Zone Occupational Health and Safety & Environment Committees

Zone Structure

OHS&E Zones

The University has been divided into OHS&E Zones which are largely geographically based. An OHS&E Zone usually comprises several buildings occupied by several departments and faculties. However, a number of single department or building zones exist. Where new building occupancies occur, Occupational Health and Safety in consultation with the relevant department heads or deans, will determine the need for and the boundaries of, a new OHS&E zone. From time to time, Occupational Health and Safety reviews the boundaries of existing zones, especially when significant building occupancy changes occur.

The requirement for such a committee is not limited to those locations where the work clearly involves physical and chemical hazards. For example, in the office environment a committee can play an important role in areas such as the introduction of new equipment, emergency evacuation and firefighting arrangements, first aid services and the development of safe systems of work.

Establishment of Zone OHS&E Committees

For each OHS&E zone, the relevant department head(s) must establish and maintain a Zone OHS&E Committee. The department head(s) which the Committee covers shall nominate all the members of the Committee, except for the health and safety representatives who are elected by the staff.

Composition of Zone OHS&E Committees

A Zone OHS&E Committee should comprise representatives drawn from the major activities and work groups. The factors to be taken into account in attempting to achieve a balanced Zone OHS&E Committee are: interest in occupational health and safety, potential ability to effectively contribute to the work of the Zone OHS&E Committee, types of hazards at the workplace, number of floors and buildings covered by the Zone OHS&E Committee, the categories of staff present and their gender. There should be a balance between academic and general staff where appropriate and a balance of managerial, supervisory, and non-supervisory staff.

The Chairperson should be a senior academic person or general staff equivalent who is not the head of the unit(s) covered by the Zone OHS&E Committee. For example, a Faculty-based Zone OHS&E Committee should not be chaired by the Dean and a Departmental-based Zone OHS&E Committee should not be chaired by the Chairman of the Department since it will be the role of the Zone OHS&E Committee to advise their management.

The Zone OHS&E Committee should comprise ideally no more than 12 members. For Zone OHS&E Committees covering fewer than 100 staff ideal size would be 6-8 members, for Zone OHS&E Committees covering more than 100 staff the ideal size would be 8-10 members. Other members of a Zone OHS&E Committee may include First Aid Co-ordinators, Radiation Safety Officers, Biosafety Officers, and other staff with an interest in OHS&E matters. The following people should be members of the Zone OHS&E Committee:- the safety officer(s), one laboratory manager (Medicine, Science and Engineering only), at least one of the health and safety representative(s) that cover staff in the zone, and where appropriate, one radiation safety officer, and one biosafety officer. In Medicine, Science and Engineering and Art & Design, there should also be a post-graduate student representative.

Appointment to the Zone OHS&E Committee should be for a term of two to three years. Some, but not all, Zone OHS&E Committee members should change after each two to three year term, in order to involve as many staff as practicable in occupational health and safety activities.

Role of Others Involved in Occupational Health and Safety

Other staff involved in occupational health and safety such as the first aid co-ordinator, other radiation and biosafety officers, emergency evacuation building wardens etc. who are not appointed to the Zone OHS&E Committee should either report to the Zone OHS&E Committee via the safety officer or be invited to report directly to the Zone OHS&E Committee on at least an annual basis.

Functions

The functions of a Zone OHS&E Committee should include:

consideration of university occupational health and safety policies and formulation of recommendations for consideration by the department heads as to how these are to be introduced. The department heads may delegate some powers of implementation to the Zone OHS&E Committee if mutually agreed;
working to achieve prompt implementation and an understanding by staff and students of approved procedures and policies;
provision of advice on the occupational health and safety implications of new areas of research and new equipment prior to their introduction;
assisting with co-ordination of the occupational health and safety programme including the formulation of local health and safety rules;
discussion of occupational health and safety problems and suggestions brought to the Zone OHS&E Committee's attention including assisting the Safety Officer to assess reports of incidents and hazards and suggest remedial measures;
identification of occupational health and safety training needs of its own members and of staff and students working in the zone;
provision of local advice on buildings and works proposals;
assisting with promotion of health and safety awareness through distribution of literature, staff meetings, video screenings and any other appropriate means;
consultation with Occupational Health and Safety and Environment and bringing to the attention of the Occupational Health and Safety Policy Committee, via OHS&E, matters of particular significance for the University; and
conducting inspections of the workplace at regular intervals.

Meeting Arrangements and Conduct

Meetings should be arranged at regular intervals and must be held at least four times per year. Minutes should be kept and made accessible to all staff and post-graduate students (e.g. copies on notice boards and in the lunch room). A copy of the minutes should be sent to OHS&E as soon as possible after the meeting. Staff should be informed of the existence of the Zone OHS&E Committee, its purpose and membership. The lines of communication between the Zone OHS&E Committee, staff and students and the department heads to whom the Zone OHS&E Committee reports should be determined in consultation with the Zone OHS&E Committee's Chairperson.

Training

Health and Safety Representatives and Safety Officers are required to complete either the one day "Introduction to Occupational Health and Safety" course or the following separate modules:

Monash Occupational Health and Safety Policies and Procedures
Incident Reporting, Investigation and Recording
Risk Management Workshop
Workplace Safety Inspections

Other courses may be completed as is appropriate. Please consult "Training for Staff in Occupational Health and Safety Roles" for further information.