Health and Safety Consultation and Issue Resolution

Health and Safety Representative Procedure

Policy Code: CG1861

Purpose

This procedure describes the process for election and training of Health and Safety Representatives.

Scope

This procedure applies to all employees of the University.  It applies to all campuses, buildings and grounds of the University and to all activities associated with the work of employees. 

Legislative Context

  • Occupational Health and Safety Act 2004 (Vic)

Definitions

A complete list of definitions relevant to this procedure is contained within the Health and Safety Policy.

Actions

1. Electing Health and Safety Representatives

  ACTIVITY RESPONSIBILITY STEPS
A.      Organizing the workforce into Designated Work Groups (DWGs) Executive Deans/Directors
  1. Consult with your employees to decide whether your Faculty/Directorate/College/Centre will constitute a single or several Designated Work Groups (DWGs).
  2. Refer any proposed change regarding Health and Safety Representatives (HSRs) or DWGs to the University Health and Safety Committee for endorsement(see Note 1).

Note 1: The details of current HSRs are shown in the Health and Safety Representatives and Designated Work Groups record.

B.      Conducting an election for a HSR Executive Dean/Director
  1. Within 14 working days of a Health and Safety Representative position becoming vacant, issue a notice to all the members of the DWG giving 14 days inviting them to self-nominate for the position.  The notice is usually sent via email, except where staff do not routinely have access to the email system (e.g. cleaners).
  2. One Health and Safety Representative is elected for each DWG(see Note 2).  HSRs can apply to the University Health and Safety Policy Committee for a deputy HSR position to be created to assist them in their task.

Note 2: At FedUni, HSRs and their deputies are elected for a period of three years except as prescribed under the Act.

Any employees of a DWG other than senior managers or the Safety Officer, where appointed
  1. If interested in standing for the vacant position of HSR or deputy, self-nominate by informing your Executive Dean/Director.  Where only one employee self-nominates, he/she is elected unopposed.  If two or more employees self-nominate, a ballot is held.  It is recommended that such ballot be organized by the Risk, Health and Safety department.
  2. If a ballot is held and you wish to participate, cast a vote to elect a Health and Safety Representative for your group.  The OHS Act gives HSRs specific functions and powers to enhance your health and safety at work.

2. Complying with the training entitlements of HSRs under the OHS Act

  ACTIVITY RESPONSIBILITY STEPS
A.      Complying with the training entitlements of HSRs under the OHS Act Executive Dean/Director
  1. Allow Health and Safety Representatives, on request, to have access to an initial five-day training course, and annual one-day refresher training thereafter.  Your Faculty/Directorate/College/Centre must cover the cost of training, including the necessary time off work.

Note 3: Health and Safety Representatives are not obliged to attend any specific course, and are entitled to choose the approved course they wish to attend, in consultation with their Executive Dean/Director.  They must give their Executive Dean/Director a minimum of 14 days’ notice.

Contact the Risk, Health and Safety department with any queries.

Responsibility

  • The Health and Safety Policy Committee is responsible for monitoring the implementation, outcomes and scheduled review of this procedure
  • The Manager – Risk, Health and Safety is responsible for maintaining the content of this procedure as delegated by the Health and Safety Policy Committee

Promulgation

The Health and Safety Representative Procedure will be communicated throughout the University community in the form of:

  • an Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website; and
  • an email to Executive Deans, Directors and Health and Safety Representatives.

Implementation

The Student Excursions Procedure will be implemented throughout the University via:

  • an Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website; and
  • an email to Executive Deans, Directors and Health and Safety Representatives.

Records Management

Nil