5.1 Monitoring and Measurement of Health and Safety at the University of Otago
The University has a comprehensive programme for the monitoring and measurement of key aspects of its operations and activities that is documented in the health and safety monitoring, measurement and registration at University of Otago. The programme includes: testing and monitoring requirements for aspects of the operation of buildings; equipment/machinery and apparatus; essential services; waste disposal; activities involving chemicals; biological agents and animals; radioactive substances; sources and apparatus covered under H&S and other relevant legislation.
Health Surveillance
Health Surveillance programmes undertaken at the University of Otago are outlined in the Health Surveillance and Health Monitoring matrix documents. The programme is coordinated by the Health and Safety Compliance team and covers per-employment health assessments, noise and exposure to substances in accordance with health and safety and other relevant legislation. An Occupational Physician is a member of staff to assist with health surveillance requirements and provide advice. Contact the Occupational Health Nurses at ohn@otago.ac.nz for further information and Occupational Health advice.
The detailed requirements are described in the Health Surveillance Matrix 2015 , Occupational Health Monitoring Protocol
Workplace Inspection Programme
The workplace inspection programme is for the management of lower risk activities and work areas such as offices, where an annual inspection is required. Higher risk activities and workplaces will require an auditing programme. Work place inspection checklists are provided and results are recorded in Vault.
Performance Indicators
Performance of the Occupational Health and Safety Management System (OHSMS) at the University of Otago is measured through a mix of lead and lag indicators, KPI measures and annual health and safety objectives. Internal and external University reviews are conducted as per the review schedule. For more information see the documents:
Objectives and Targets Procedure.
The University of Otago Quality Advancement Unit runs the Departmental Review process. Health and safety audits are offered for each reviewed department and a report is provided. Members of the Health and Safety Compliance team may attend review panel meetings on request or if there are health and safety concerns.
5.2 Health and Safety Incident Investigation and Prevention
Procedures for hazard incident reporting, investigation & recording
All events (injuries, illness, incidents and near miss) are required to be reported through Vault as per the Incident reporting procedure. Departmental Health and Safety Officers (DHSOs) receive training in the reporting of events, data entry and investigation, including incident causation analysis. The detailed requirements are described in the document Event reporting and investigation
OHS Prevention System – electronic reporting database
Reports on corrective actions and root causes of incidents are analysed to identify preventive programmes. The preventive programmes are discussed with the Operational Health and Safety Committee for inclusion in the operational H&S plan on an annual process. The detailed requirements are described in the document Event reporting and investigation
OHS corrective & preventive action at the University of Otago
It is a KPI for corrective actions to be completed within a set period of time. Vault reports identify compliance with this requirement. Reports generated on the basis of the root cause as the starting point for further investigation for preventive programmes. The detailed requirements are described in the document OHS corrective & preventive action at the University of Otago .
5.3 Health and Safety Records and Record Management
Control of records is maintained in accordance with the H&S Record management. This procedure contains a master list of records to be maintained, who holds the records and the period to be retained.
5.4 Occupational Health and Safety Management System Audit
Internal Health and Safety Audits are managed through a structured programme to evaluate the effectiveness of the OHSMS. The audit process, auditor competencies, audit programme and audit procedures are documented. An annual audit programme has been developed and is available on the webpage. All audits are recorded in Vault. The audit programme includes self-audits performed by DHSOs and Line Managers.
University of Otago OHS Audit Schedule
There is a documented programme of internal and external audits on health and safety and compliance, ranging from departmental reviews to specific health and safety target audits. Audit/inspection results are recorded in Vault and corrective actions reports generated. The detailed requirements are described in the document. Audit Schedule and procedures.
High Risk H&S Audit Programme
For those high risk activities an internal health and safety audit is completed annually. The detailed requirements are described in the document OHS Audit Schedule.
Audit and Inspection Tools
- Machine and Workshop Safety
- Workshop Inspection Checklist
- Ladder Checklist
- Office Health and Safety Checklist
- Noise Identification Checklist
- Drama and TV Studio Safety Inspection Checklist
- Lab HSNO Exempt Audit Tool
- Construction Site Audit
- Vehicle Use - OHS requirements procedure
Evaluation of Compliance
The OHS Risk & Compliance Register. Procedures for incident and hazard reporting are documented in the training module and Vault manual for reporting incidents, near misses, injuries, illnesses and hazards. Records of incidents and events are recorded in Vault and reports generated for analysis, reporting and updating the risk register. Reports are provided to the Operational H&S Committee, Risk Committee, HSRC and IBSC, to identify areas requiring actions and provide performance reviews. Corrective actions are recorded in Vault and reports generated. The detailed requirements are described in the document: Evaluation of Compliance Procedure
