To successfully implement an Occupational Health and Safety (OHS) management system, we need to have a thorough and holistic planning process. This process needs to establish objectives, targets and measures for success.
The OHS risk assessment procedure outlines the process for the identification and management of risks at the University of Otago.
3.1 Health and Safety Risk and Hazard Management
Risk management is outlined in the University Risk Management Framework and includes a risk matrix. This risk matrix has been incorporated into Vault which is University of Otago's online Health and Safety management system, and hazards are risk assessed based on this matrix.
The critical risk register expands on the management of health and safety risks and hazards in detail. The critical risks register includes the impact of risks, causes and risk rating as well as the policies and procedures that have been developed to control these risks.
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Risk control strategies and hazard management processes are recorded in Vault. Training is provided by the Health and Safety team for the recording and management of risks and hazards. The Vault system allows all staff, students, contractors and visitors to the University of Otago campuses to report any health and safety related event on site.
Individual departments may also have specific risks related to their work and related activities. Departmental Health and Safety Officers (DHSO's) are able to complete a risk assessment and record these risks on behalf of the department.
3.2 Legal and Other Requirements in Health and Safety
University of Otago maintains a documented set of procedures that include legal requirements that are directly applicable to the activities, products or services, including relevant relationships with contractors or suppliers. The Health and Safety Compliance team revises legislative requirements annually and provides submissions on proposed legislative changes where appropriate.
The list of legislation is reviewed annually
3.3 Health and Safety Objectives and Targets
Objectives
These are established annually to meet the University of Otago's Occupational Health and Safety (OHS) Policy. Objectives are the overall goals for OHS performance identified in the OHS policy and provide the University with the means to evaluate its OHS performance. The Operational Health and Safety Committee sets a range of objectives and targets based on the risk profile, legislative changes, corporate requirements, annual health and safety review, analysis of health and safety events and investigations, and recommendations from Health and Safety Compliance team. The Operational Health and Safety Committee recommends the objectives to the VC for authorisation, which informs the annual health and safety plan.
The detailed requirements are described in the document: Health and Safety Objective Setting
Performance Indicators - monitoring of the health and safety objectives is achieved by:
- Measurement of performance indicators
- Quarterly meetings of the Operational Health and Safety Committee
- Annual review of performance through the annual audit and Vault reports
- Monthly report to Council and Senior Leadership Team
3.4 Occupational Health and Safety Management Plans
The OHS Strategic and Operational Business Plan is developed by the Health and Safety Team and sets the governance and health and safety systems improvements and deliverables over the year.