Sample health and safety manual - Sport New Zealand

By Jimmy Ramirez,2014-09-28 05:54
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Sample health and safety manual - Sport New Zealand

     Sample health and safety manual{Insert your organisation‟s name and logo here}

    Health and safety policies

    and procedures manual


    Employer commitment and policy

    Hazard management

    Occupational Overuse Syndrome prevention policy Smoke-free working environment policy

    Stress at work

    Manual handling

    Accident management

    Rehabilitation policy

    Emergency management

    First aid

    Employee information, training and supervision Workmen on site (contractors)/visitors

    Appendix 1: Checklist for yearly manual review Appendix 2: Checklist for ACC Safe Workplace Preparation Audit Appendix 3: Sample workstation assessment checklist Appendix 4: Incident and accident reporting form/register Appendix 5: First aid register

    Appendix 6: Hazard register

    Appendix 7: Hazard notification form

    Appendix 8: Bomb threat checklist

    Employer commitment and policy


    This section lists the objectives of the health and safety manual, provides a brief summary of the health and safety

    legislation and defines accountabilities.


    The {organisation name} health and safety programme aims to:

     promote excellence in health and safety management

     continually improve current health and safety performance

     provide a safe and healthy work environment

     identify and control actual and potential hazards

     establish and maintain communication on health and safety

     support staff participation in health and safety matters

     identify needs and provide training on health and safety

     demonstrate a commitment to the accurate reporting and recording of health and safety matters

     comply with legal and organisational obligations.

    Objectives will be achieved through:

     management‟s support and commitment to health and safety

     implementation of policies and procedures

    1 implementation of an annual health and safety programme Plan

     staff education and participation

     maintaining a quality philosophy

     regular reviews and evaluations

     three-monthly health & safety meetings

     two-yearly health and safety manual review.

     Legislative requirements

    The Health and Safety in Employment Act 1992 requires employers to take all practicable steps to ensure the health and

    safety of staff members at work by:

     providing a safe working environment

     providing and maintaining facilities for staff members‟ safety and health

     ensuring plant and equipment on the premises are safe

     ensuring staff members are not exposed to hazards

     developing emergency procedures

     ensuring that no action or inaction by staff members is likely to cause harm to themselves or any other person.

    1 An annual plan is developed and can be found with Health and Safety Meeting Minutes at the back of this manual.

    Other people who have duties under the Act include persons in control of places of work; self-employed people; principals to a contract; contractors and subcontractors; and staff members.

    The Health and Safety in Employment Regulations 1995 impose duties on employers in respect of the workplace, certain staff members, and types of work. The Resource Management Act, the Building Act, the Fire Service Act, the Hazardous Substances and New Organisms Act, and the Injury Prevention, Rehabilitation, and Compensation Act also include health and safety elements.


    The {CEO} as the employer representative has ultimate accountability for the health and safety of all staff. This is provided for by:

     Demonstrating continuous improvement through a systematic approach to occupational health and safety

    matters that includes setting specific objectives, systems and programmes in partnership with staff and reviewing

    these yearly (refer appendices 1 and 2).

     Documenting and communicating the health and safety policy and holding staff members responsible for

    supporting the policy and related procedures.

     Taking appropriate actions (including disciplinary actions) in the event of unacceptable performance or behaviour,

    consistent with normal operational practice.

     Incorporating health and safety as an element in position descriptions and as a measurable outcome of an

    individual‟s performance appraisal where appropriate.

     Expecting all staff to share the responsibility for meeting the requirements of health and safety legislation and

    maintaining ongoing accountability through the roles and responsibilities defined below. The Administrator {CEO or delegated manager} has key responsibilities for developing, implementing and improving the health and safety management system as an integral part of day-to-day operations. These include the following:

     providing leadership and direction in matters of health and safety

     developing staff commitment to achieving excellent health and safety standards

     establishing, monitoring and achieving overall health and safety goals and objectives

     ensuring that all staff members receive appropriate induction training, and are involved in the improvement of

    systems and practices where relevant (refer appendix 3 at the back of the employee health and safety handbook)

     ensuring health and safety representatives receive appropriate training (for courses available from the

    employment relations service, see the website

     conducting regular health and safety inspections

     maintaining up-to-date information on changes to health and safety legislation, regulations, codes of practice and


     acting in the capacity of the health and safety representative

     ensuring any changes to the health and safety manual are distributed to staff and the manual is kept up to date

    and is managed as a controlled document.

     Health and Safety Meetings

     Three-monthly health and safety staff meetings are to be held.

     The health and safety committee (representatives or team) comprises:

    - {Enter in names of staff}

    - {Enter in names of staff}

    - {Enter in names of staff}

    - {Enter in names of staff}.

     Employees will be involved in the selection of health and safety representative members through informal

    discussion and agreement at a general staff meeting. Any employee wanting to be on the health and safety

    committee may self-nominate and will as a result be invited to attend the committee meetings. Changes to the

    committee will be communicated via email to all staff.

     Any employee is welcome to attend a health and safety committee meeting. The date and time of meetings will

    be circulated to all staff via group email.

     An extraordinary meeting will be held in the event of a serious harm injury being investigated.

     The health and safety manual will be reviewed two-yearly by the {CEO} in consultation with staff and in

    conjunction with ACC self-assessments.

     Employee Consultation

    Staff are encouraged to actively participate in health and safety meetings.

    Where changes to existing policies are being considered, staff will be invited to comment and participate in the consultation process prior to implementation of changes.

    Staff may have their nominated representative participate or advocate on their behalf as part of the consultation process.


    The Health and Safety in Employment Act 1992 and Amendment

    The Health and Safety in Employment Regulations 1995

    Other relevant regulations and codes of practice

    Employee Health and Safety Handbook

Hazard management


    To further improve the method for systematically identifying, assessing and controlling hazards in the workplace as required by

    the Health and Safety in Employment Act 1992.


    The procedures apply to all {organisation name} activities.


    The {CEO} is responsible for:

     conducting regular health and safety inspections

     maintaining the hazard register (appendix 6) including identification and risk analysis

     working with staff to control identified hazards

     authorising specialist consultants to be contracted where existing staff competency is not available to identify,

    eliminate or minimise hazards (for example assessment of workstations).

     All staff are responsible for:

     implementing hazard management procedures in their work area

     taking all practicable steps to ensure that hazards identified are eliminated, isolated or controlled

     completing a hazard notification form (appendix 7) if a hazard is identified and providing this to the CEO (who will

    undertake a full identification and risk analysis and enter details into the hazard register)

     informing others (staff, visitors and contractors) of any hazards to health and safety which are known to be

    associated with the work they perform and the steps to be taken to control any such hazard

     ensuring unsafe acts and unsafe conditions are appropriately addressed.


    Hazard management steps include:

    1. Identification describe the hazard and state the location of the hazard

    2. Risk analysis rate the risk

    3. Control Recommend the control measure (eliminate, isolate or minimise).

    Complete details on the hazard management register (appendix 6).

    If difficulties are experienced in identifying, eliminating or controlling hazards, the {CEO} will engage an outside contractor with

    appropriate experience (e.g. BWA Group).

     Hazard management needs to be completed:

     systematically for all areas and processes at regular three-monthly intervals

     when an accident occurs; a check is needed to ensure hazards listed and their controls are adequate

     when a new process or equipment is introduced

     if a new hazard is observed or reported.

     Step 1 Identify hazards

    1. Use inspection, audits, walk-through surveys and checklists to determine hazards

    Working Environment Human Factors Tasks Area used and its physical condition Knowledge and training Task analysis

    Workplace layout Skills and experience Working postures and positions Location of material/equipment and Health, disabilities, fitness distances moved Actions and movements Age and body size Types of equipment used Duration and frequency of tasks Motivation Energy hazards Loads and forces involved Risk perception and value systems Hazards which could cause injury Intensity Protective clothing, equipment, Characteristics of materials, equipment footwear Speed/accuracy

    Hazards which could cause ill health Leisure interests Originality

    Psycho-social environment Work organisation

    Organisation environment

    2. Analyse any „near miss‟ accidents that may have been recorded in the incident and accident register or documented in the minutes from health and safety meetings

Step 2 Risk analysis

    Risk analysis is the process of estimating the magnitude of the risk and deciding what actions to take. The following

    considerations are made to establish risk using the likelihood and impact scales below. 1 Rare May occur only in exceptional circumstances, e.g. less than 5% chance of occurring 2 Unlikely Could occur at some time, e.g. 5-29% chance of occurring

    3 Possible Should occur at some time, e.g. 30-59% chance of occurring 4 Likely Will probably occur in most circumstances, e.g. 60-79% chance of occurring 5 Almost certain Will occur in most circumstances, e.g. 80%+ chance of occurring

Impact scale

    1 Minimal Negligible injury or illness

    2 Minor Minor injury or illness requiring minor first aid and/or less than one weeks‟ recovery 3 Moderate Injury or illness requiring advanced first aid and medical visit (e.g. GP or hospital visit) and/or 1-6 week‟s recovery

    4 Major Injury or illness requiring advanced first aid and emergency medical assistance (e.g. hospitalisation) and/or more than six weeks‟ recovery

    5 Extreme Injury or illness requires immediate emergency medical assistance and may result in permanent or long-term disabling effects or death. Hospitalisation likely to be for more than six weeks

2 Table: Adapted from Interaction of people, tasks, and environment for hazard analysis (developed from Hay 1992, and OSH 1991: P10) Likelihood scale.

    A risk assessment category (critical, high, moderate or low) for each hazard is compiled by using the chart below. Hazards with the highest rating are given priority.

    Risk assessment chart

Likelihood Minimal Minor Moderate Major Extreme

    Almost H H C C C certain

    Likely M H H C C

    Possible L M H C C

    Unlikely L L M H C

    Rare L L M H H


    C Critical risk; immediate action required

    H High risk; senior management attention is needed

    M Moderate risk; management responsibility must be specified

    L Low risk; manage by routine procedures

    The risk assessment category is entered into the Risk Score column beside the hazard on the Hazard Management form. „Significant Hazards‟ are identified according to the definition above.

     Step 3 Control

    Where a significant hazard is to be controlled, this must, if practicable, be by elimination. Where elimination is not practicable

    then the hazard must be isolated. Only where both elimination and isolation are not practicable are methods of minimisation to be applied.

    If a minimisation strategy is used, the Act requires monitoring of employees‟ exposure to the hazard. In this event, a 3schedule should be developed and implemented whereby the Health and Safety Representative {CEO} regularly monitors

    the hazard noting variances and taking appropriate action where necessary (such as obtaining expert advise).


     ‘Hazard’ means an activity, arrangement, circumstance, event, occurrence, phenomenon, process, situation or

    substance (whether arising or caused within or outside a place of work) that is an actual or potential cause or

    source of harm. In effect a hazard can be interpreted as anything that can cause harm in terms of human injury

    or ill health, damage to property, damage to the environment or a combination of all these.

     ‘Hazard Identification’ is the process of recognising that a hazard exists and defining its characteristics.

     ‘Hazard Assessment’ is the overall process of determining whether a hazard is significant.

3 Through a prescribed timetable, for example undertaking a regular survey or internal audit.

‘Significant hazard’ means a hazard that is an actual or potential cause or source of:

    - Serious harm; or

    - Harm (that is more than trivial) the severity of whose effects on any person depends on the extent or

    frequency of the person‟s exposure to the hazard; or

    - Harm that does not usually occur, or is not easily detectable, until a significant time after exposure to the


     ‘Harm’ means „illness, injury or both‟. The term is only used in the context of harm that is more than trivial.

     ‘Serious harm’ is essentially a work-related injury, illness or condition that will result in admission to hospital for

    48 hours or more or being off work for more than one week.


    The Health and Safety in Employment Act 1992 and Amendment.

Occupational Overuse Syndrome

     Prevention Policy

    Policy statement

    Occupational Overuse Syndrome (OOS) is a collective term for a range of conditions (including injury) characterised by discomfort or persistent pain in muscles, tendons and other soft tissues. Every case of OOS has the potential to be classified as a significant hazard because the condition may cause „Serious Harm‟. Therefore the risk factors for OOS need to be controlled by eliminating the hazard if at all possible, or else by isolating or minimising the hazard.


    This policy applies to all staff members of {organisation name}.


    To provide systems and procedures for proactively managing the risk factors that may contribute to a range of occupational overuse type conditions.


    The {CEO} is responsible for:

     taking all practical steps to ensure that there is compliance with the OSH Code of Practice (COP) for Visual 4Display Units

     ensuring all staff at risk attend an OOS awareness training session in their first month of employment and as

    may be required

     encouraging staff to report any work-related pain to the {CEO} as early

    as possible

     ensuring the work environment of any staff who do develop symptoms is monitored and all practicable steps are

    taken to remedy any deficiencies

     facilitating an early return to work for any staff member who has been absent through an OOS-related injury

    where possible.

Staff members are responsible for:

     reading the OOS awareness information and attending training where required

     adjusting workstation equipment to maintain a comfortable body position

     taking breaks away from the workstation and practising micro-pauses as appropriate

     reporting early symptoms to the line manager (preferably before visiting a doctor)

     participating in an early return to work programme if applicable.


    Pre-employment procedures

    Managers will seek to establish if the prospective staff member suffers from any gradual process injury that the particular job

    may aggravate or contribute to, by checking the statement on the application form.

4 Laptop computers should not be chosen for continuous use at work unless they are plugged into a conventional monitor and/or keyboard.

     Existing staff

     Individual staff members should adjust their own workstation to maintain a comfortable working position, vary

    tasks, practise micro-pauses and take other breaks. They must report any problems to the health and safety

    representative, who in turn may request a full workstation assessment from a properly trained Workstation

    Assessor. The Workstation Assessor will work with the staff member to recommend changes or adjustments,

    and will provide a brief summary of findings to the employee and {CEO}. (An example of a workstation

    assessment form is provided in appendix 3.)

     Early warning symptoms should not be ignored in the hope that the pain will go away. If discomfort during work

    activities persists for more than a few days the following actions should be taken. By taking these steps

    individuals will be making important decisions about stopping the symptoms from worsening and developing into

    a possibly serious and long-term condition.


    Approved Code of Practice for the Use of Visual Display Units in the Place of Work; Guidelines to the Selection and Purchase of Workstation Furniture and Equipment.


    The Health and Safety in Employment Act defines Serious Harm (in part) as “a condition that amounts to or results in

    permanent or temporary severe loss of bodily function”.


    The Health and Safety in Employment Act (1992) and Amendment

    The current Approved Code of Practice for the Use of Visual Display Units in the Place of Work published by the OSH

    service of the Department of Labour

    Guidelines to the Selection and Purchase of Workstation Furniture and Equipment

    The Accident Reporting and Rehabilitation Policy

    Record of Accident/Incident/Serious Harm

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