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UNIVERSITY WIDE PROCEDURE

Occupational Health and Safety
- Issue Resolution -

1. Purpose

To describe the procedure in place at the University of Ballarat for resolving occupational health and safety issues, as identified by employees of the University in the course of their employment.


2. 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.


3. Definitions

"Occupational health and safety issue" (or "issue"): any hazardous condition or event associated with the work of University employees.

"Health and Safety Representative" (or "Representative"): an employee of the University, who has been elected to the position of Representative in accordance with the Occupational Health and Safety Act 2004.

"Management Representative": a member of the management of the University who has been nominated as such in the following procedure, in accordance with regulation 5(1) of the OHS Regulations 2007. In this procedure, Heads of Schools and Directors of Directorates are the nominated Management Representatives (refer to 5. Responsibility).


4. Actions

Employees must report all occupational health and safety issues to their direct Supervisor or Manager and to their Health and Safety Representative.

The Supervisor or Manager must attempt to resolve the issue to the satisfaction of all parties. If the issue is resolved and the Health and Safety Representative requests it, the Supervisor or Manager must:

  • detail in writing the issue and all matters relating to its resolution on a Hazard/Near-Miss Report or HIRAC Report form and
  • ensure that details of the agreed resolution are communicated to all employees concerned, and to the Manager - Risk, Health & Safety.
If these attempts are unsuccessful, the relevant Health and Safety Representative and Management Representative must meet as soon as is reasonably possible and try to resolve the issue. They must consider:
  • the number and location of employees affected by the issue; and
  • whether appropriate temporary measures are possible or desirable; and
  • the time that may elapse before the issue is permanently resolved; and
  • who, on behalf of the University of Ballarat, is responsible for performing and overseeing any action agreed necessary to resolve the issue.
The Management Representative must detail in writing the issue and all matters relating to its resolution on a Hazard/Near-Miss Report or HIRAC Report form.

The Management Representative must ensure that details of the agreed resolution are brought to the attention of the employees affected by the issue, of the Manager - Risk, Health & Safety, and of the relevant Portfolio Health and Safety Coordinating Team.

If the Health and Safety Representative and the Management Representatives fail to reach an agreement, the Health and Safety Representative must contact the Manager - Risk, Health & Safety. If, after the involvement of the Manager - Risk, Health & Safety, the Health and Safety Representative still feels that the issue has not been satisfactorily resolved, the Representative may:

  • refer the issue for resolution to the relevant Portfolio Health and Safety Coordinating Team;
  • for University-wide or policy matters, refer the issue to the University Health and Safety Policy Committee; or
  • issue a Provisional Improvement Notice, in accordance with section 60 of the Occupational Health and Safety Act 2004.
(Summary Flowchart)


5. Responsibility

 All Supervisors and Managers are responsible for the resolution of health and safety issues reported to them by staff under their control or by the Health and Safety Representative(-s) of staff under their control.

Heads of Schools and Directors of Directorates are the nominated Management Representatives for the resolution of occupational health and safety issues that affect staff in their School or Directorate, and have not been satisfactorily resolved by the local Supervisor or Manager.

If the Management Representative cannot be contacted, the relevant senior manager (Deputy Vice-Chancellor or Vice-President) will be deemed to be the Management Representative for the resolution of that issue.


6. Policy Base

University of Ballarat Occupational Health and Safety Policy - Health and Safety Teams

University of Ballarat Occupational Health and Safety Policy - Employee Representation

University of Ballarat Occupational Health and Safety Policy - Hazards Management


7. Associated Documents

Nil.


8. Forms/Record Keeping

Title Location Responsible
Officer 		Minimum Retention
Period
Hazard/Near-Miss Report Risk, Health & Safety Manager - Risk, Health & Safety 15 years from date of issue arising
HIRAC Report Risk, Health & Safety Manager - Risk, Health & Safety 15 years from date of issue arising
Provisional Improvement Notice Risk, Health & Safety Manager - Risk, Health & Safety 15 years from date of issue arising

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Warning - Uncontrolled when printed! The current version of this document is kept on the UB website.

Authorised by: University Health and Safety Policy Committee
Maintained by: Manager - Risk, Health & Safety
Review Date: Dec-2007 		Original Issue: 30/11/1999
Current Version: 07/08/2007