Procedure for Managing Hazards and Risks

The steps for managers are:

1. Managers have the responsibility to identify hazards and to manage the risks associated with the hazard by implementing controls.

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 and risk control.

2. Arrange for assessment of identified hazards and for severity of risk levels (see guidelines on how to do this below).
3. Hazards must be controlled through a hierarchy in order of;
  • elimination - if that is not practicable then,
  • minimisation. ( described below under definitions)

4. Assign responsibility and time frames for control actions.

5. Provide personal protective equipment (PPE) if this is the minimisation control strategy selected. Ensure staff are trained, able and are using PPE effectively.

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 to any Provisional Improvement notices (PIN) issued by a trained health and safety representative (the health and safety representative must have completed training approved by WorkSafe NZ). Provisional Improvement notices issued by a trained health and safety representative is a legal document and must be processed as described in the Health and Safety at Work Act 2015. Please discuss any PIN received with the Campus Health and Safety Advisor.

Frequency of hazard assessment

Hazard identification and risk controls should be reviewed at least annually, or for example when there is a new activity or process, new fieldwork trips, new equipment and machinery.

Hazard and risk assessments should occur on all new plant before it is purchased and before commissioning.   


  • Staff with health and safety responsibilities or elected health and safety representatives can assist with identification and control strategies on behalf of the manager.
  • Managers need to ensure action items identified under controls are assigned and completed.
  • 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).


Sample Templates forms below are some examples that will assist in the process. Check with your College or School for already existing template forms and completed hazard risk assessments. It could save you sometime.  If you need assistance or examples of completed risk assessment forms contact your Campus Health and Safety Advisor.  

  • Managers must retain the risk assessment hazard control plans and send a copy each time it is amended to the Campus Health and Safety Advisor.
  • Managers are encouraged to place the hazard register on the Departmental website for staff information, induction and training purposes.

Template forms for hazard management

Safe Work Method Statements

You may be asked by Massey Facilities Management or another organisation to provide a Safe Work Method Statement (SWMS), Work Method Statement (WMS), or a Job Safety & Environment Analysis (JSEA) for a particular task or activity. There really isn’t any major difference between these documents they are all tools used to manage risk and describe how tasks will be managed safely.  

 Below is an example of a JSEA/SWMS. This document is very useful for systematically identify from start to finish the step-by-step process that is needed for a work task or activity to be undertaken safely and with minimum harm to the environment.  They should contain information that:

  • Describes how the work is carried out,
  • Identifies the work activities assessed as having safety or environmental risks,
  • States what the safety and environmental risks are,
  • Describes the control measures that will be applied to the work activities,
  • Describes how measures will be implemented to do the work in a safe and environmentally sound manner; and where required:
    • outlines the legislation, standards and codes to be complied with; and
    • includes a description of the equipment used in the work, the qualifications of the personnel doing the work and the training required to do the work in a safe and environmentally sound manner.

JSEA for Massey.docx (991 KB)

Detailed Guidelines on Hazard Risk Management

Training in completing hazard management form

Related Information

Legal requirement

The Health and Safety at Work Act 2015 (S30) and the Health and Safety at Work (General Risk and Workplace Management) Regulations 2016 (Reg 5-8) requires Massey to ensure that so far as is reasonably practicable risks to health and safety are controlled.
As part of Massey Health and Safety compliance, each Department, Institute, School, Section or equivalent is required to:
  • identify all hazards that could give rise to reasonably foreseeable risks to workers, students and others
  • implement control measures to eliminate or minimise the risk so far as is reasonably practicable
  • ensure that the control measures are: reviewed and maintained so they are fit for purpose, suitable for the nature and duration of the work, and installed and set up correctly
Deciding what is ‘reasonably practicable’ to protect people from harm requires taking into account and weighing up all relevant matters, including:
  • „„ the likelihood of the hazard or risk concerned occurring
  • „„ the degree of harm that might result from the hazard or risk
  • „„ knowledge about the hazard or risk, and ways of eliminating or minimising the risk
  • „„ the availability and suitability of ways to eliminate or minimise the risk, and
  • „„ after assessing the extent of the risk and the available ways of eliminating or minimising the risk, the cost associated with available ways of eliminating or minimising the risk,including whether the cost is grossly disproportionate to the risk.

There is no legal defence for managers who have not identified hazards in their area of responsibility.


Hazard: means a situation or thing that has the potential to harm a person.

Risk: is the possibility that harm (death, injury or illness) might occur when exposed to a hazard.

Risk control means if it is reasonably practicable to:

  • Eliminate the hazard, this will also eliminate any risks associated with that hazard.
If it cannot be eliminated then:
  • Minimise the hazard either firstly by substituting, isolating or implementing engineering controls to the hazard.
If a risk still remains then the remaining risk may be minimised further by using administrative controls such as procedures, training and/or PPE.
Residual Risk: The level of risk remaining after all control measures have been implemented. If this level remains high then consider if the work should cease. 

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