This procedure describes:
- the process to be followed by Supervisors and Managers of the University when planning workplace changes that may affect the health or safety of University employees; and
- the process for resolving occupational health and safety issues, as identified by employees of the University in the course of their employment.
This procedure applies to all employees of the University. It applies to all University premises and to all University activities.
- Occupational Health and Safety Act 2004 (Vic)
- Occupational Health and Safety Regulations 2017 (Vic)
- Work Health and Safety Act 2011 (Qld)
- Work Health and Safety Regulation 2011 (Qld)
A complete list of definitions relevant to this procedure is contained within the Health and Safety Management Procedure.
A further list of definitions specifically relevant to this procedure is included below:
Term | Definition |
Employer Representative | A member of the management of the University who has been nominated as an Employer Representative in accordance with section 73 of the Occupational Health and Safety Act 2004 (Vic) and regulation 23 of the OHS Regulations 2017 (Vic), or a representative of the Person Conducting a Business or Undertaking in accordance with section 80 of the Work Health and Safety Act 2011 (Qld). For the purpose of resolving health and safety issues, Executive Deans/Directors/Heads of Campus (or Safety Officers where appointed) are the nominated Management Representatives. If the Executive Dean/Director/Head of Campus or Safety Officer cannot be contacted within a reasonable time, the relevant Deputy Vice-Chancellor, Pro Vice-Chancellor, Chief Learner Experience Officer or Chief Operating Officer will be deemed to be the Management Representative for the resolution of that issue. |
ACTIVITY | RESPONSIBILITY | STEPS | |
A. | Planning a workplace change | Supervisor/Manager |
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B. | Resolving a health and safety issue | Any University employee |
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Supervisor/Manager |
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Health and Safety Representative and the Management Representative |
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Management Representative |
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Health and Safety Representative and/or Management Representative |
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Health and Safety Representative |
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Forms
- HIRAC Report (DOCX 154.0kb)
- Issue Resolution Flowchart (PDF 839.6kb)
- The Chief Operating Officer is responsible for monitoring the implementation, outcomes and scheduled review of this procedure.
- The Head – Health, Safety and Wellbeing is responsible for maintaining the content of this procedure as delegated by the Chief Operating Officer.
The Employee Consultation and Issue Resolution 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;
- an email to current Health and Safety Representatives; and
- an email to the Chairs of Health and Safety Implementation Teams.
The Employee Consultation and Issue Resolution 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;
- an email to current Health and Safety Representatives; and
- an email to the Chairs of Health and Safety Implementation Teams.
Document Title | Location | Responsible Officer | Minimum Retention Period |
Hazard/Near-Miss Report | Health, Safety and Wellbeing Department | Head – Health, Safety and Wellbeing | Seven (7) years after action is completed (provided any individual involved has by then reached the age of 25) |
HIRAC Report | Institute/Directorate/College/Centre | Executive Dean/Director | Destroy seven (7) years after review was undertaken |
Provisional Improvement Notice (PIN) | Health, Safety and Wellbeing Department | Head – Health, Safety and Wellbeing | Destroy ten (10) years after administrative use has concluded |