroup.
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Within an area (e.g., a school/unit) workgroups are formed by negotiation and agreement by a majority of the members of the workgroup (including workers and management). The purpose of the negotiation is to determine:
- The number and composition of workgroups to consult with.
- The number of HSRs and Deputy HSRs to be elected (this will depend on the hours worked, different site locations, the level of risk involved, shift patterns, etc.).
- The workplace/s to which the workgroups will apply.
- The businesses or undertakings to which the workgroups will apply.
To establish a workgroup, the person conducting a business or undertaking (PCBU)/management must:
- Take all reasonable steps to commence negotiations with the workers within 14 days after a worker makes the request.
- Negotiate with a worker’s representative (such as a union official) if a worker asks you to do so.
- Notify the workers of the outcome of the negotiations and of any workgroups determined by the agreement as soon as practicable after negotiations are complete.
Workers are encouraged to provide feedback as to whether they agree with the proposed “workgroups”, by sending an email to a nominated management representative by a specified date, indicating if they “agree with the proposed workgroups”. If “no response” is received by email from the majority of workers by the specified date, it will be assumed that the majority of workers agree with the proposed workgroups.
If there is a failure in negotiations for the establishment of workgroups, then any party to the negotiations may ask the regulator (SafeWork NSW or Worksafe) to appoint an inspector to assist.
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HSRs must be elected by members of the workgroup they will represent. Management needs to consult with all workers in the workgroup to determine how an election is to be conducted (if one is needed), and all workers must be informed of the election date as soon as practicable after the date is decided. The election process may be informal, for example with a show of hands. Alternatively, it may be a more formal process such as the use of ballots. If the majority of workers in a workgroup agree, the election may be conducted with the assistance of a union or other organisation or person.
If the number of candidates for election as a HSR equals the number of vacancies, an election need not be conducted and the candidate(s) are taken to have been elected as the HSR for their workgroup.
Management must inform all workers of the outcomes of elections. Once a HSR is elected they must complete the UNSW HSE Consultation Course Online. To enrol in this training, the HSR needs to log into . A HSR for a workgroup holds office for 3 years, and is eligible for re-election at the end of this term. Schools and Departments are responsible for monitoring the terms of office of their HSRs and for organising elections (if required) at the end of the 3-year term.
If a workplace needs help with establishing their consultation arrangements, the supervisor/manager of the work unit should contact their Work Health & Safety Contact.
Management should ensure that HSRs are provided with the time and resources required to fulfil their duties as a HSR.
Powers and functions of a HSR:
Under Section 68 of the WHS Act 2011, the powers and functions of a HSR are:
- To represent the workers in the workgroup in matters relating to work, health and safety.
- To monitor the measures taken in relation to the WHS Act for the health and safety of workers in the workgroup.
- To investigate complaints from members of the workgroup relating to health and safety.
- To inquire into anything that appears to be a risk to the health or safety of workers in the workgroup, arising from the conduct of the business or undertaking.
These powers and functions are generally limited to the particular workgroup they represent. Section 69 of the WHS Act 2011 states “A health and safety representative for a workgroup may exercise the powers and perform functions under this Act only in relation to matters that affect or may affect, workers in that group.”
HSRs with additional powers:
After being elected, an HSR is given the option of obtaining additional powers which entitle them to:
- Direct unsafe work within their workgroup to stop when they have a reasonable concern that carrying out the work would expose a worker to serious risk.
- Issue a Provisional Improvement Notice (PIN) when they reasonably believe there is a contravention of the WHS Act 2011. A PIN is a notice issued to a person requiring them to address a health and safety concern in the workplace.
To obtain these additional powers, the HSR must complete a 5 day Workcover approved HSR training course and a 1 day refresher course each year during their term of office. This is in addition to the UNSW HSE Consultation Course online.
If an HSR would like to do this training, they need to contact their Work Health & Safety Contact to find a suitable training provider. Then they need to discuss this with their supervisor/manager to decide on a convenient time to do this training. The PCBU must as soon as practicable within a 3 month period after the request is made, allow the HSR time off work to attend the training. Any HSR who completes this training needs to send a copy of their training certificate to UNSW’s WHS Senior Manager.
Health & Safety Committee
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A new HSC must be established if requested by at least five workers or a HSR. A HSC may also be established by a PCBU on their own initiative. A HSC is made up of HSRs who have been elected by their peers to represent their workgroup, management representatives, other workers and advisory members as required. At UNSW, all HSRs are strongly encouraged to become members of the area’s HSC.
HSCs also include PCBU/Management representatives, who have the authority to help make decisions about HS matters.
Each HSC needs to develop its own procedures for organising and conducting meetings. This can be done using the template HS L3 Committee Constitution.
Powers and functions of a HSC:
Under Section 77 of the WHS Act 2011, the powers and functions of an HSC are:
(a) to facilitate cooperation between the person conducting a business or undertaking and workers in instigating, developing and carrying out measures designed to ensure the workers’ health and safety at work
(b) to assist in developing standards, rules and procedures relating to health and safety that are to be followed or complied with at the workplace
(c) any other functions prescribed by the regulations or agreed between the person conducting the business or undertaking and the committee.
It may not be practical for all workgroups to have an HSC, so they may request to have an HSR to represent them independently, or they may decide to adopt ‘other agreed arrangements.’
Other agreed arrangements
This is where workers and management establish alternative consultation arrangements that are suitable for their unit/area. These arrangements must be negotiated and agreed to by all parties. Options could include:
- direct communication between workers and supervisor/s to formally discuss health and safety issues
- team meetings where health and safety is discussed and minutes recorded
- a variation of the established Level 3 HSC structure
- toolbox talks.
These arrangements may be suitable for workers such as contractors, volunteers, or small or low risk workgroups such as office-based staff.
The arrangements for consultation including the names of HSRs and HSC members (where relevant) must be communicated to all staff e.g., via email, displayed on health and safety noticeboards, via local school/work unit websites, etc.
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Whichever method of consultation is proposed, (e.g. HSRs, HSCs or “Other agreed arrangements”), management needs to communicate the details of the proposed health and safety consultation arrangements to all workers, and ask workers for feedback as to whether they agree with the proposed arrangements. This can be done by a range of communication means including email, whereby workers are asked to respond to a nominated management representative by a specified date. If “no response” is received by email by the majority of the workers by the specified date, it will be assumed that the majority of the workers agree with the proposed consultation arrangements.
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At UNSW there are established HSRs and HSCs. These operate at three levels:
Level 3 – HSC
These committees operate at a school or department level and are made up of different workgroups. Commonly each workgroup has elected a representative (a HSR), to represent them on health and safety issues. At UNSW, HSRs are strongly encouraged to be part of the HSC, (although the WHS legislation does not make this mandatory).
Greater than 50% of the members of the HSC must be workers who are nominated by the workers in their workgroup. Management representatives must not outnumber worker representatives.
The HSC membership should also include the Head of School/Department, or a Senior Manager who is acting as their delegate. This person must have the appropriate authority to make decisions about health and safety matters.
The purpose of the L3 HSC is to discuss health and safety issues/concerns raised in the local area (e.g. school/unit level). This would include discussion of any proposed changes to the workplace that may impact on workers’ health and safety. Any concerns that cannot be resolved by the members’ direct supervisor or their HSR, can be raised at this committee.
Minutes of HSC meetings should be kept and distributed to the workgroup electronically, with corrective actions recorded. can assist with maintaining meeting agendas and the Level 3 HS Committee Minutes Template (link) can assist with recording minutes of meetings.
For more information on the functions of HSCs, and procedures for organizing and conducting meetings, refer to: .
Compliance checklist for Level 3 HSCs
Level 3 HSCs have the option to complete as a health check for their committee. Completion of this checklist is not mandatory but may be required, for example due to a major structural change, audit or other requirement.Any ‘actions required’ after completing the checklist need to be documented at the next L3 HSC meeting, with a due date for completing the actions.
Level 2 – Two options are available:
(i) Faculty/Divisional Executive Management Meeting
ճ attends a quarterly Faculty/Divisional Executive Management Meeting, and presents a summary of health and safety statistics and issues relevant to the entire Faculty/Division to the senior management team. Any issues that cannot be resolved by local area supervisors/managers can be raised by the Head of School/Department Manager during these Executive Management meetings. This group is chaired by the Dean or Division Manager.
(ii) L2 Faculty/Division Executive Management Meeting Including HSRs
The L2 Faculty/Divisional HSC may be made up of the Chairpersons of each of the L3 HSCs or a workgroup representative, and the relevant management representative for the workgroup (e.g. Head of School/Department). For example, the Chairperson for the L3 School of Civil Engineering HSC and the Head of School would attend the Faculty of Engineering L2 HSC.
This committee’s role is to discuss issues that have may have an impact on workers across the faculty/division, and to review hazards, incidents and outstanding corrective actions for the Faculty/Division. Any issues that cannot be resolved by the L3 HSC, should be raised at this meeting.
Level 1 – UNSW Health, Safety and Environment Strategic Planning Committee
This committee is chaired by the Vice-Chancellor. Its role is to:
- establish and monitor health and safety objectives within UNSW’s Health and Safety Strategic Plan
- ensure UNSW implements an effective Health and Safety Management system (HSMS)
- address any health and safety issues raised that affect the University Community as a whole.
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UNSW has relationships with a number of PCBUs both on and off the campus. Appropriate consultation arrangements with these organisations will be discussed and agreed upon by all parties.
There may also be situations where UNSW needs to engage contractors, sub-contractors or labour hire workers to carry out specific projects or tasks. In these situations, UNSW will discuss and negotiate with these workers, to determine their preferred method/s of consultation with UNSW. The different options available for consultation will be included in the engagement contract documentation with these parties. Examples may include toolbox talks, team meetings (where health and safety is an agenda item), face-to-face discussions and cross representation on other committees etc.
The Implementation element of the HSMS has four sub elements:
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Why
The organisation shall establish, implement and maintain a risk management program so that all foreseeable hazards are identified, assessed and controlled.
What
UNSW has developed the HS Risk Management Program which contains procedures to address all stages of HS risk management.
How
- The Risk Management Program describes the legal requirements and procedures used to facilitate the early identification of foreseeable hazards, assessment of risk and implementation of control mechanisms.
- Using the procedures in the HS Risk Management Program, you must identify all foreseeable hazards, assess the associated risks and implement controls.
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Why
The organisation must establish and maintain a system to control HS documentation and records to ensure all documents are current and relevant.
What
UNSW has established the HS Records Procedure for accessing, maintaining, identifying, collecting, indexing, filing, storing and disposing of HS records.
How
- You are required to maintain a register of all HS records in accordance with this procedure.
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Why
The organisation shall establish a structured system of training to ensure individuals receive appropriate and relevant HS information, instruction, supervision and competency assessment to ensure they can safely carry out their work.
What
UNSW has a HS Training Procedure which establishes the mechanisms for the identification and documentation of training needs and competencies.
How
- Supervisors must ensure the HS competency of employees, contractors, labourhire, students and visitors is identified and assessed prior to their safely carrying out the tasks associated with their position responsibilities.
- Written Training Plans based on a training needs analysis must be undertaken to ensure relevant HS training is provided at key times in an operational cycle (induction, risk assessment, new plant, and new job).
- Supervisors must ensure that the relevant HS training program is undertaken prior to personnel safley carrying out the tasks associated with their position responsibilities.
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Why
The organisation must identify any foreseeable hazards that may arise from the conduct of its business activities.
What
UNSW has identified specific hazards in relation to its activities and has established control mechanisms for those activities.
How
- UNSW has developed procedures, guidelines and tools for the management of specific hazards.
- Staff are required to follow the procedures, guidelines and tools provided for each specific hazards.
- Hazards for which no procedure exists must be controlled by implementation of the UNSW Risk Management Procedure.
The Measurement element of the HSMS has three sub elements:
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Why
The organisation shall establish, implement and maintain documented procedures to monitor and measure on a regular basis the key characteristics of its operations and activities that can cause illness and injury. The effectiveness of these measures shall be evaluated.
What
UNSW has established an Inspection, Testing and Monitoring Procedure to assist UNSW management identify and implement inspection, testing and monitoring where required.
How
- All staff are required to implement the Inspection, Testing and Monitoring Procedure. This will assist staff establish, implement and maintain systems to monitor plant, equipment and processes.
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Why
The organisation shall identify those situations where employee health surveillance is required and shall implement appropriate monitoring and recording systems.
What
- UNSW, through the HS Risk Management Program, will identify, control and document activities where employee health surveillance is required.
- Where specified by the legislation the health of employees exposed to specific hazards will be monitored and recorded.
How
- All supervisors must identify activities for which health surveillance is required in their area.
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Why
The organisation must establish and maintain procedures to ensure the identificaiton and control of HS risks resulting from the design process. This process must take into account legislative requirements, standards and codes of practice where applicable.
What
UNSW has established procedures that define HS requirements in design documentation. Personnel involved in the design phase must be suitably skilled and experienced. This requirement applies to all UNSW staff who design or refurbish UNSW facilities or plant and equipment.
How
- All UNSW staff who undertake projects to building design and construction and the refurbishment of rooms and laboratories, must ensure this work is co-ordinated by UNSW Facilities Management. UNSW Facilities Management must ensure all building design projects are conducted using the Guidelines for the Management of HS (Construction).
- All UNSW staff designing plant and equipment must follow the UNSW HS Plant Design Guidelines.
The Review element of the HSMS has two sub elements:
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Why
The organisation shall monitor HS objectives and key performance targets to ensure continual improvement aimed at the elimination of work related injury and illness.
What
The university will monitor the objectives and key performance targets outlined in the HS Plan to determine whether they are meeting the established HS objectives and targets.
How
- Faculties and Divisions msut report annually on the implementation of the HS component of their Operational Plan to the UNSW Policy and Strategic Planning Committee.
- The UNSW Policy and Strategic Planning Committee must then provide an annual report to the Vice Chancellor.
- The Vice Chancellor must ensure that appropriate corrective action is taken for any identified non compliance with established objectives and key performance targets.
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Why
The organisation shall review its HSMS regularly to ensure compliance and continuous improvement.
What
UNSW senior management will review all HS planning tools and HS management systems.
How
- The UNSW Level 1 HS Strategic Planning Committee will use the data collected from Faculty and Division HSMS Reviews to review the UNSW HS Plan objectives and targets.
- The UNSW Strategic Planning Committee will use the data collected from HSMS internal audits to ensure the HSMS's continuing suitability, adequacy and effectiveness.
- All staff responsible for HS documents will review those documents as scheduled in the HS Document Control Register.