OHS RISK MANAGEMENT GUIDELINES

OHS RISK MANAGEMENT GUIDELINES Contents 1 Introduction...2 2 Related UOW Documents...2 3 References and Applicable Legislation...2 4 Definitions...2 5 Responsibilities...3 5.1 Employees...3 5.2 Supervisors...3 5.3 Deans, Managers and Heads of Units...3 5.4 OHS Unit...3 6 Steps in the Risk Management Process...4 6.1 Establish the Context...4 6.2 Identifying Hazards...5 6.3 Assessing Risk...6 6.4 How to Assess OHS Risk...7 6.5 Controlling Risks...7 6.6 Monitoring and Review...8 7 Risk Register...9 8 Implementing Risk Management...9 9 Program Evaluation...9 10 Version Control Table...9 PER-OHS-GUI-106.9 Risk Management Guidelines 2007 Nov Page 1 of 10

1 Introduction The University of Wollongong is committed to the provision of a safe and healthy workplace for all staff, visitors, contractors and students. To meet this commitment, the University will endeavour to control risks to workplace health and safety through: a) Identification of real and potential hazards; b) Assessment of the risk of injury associated with those hazards; c) Implementation of corrective measures which aim to control hazards according to the hierarchy of control; d) Evaluating the effectiveness of corrective measures. The aim of the risk management program is to find and fix hazards before incidents occur. In the event that an incident does occur, the risk management program is similarly implemented to ensure that appropriate corrective action is undertaken, the effectiveness of corrective actions evaluated, and steps taken to ensure no recurrence of the incident. 2 Related UOW Documents Hazard and Incident Reporting Guidelines Safe Work Procedures Guidelines Safe Work Procedures Template OHS Purchasing Guidelines Risk Assessment Form Working With Hazardous Substances Guidelines Hazardous Substances Risk Assessment Form Manual Handling Guidelines Manual Handling Risk Assessment Form Hazard Inspection Checklists 3 References and Applicable Legislation Occupational Health and Safety Act, 2000; Occupational Health and Safety Regulation, 2001; Occupational Health and Safety Management Systems, Australian Standard 4804; Risk Management, Australian Standard 4360; OHS Risk Management Handbook, Australian Standard HB205-2004 The Hands on Guide, Risk Management, CCH. 4 Definitions Hazard A hazard is anything that has the potential to cause injury or disease to people, damage to the environment, property, plant or equipment. Hazards can be due to: The work environment, for example poor lighting or a slippery floor; The work organisation, for example work flow not consistent; carrying heavy loads over distances, inadequate safe working procedures; The plant, equipment, tools or substances used, eg toxic chemicals/gases; noisy machinery lack of information, training and supervision Inadequate or unsuitable personal protective equipment (PPE) PER-OHS-GUI-106.9 Risk Management Guidelines 2007 Nov Page 2 of 10

Risk Risk Control The likelihood that a hazard will result in injury, illness, loss or damage people, to the environment, property, plant or equipment and the potential severity of that injury, illness, loss or damage. Risk control is a method of managing the risk. There is a hierarchy of control measures that needs to be followed, with the primary emphasis on controlling the hazards at source. 5 Responsibilities As stated in the OHS Policy and Roles and Responsibilities for OHS, everyone has a responsibility to find and fix hazards. However, there are specific responsibilities for roles within the University. 5.1 Employees In terms of risk management, employees have a responsibility to report workplace hazards to the supervisor of the work area, and where possible take corrective action to control those hazards. 5.2 Supervisors Supervisors are to facilitate the risk management system by ensuring that hazards are reported in a timely manner, the importance of the risk management program is communicated to employees, and that corrective actions/control measures are identified and implemented. Supervisors are the key people responsible for ensuring that the work environment and the work itself, is safe. Supervisors also play a role with completion of risk assessments in work areas. 5.3 Deans, Managers and Heads of Units Managers are responsible for the overall implementation of the risk management system in their respective work area. This includes: Establishment of a systematic process for regular review of hazards within the work area; Ensure employees are aware of their responsibilities, and are provided with adequate information, instruction and training; Application of the risk management system within the work area, considering the range of applications. Examples include: - reporting hazards; - documentation of corrective actions following incident or injury; - risk assessment prior to the purchase of goods or services which may pose a risk to workplace safety; - risk assessment during the design phase of equipment/experiments; - risk assessment prior to undertaking fieldwork or research activities; - allocation of resources required for corrective action. 5.4 OHS Unit The OH&S Unit is responsible for overall co-ordination and monitoring of the OHS risk management system. This includes administrative arrangements such as provision of training in hazard and risk management processes, and maintenance of the risk management data. Additionally, the OH&S Unit will act in an advisory capacity as required throughout the risk management process. Accountabilities and authorities for risk management activities are documented in the Roles and Responsibilities for OHS. PER-OHS-GUI-106.9 Risk Management Guidelines 2007 Nov Page 3 of 10

6 Steps in the Risk Management Process The following flowchart shows the steps involved in risk management. Each step is explained in further detail in the subsequent pages. Establish the context Consultation Identify hazards Assess risk Review Risk control 6.1 Establish the Context The first step in the risk management process is to define the scope of the risk management activity. The purpose of this step is to establish the parameters of the process including the criteria by which risks will be assessed. Therefore, this step defines the strategic and organisational context in which the remainder of the risk management process operates. This includes: defining the external and internal stakeholders and their objectives; defining the organisational context - this is the context within which the risk management policy is to be implemented, including what each person's responsibilities are and what resources are required; establishing the risk management context including; defining the scope of the specific activity whose risks the process is intended to manage; setting an overall time frame for completion of the process; identifying the resources required and distributing the responsibilities for conducting the remainder of the process; developing the risk evaluation criteria - these may be legal, social or financial; planning the structure of the risk management process into logical elements. The OHS Act and Regulation require that hazards are identified in the workplace and that procedures are in place and are used to identify, assess and control hazards: before setting up and using a workplace; when planning work processes; before installing, commissioning or erecting plant; whenever changes are made to: the workplace; the system or method of work; the plant used; the chemicals used; whenever new information regarding work processes becomes available. PER-OHS-GUI-106.9 Risk Management Guidelines 2007 Nov Page 4 of 10

6.2 Identifying Hazards OHS Risk Management Guidelines This is the most important step in the risk management process. A hazard which is not identified cannot be controlled. Accordingly, it is crucial that this step is as comprehensive as possible. Ideally, hazard identification will be conducted in close consultation with the people performing the activity. Two processes which the University utilises to identify hazards include hazard reporting and workplace inspections. More information regarding the process of reporting a hazard using SafetyNet, the University s online hazard and incident reporting system, is outlined in the Hazard and Incident Reporting Guidelines. Workplace inspections are a systematic process of visually inspecting the workplace to identify hazards which require control measures to reduce the risk of injury. Workplace inspections are to be conducted biannually for high risk areas such laboratories and workshops. Other areas are to be conducted dependant upon the local area s Workplace Advisory Committee inspection schedule. Workplace inspections are conducted using checklists to help prompt the person(s) conducting the inspection to find hazards. Checklists can and should be modified to suit the local area risks and conditions. Common inspection checklists used at the University include: Checklist Type General Laboratory Checklist Biosafety Checklist PC2 Laboratory Checklist Compressed Gas Checklist Cryogen Checklist Laser Checklist Radiation Checklist Office Checklist Workshop Checklist General Areas Checklist Communications Area Checklist Comment Used for all laboratories (NB: Computer Laboratories are to be inspected using the Office Inspection Checklist). For use with areas where working with biological materials. Used in conjunction with the General Laboratory Checklist. For use with non-ogtr PC2 laboratories. Used in conjunction with the General Laboratory Checklist. For use in areas using compressed gases. Used in conjunction with the General Laboratory Checklist. For use in areas using cryogens. Used in conjunction with the General Laboratory Checklist. For use in areas using lasers. Used in conjunction with the General Laboratory Checklist. For use in areas using radiation. Used in conjunction with the General Laboratory Checklist. Used for office/administrative areas, for example computer laboratories or an area containing desks, chairs, computers, filing cabinets and shelving. Used for areas where machinery and tools are used as part of equipment maintenance and/or manufacturing new equipment. Used for any common space for example lecture theatres, tutorial rooms and foyers. Used for ITS communication areas only. Studio Checklist Theatre Checklist Used for all Creative Arts studio areas including textiles, printmaking, photography and sculpture studios. Used for theatre areas including the performance space, Black Box Theatre and Hope theatre. PER-OHS-GUI-106.9 Risk Management Guidelines 2007 Nov Page 5 of 10

Other methods of hazard identification include but are not limited to the following: OHS Risk Management Guidelines Legislation, codes of practice or Australian Standards; Workplace surveys; Incident analysis; Personal observations; Health & Safety Committee items or discussions; Warning labels or sign (including HAZCHEM placard); Material Safety Data Sheets; Manufacturer s manuals or instructions; Technical journals; Consultant s reports. 6.3 Assessing Risk Having identified the risks involved in the activity, the next step is to assess these risks. Risk is the probability of an event which will have an impact (usually adverse) on the activity's objectives. It is a function of both likelihood and consequences. The greater the consequences, the greater the risk. Similarly, the more certain the event, the greater the risk. Assessing risk is a two-pronged process of analysis and evaluation. Analysing risks Evaluating risks Risk analysis is the process of identifying the likelihood and consequences of an event - that is, quantifying the risk - taking into account existing controls. This does not necessarily mean assigning a numerical value to the risk. Indeed, this may be inappropriate in some circumstances because it inevitably involves putting a value on human life or limb. Furthermore, there is no point in assigning values if those values do not translate into meaningful policy prescription. Ultimately, the aim of the exercise is to rank risks in order of priority. Risk evaluation is the process of comparing quantified levels of risk against established criteria and parameters. At the University, OHS risks can be placed in one of five categories : extreme, high, medium low, or negligible. Extreme High risks Medium risks Dangerous level of risk which is required to be controlled immediately. Access to the hazard should be restricted until the risk can lowered to an acceptable level. Unacceptable level of risk which must be controlled immediately. Control measures would involve designing out the source of the risk from the task or activity. The timeframe for the completion of controls associated with this level of risk is within 24 hours. This is an unacceptable level of risk. Low cost control measures (such as provision of information and training) should be undertaken to control these types of risks. If these controls already exist and are deemed to be effective, no further investment is necessary. The timeframe for the completion of controls associated with this level of risk is within 14 days. Low risks Negligible risks These risks are considered acceptable. Accordingly, no further action is necessary. However, if there are controls which can be initiated that are easy and inexpensive they can still be administered. The timeframe for the completion of controls associated with this level of risk is within 28 days. No further risk control necessary. PER-OHS-GUI-106.9 Risk Management Guidelines 2007 Nov Page 6 of 10

6.4 How to Assess OHS Risk The following three steps show is the process to assess OHS Risk at the University. Step 1 Consider the Consequences Step 2 Consider the Likelihood Step 3 Calculate the Risk What is the likelihood of the consequence identified in step 1 1.Take step 1 rating and select the correct column happening? Consider this without new or interim controls in 2.Take Step 2 rating and select the correct line place. Look at the descriptions and choose the most suitable 3.Circle the risk score where the two ratings Likelihood. cross on the matrix below. E = Extreme, = High, M = Medium, L = Low LIKELIHOOD N = Negligible Risk Score =. Consequence Description Likelihood Description CONSEQUENCES What are the consequences of this incident occurring? Consider what could reasonably have happened as well as what actually happened. Look at the descriptions and choose the most suitable Consequence. CONSEQUENCES Major Death or extensive injuries A The event is expected to occur in most circumstances Moderate Medical treatment B The event could occur at some time Minor First aid treatment C The event could occur, but only rarely Insignificant No treatment D The event may occur, but probably never will. 6.5 Controlling Risks LIKELIHOOD Maj Mod Min Ins A E E H M B E H M M C H M M L D M M L N Risk control must be achieved using a predetermined hierarchy of controls. The primary aim of risk control is to eliminate the risk, the best way of achieving this being to remove the hazard. If this is not possible the risk must be minimised using one or more of the other control options from the hierarchy. The risk control measure selected must be the highest possible option in the hierarchy to minimise the risk to the lowest level as reasonably practicable. The hierarchy of controls include: Order No. Control Example Firstly Eliminate Removing the hazard, eg taking a hazardous piece of equipment out of service. Secondly Substitute Replacing a hazardous substance or process with a less hazardous one, eg substituting a hazardous substance with a non-hazardous substance. Thirdly Isolation Isolating the hazard from the person at risk, eg using a guard or barrier. Fourthly Engineering Redesign a process or piece of equipment to make it less hazardous. Fifthly Administrative Adopting safe work practices or providing appropriate training, instruction or information. Sixthly Personal Protective Equipment The use of personal protective equipment could include using gloves, glasses, earmuffs, aprons, safety footwear, dust masks. In many cases, it will be necessary to use more than one control method. Back-up controls, such as personal protective equipment, should only be used as a last resort or as a support to other control measures. While the risk control process concentrates on controlling the highest ranked risks first, this does not mean that lower priority risks which can be controlled quickly and easily should not be controlled simultaneously. The best available control measures should be put in place as soon as possible. PER-OHS-GUI-106.9 Risk Management Guidelines 2007 Nov Page 7 of 10

In some cases it may be necessary to put temporary controls in place until such time as the proper controls can be instituted. Wherever there is a high risk and the control measures are not immediately available, temporary controls which reduce the risk(s) must be put in place or the activity must cease until adequate controls are implemented. During the risk assessment process, the effectiveness of existing controls should have been evaluated. The risk control phase must take account of any necessary changes to existing control measures to ensure that the best available protection is afforded. In doing so, it important to check current controls against the hierarchy of risk controls to determine whether the highest option on the list is used. Just because controls have been in place for some time does not mean that they cannot be improved on. As with all stages of the risk management process, consultation is required to ensure that management and staff at all levels can make a contribution to the identification, assessment and control of the risks associated with hazards. For specific OHS hazards, legislation, codes of practice or Australian standards will provide the information on what controls are to be implemented. A listing of commonly referred documentation is described in the Legislative Compliance Guidelines. Controlling hazards are critical to the success of reducing the risk of hazards in the workplace. Based on the risk assessment, controls will need to implemented to reduce the risk to an acceptable level. Depending on the risk of the hazard involved, the following review periods will be used as a guide: Risk Level Extreme High Medium Low Negligible Corrective Action Time Frame Immediately 24 hours 14 days 28 days Not applicable At least one control method in the corrective action plan is required to be implemented within the specified time frame to reduce the risk to an acceptable level. 6.6 Monitoring and Review Risk management should be an ongoing, constantly improving process. To ensure effectiveness in eliminating or minimising risk the process must be continuously reviewed and steps taken to redress any flaws. It ensures that new hazards and those overlooked in the original exercise are identified and controlled. The monitoring and review process involves: systematically checking existing risk control measures to assess their effectiveness; collecting data on any new hazards which have arisen; formulating new control measures. In repeating the original elements of the risk management program, other related activities should be undertaken periodically as part of the monitoring and review system. These include: scheduled inspections; ongoing measurement and testing; workplace monitoring where necessary (for hazards such as noise or contaminants); periodic accident analysis; PER-OHS-GUI-106.9 Risk Management Guidelines 2007 Nov Page 8 of 10

7 Risk Register The data collected from identifying, assessing and controlling risks is to be recorded in the University s OHS risk register. The risk register can be used to profile the risks recorded for a number of variables including location, hazard type, level of risk and control methods used. The risk register can be located using the following URL: https://claims.sbcit.com.au/riskregister/ 8 Implementing Risk Management The University of Wollongong has in place several tools to ensure that risk management is conducted accordingly. The following links are to procedures and forms which facilitate the risk management process : Hazard Reporting Guidelines SafetyNET Online Hazard and Incident Reporting Form Risk Assessment Form OH&S Purchasing Guidelines OHS Design Guidelines Hazard Inspection Checklists Safe Work Procedures Guidelines Risk Register 9 Program Evaluation In order to ensure that these guidelines continue to effective and applicable to the University, the Risk Management program will be reviewed biennially by the OH&S Unit in consultation with the OH&S Committee. The review is to focus on the effectiveness of the methods used to identify, assess and control risk in the workplace. Conditions which might warrant a review of the guidelines on a more frequent basis would include: reported hazards or injuries; non-conforming systems; OH&S Committee concern. Following the completion of any review, the program will be revised/updated in order to correct any deficiencies. These changes will be communicated via the OH&S Committee. 10 Version Control Table Version Date Approved By Amendment Control Released 1.0 9906 OHS Manager New template created 2.0 0302 OHS Manager Documented updated to reflect current 3.0 0308 OHS Manager Documented updated to reflect current 4.0 0604 OHS Manager Documented updated to reflect current PER-OHS-GUI-106.9 Risk Management Guidelines 2007 Nov Page 9 of 10

5.0 0506 OHS Manager Documented updated to reflect current 6.0 OHS Manager Documented updated to reflect current 7.0 OHS Manager Documented updated to reflect current 8.0 0703 OHS Manager Documented updated to reflect current 9.0 0711 OHS Manager Links updated to incorporate CMS upgrade. PER-OHS-GUI-106.9 Risk Management Guidelines 2007 Nov Page 10 of 10