Procedure for Managing Hazards
The steps for managers are:
1. Ensure systematic identification of hazards - all foreseeable hazards need to be actively identified by using processes such as;
- inspection of place of work or,
- review of activities and tasks, or
- review of existing hazard register - check for:
- new equipment purchased
- new premises or alteration to premises
- new courses, research initiatives or work practices
- new hazards which have not been previously identified
- hazards identified as a result of accident investigations
- hazards notified by staff or trained health and safety representatives.
Staff are to be consulted as part of hazard identification.
2. Arrange for assessment of identified hazards for significance (see guidelines on how to do this below).
3. Significant hazards controlled through three step hierarchy in order of;
- elimination - if that is not practicable then,
- isolation - if that is not practicable then as a last resort,
- minimisation.
4. Assign responsibility and time frames for control actions.
5. Provide personal protective equipment (PPE) and ensure it is used if the minimisation control strategy is selected.
6. Monitor exposure to significant hazards if minimisation control is used (e.g. systems to report pain, discomfort, concerns, incidents/accidents, staff satisfaction or PRP, workplace monitoring). For further information on monitoring see the Monitoring staff health procedure.
7. Respond in writing to any hazard notices issued by a trained health and safety representative (the health and safety representative must have completed training approved by the Department of Labour). A hazard notice issued by a trained health and safety representative is a legal document and must be processed as described in the Health and Safety in Employment Act.
Frequency of hazard assessment
Hazard identification should be reviewed at least annually. It is suggested that different approaches aer used each year (for example, area of work one year, work activities and tasks another).
Delegation
- Staff with health and safety responsibilities or elected health and safety representatives can assist with identification on behalf of the manager.
- Managers need to ensure action items identified under controls are assigned and completed.
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Where expertise is not available within internal staff, then appropriate specialists should be located in consultation with Regional Health and Safety Advisors, or using the University expertise directory (for example, noise, health).
Documentation
- Managers must retain the hazard register and send a copy each time it is amended to the Regional Health and Safety Advisor.
- Managers are encouraged to place the hazard register on the Departmental website for staff information, induction and training purposes.
Hazard management form (29 KB)
Hazard Management Identification explanation (23 KB)Detailed guidelines on Hazard Management
Training in completing hazard management form
Related Information
- Reporting a hazard
- Accident investigation
- Provision of Personal Protective Equipment Procedure
- Detailed information about specific hazards
- Monitoring staff health procedure
Legal requirement
As part of Health and Safety compliance, each Department, Institute, School, Section or equivalent is required to:
- systematically identify existing hazards to employees at work
- systematically identify new hazards to employees at work and;
- regularly assess each hazard identified and determine whether or not it is a significant hazard (Health and Safety in Employment Act 1992).
There is no legal defence for managers who have not identified hazards in their area of responsibility. Only significant hazards require controls.
