(1) Consultation with staff and communication of Health and Safety information is an essential part of managing health and safety at La Trobe University. (2) The purpose of this Procedure is to specify how La Trobe University will consult with staff on health and safety matters and communicate Health and Safety information. (3) Refer to the Health and Safety Policy. (4) Refer to the Health and Safety Policy. (5) Health, Safety and Environment (HSE) Team will: (6) Leaders and Managers will: (7) The School/Division Health and Safety Committee Chair will run the quarterly Consultative Committee. (8) The Secretariat will take and communicate the meeting minutes for the quarterly Consultative Committee. (9) Health and Safety Representatives (HSRs) will: (10) Deputy HSRs will exercise the powers of the HSR when the elected HSR ceases to hold office or is unable because of absence or any other reason. (11) The School / Divisional Administrator will retain completed workplace inspections in a manner that meets record retention requirements and allows for auditing by the HSE Team. (12) The University has established Designated Work Groups (DWGs) which are groups of employees formed on the basis of location, type of work, number of employees and the nature of hazards at the workplace. (13) The Health, Safety and Environment (HSE) Team will maintain a list of DWGs on the HSE intranet site. (14) The election for a HSR/Deputy HSR will be held within 28 days of any of the following occurring: (15) All fixed-term and continuing employees of La Trobe University are eligible to nominate as a HSR or Deputy HSR. (16) When an election is required to take place a nominee of the DWG will call for nominations. (17) If only one nomination is received the nominee is deemed to be elected. If more than one nomination is received an election will be held. (18) The nominee of the DWG will manage the election process and advise the successful candidate/s, Dean, the Executive Director, Operations /Director of area, of the outcome of the election and communicate this to relevant staff. (19) A HSR/Deputy HSR for a DWG will hold office for a period of three years. HSRs are eligible to be re-elected once their term has expired. (20) A HSR/Deputy HSR will cease to hold office if: (21) The HSE Team will work with stakeholders to schedule workplace inspections and monitor their completion. (22) HSRs and /or relevant staff members will conduct inspections of their DWG buildings and areas to identify potential hazards on a quarterly basis. (23) HSRs and /or relevant staff members will action all identified hazards as specified in the Hazard and Incident Reporting Procedure. (24) Completed inspection reports will be forwarded to the School/Division Administrator. (25) School/Division Administrators will retain completed workplace inspections in a manner that meets record retention requirements and allows for auditing by the HSE Team. (26) Leaders and Managers will consult with staff in relation to issues affecting their health and safety including: (27) Staff will be consulted in the following ways: (28) The HSE Team will develop a range of communications on important HSE information. (29) Leader and Managers will communicate this information to HSRs and staff as appropriate in accordance with the target audience. (30) Specific modes of communication will include: (31) All elected HSR and Deputy HSRs have the option to attend an initial approved course of training in occupational health and safety, annual refresher HSR training and any training conducted by WorkSafe Victoria. (32) The HSR and their Supervisor will work together to schedule relevant training. Initial training should commence within three months of the staff member being appointed as a HSR. (33) The HSR should contact the HSE Team to administrate the booking. (34) The HSE Team will maintain a register of DWGs and HSRs on the Health and Safety (Intranet) site. (35) The School/Division Secretariat will take minutes for all Health and Safety Consultative Committee meetings and distribute to the committee. (36) The HSE Team will take meeting minutes for all quarterly HSR briefings and distribute to the relevant committee. (37) For the purpose of this Procedure:Health and Safety Procedure - Consultation and Communication
Section 1 - Background and Purpose
Section 2 - Scope
Section 3 - Policy Statement
Section 4 - Procedures
Part A - Responsibilities
Part B - Designated Work Groups
Part C - Election Process
Part D - HSR Term of Office
Part E - Workplace Inspections
Part F - Consultation
Type
Participants
Timeframe
Consultative Committees
In accordance with the respective School/Divisional Consultative Committee terms of reference
Quarterly
HSR briefings
All HSRs, HSE Team
Quarterly
Toolbox talks
All staff of a division/Contractors
As required
Pre-Start meeting
All staff of a division/Contractors
Daily when working under a Task Safety Analysis*
Part G - Communication
Type
Target Audience
Description
Frequency
SEG – OHS Consultative Committee report
Senior Executive Group
OHS Consultative CommitteeOverview of incident and hazard report data and workers’ compensation data
Quarterly
CGARC report
Corporate Governance, Audit and Risk Committee
Oversight of hazard and incident reporting data and workers’ compensation data
Quarterly
HSE dashboards
Managers and Leaders Schools/ Divisions, HSRs
Analysis of key HSE data, trends and targets
Quarterly
Minutes of committee meetings
All staff covered by the consultative committee
Summary of committee meetings discussion and actions
Quarterly
HSE topics
All staff and contractors
Information on a pertinent topic
Monthly
Alerts
Relevant staff and contractors
Highlights important safety information about a product or process
Ad hoc
Lessons learned
Relevant staff and contractors
Highlights key learnings resulting from the failure of product or process
Ad hoc
HSE noticeboards
All staff and contractors
Displays safety information
As required
Part H - Training for HSRs
Part I - Documentation
Section 5 - Definitions
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