SECTION The University of Waikato by liaoqinmei



 ONE INTRODUCTION AND ACCOUNTABILITIES                                                       3
 TWO. HEALTH AND SAFETY POLICIES                                                             6
         2.1   Occupational Health And Safety Policy                                         6
         2.2   Accident Reporting And Rehabilitation Policy                                  7
         2.3   Occupational Overuse Syndrome Prevention Policy                              15
         2.4   Contractor Health And Safety Policy                                          19
         2.5   Smoke-Free Working Environment Policy                                        22
         2.6   Policy Statement On The Employee Assistance Programme                        24
         2.7   Children On Campus Policy                                                    28
         2.8   Policy For Employee Participation In Health And Safety                       31
         2.9   Safe Driving Policy                                                          35

               HEALTH AND SAFETY                                 38
         3.1   Asbestos Removal And Management Plan                                         38
         3.2   Emergency Planning                                                           42
         3.3   Field Trips - Health And Safety Guidelines                                   43
         3.4   First Aid Training, Equipment And Facilities: Guidelines                     46
         3.5   Hazard Management                                                            52
         3.6   Infectious Diseases Commitment Statement                                     54
         3.7   Management Of Hazardous Substances                                           57
         3.8   Manual Handling: Guidelines                                                  59
         3.9   Planned Health And Safety Inspections And Audits                             61
         3.10 Monitoring Workplace Exposures And Health                                     62
         3.11 Selection And Purchase Of Workstation Furniture And Equipment. (Guidelines) 65
         3.12 Stress At Work: Guidelines For Managers And Staff                             68
         3.13 Staff Development, Training And Supervision                                   71
         3.14 Working In Hot Conditions: Guidelines For Managers                            73

 FOUR. FORMS, CHECKLISTS AND FLOWCHARTS                                                     76
         Appendix A Record of Accident /Incident/ Serious Harm                              77
         Appendix B    Work Related Personal Injury Claims Process                          79
         Appendix C    Rehabilitation Flowchart                                             80
         Appendix D    Summary Of Procedures For The Prevention Or Management Of OOS        81
         Appendix E    Contractor Health And Safety Document Checklist                      82
         Appendix F    Health And Safety Checklist For Field Trips                          83
         Appendix G    Hazard Management                                                    84
Human Resource Management Division. February 2004                                       1
         Appendix H    Office Health And Safety Checklist          85
         Appendix I    Health And Safety Induction Checklist       86

Human Resource Management Division. February 2004              2


       This manual has been prepared to assist Managers and those with a Health and Safety
       responsibility to further develop effective health and safety programmes, and to implement the
       University’s Occupational Health and Safety Policy and related policies and procedures. This
       section lists the objectives of the Health and Safety Manual, provides a brief summary of the
       Health and Safety legislation and defines accountabilities.


       The University’s health and safety programme aims to:
       •   promote excellence in health and safety management;
       •   continually improve current health and safety performance;
       •   provide a safe and healthy work environment;
       •   identify and control actual and potential hazards;
       •   establish and maintain communication on health and safety;
       •   support staff participation in health and safety matters;
       •   identify needs and provide training on health and safety;
       •   demonstrate a commitment to the accurate reporting and recording of health and safety
           matters; and
       •   comply with legal and organizational obligations.


       The Health and Safety in Employment Act (1992) requires employers to take all practicable steps
       to ensure the health and safety of staff members at work by:
       •    providing a safe working environment;
       •    providing and maintaining facilities for staff members’ safety and health;
       •    ensuring plant and equipment on the premises are safe;
       •    ensuring staff members are not exposed to hazards;
       •    developing emergency procedures; and
       •    ensuring that no action or inaction by staff members is likely to cause harm to themselves or
            any other person.

       Other people who have duties under the Act include persons in control of places of work; self-
       employed people; principals to a contract; contractors and subcontractors and staff members.

       The Health and Safety in Employment Regulations (1995) impose duties on employers in respect
       of the workplace, certain staff members, and types of work. The Resource Management Act, the
       Building Act, the Fire Service Act, the Hazardous Substances and New Organisms Act, and the
       Injury Prevention Rehabilitation and Compensation Act also include health and safety elements.


       The Vice-Chancellor, as the employer, has ultimate accountability for the health and safety of all
       University staff. This is provided for by:
       •   demonstrating continuous improvement through a systematic approach to occupational health
           and safety matters that includes setting specific objectives, systems and programmes in
           partnership with senior managers and relevant others;
       •   documenting and communicating the Health and Safety Policy and holding staff members
           responsible for supporting the policy and related procedures;
       •   taking appropriate actions (including disciplinary actions) in the event of unacceptable
           performance or behaviour, consistent with normal operational practice;

Human Resource Management Division. February 2004                                               3
       •    incorporating health and safety as an element in position descriptions and as a measurable
            outcome of an individual’s performance appraisal where appropriate; and
       •    expecting all staff to share the responsibility for meeting the requirements of health and
            safety legislation and maintaining ongoing accountability through the roles and
            responsibilities defined below.

       Senior Managers have key responsibilities for developing, implementing and improving the
       University’s health and safety management system as an integral part of day-to-day operations.
       These include the following:
       •   providing leadership and direction in matters of health and safety;
       •   developing staff commitment to achieving excellent health and safety standards;
       •   developing a clear chain of responsibility for health and safety matters through normal line
           management channels;
       •   establishing and achieving overall health and safety goals and objectives as part of the
           business and/or strategic plans for their areas of responsibility;
       •   including measurable health and safety objectives (based on responsibilities) in the overall
           performance objectives of staff;
       •   demonstrating a commitment to continually improving health and safety performance;
       •   demonstrating a commitment to the accurate reporting and recording of health and safety
       •   electing, (or selecting), and supporting a Health and Safety Representative for the School /
           Division / Faculty;
       •   participating in regular, documented health and safety management audits and taking steps to
           remedy any deficiencies;
       •   sustaining interest in and communications about health and safety throughout the
       •   supporting staff member participation in health and safety activities;
       •   formally acknowledging excellence in such activities or initiatives when appropriate; and
       •   allocating the necessary human and financial resources to achieve the goals.

       Line Managers are responsible for taking all practicable steps to create a safe and healthy work
       environment. These include the following:
       •    implementing hazard management procedures in every work area under their control. This
            includes formalising regular reviews of currently identified hazards and arranging for new
            processes, equipment or chemicals to be assessed for actual or potential hazards prior to use;
       •    taking all practicable steps to ensure that hazards identified are eliminated, isolated or
       •    informing staff, students (and contractors in appropriate circumstances) of any hazards to
            health and safety which are known to be associated with the work they perform and the steps
            to be taken to control any such hazard;
       •    ensuring that all staff members receive appropriate training, and are involved in the
            improvement of systems and practices where relevant;
       •    ensuring that unsafe acts and unsafe conditions are appropriately addressed;
       •    conducting regular health and safety inspections;
       •    participating in health and safety audits and taking steps to remedy deficiencies as
       •    ensuring all accidents and incidents are recorded accurately, investigated and reported to the
            Health and Safety Co-ordinator, and for taking steps to prevent any recurrence of a similar
            event; and
       •    encouraging good health and safety performance by suppliers and contractors.

       Staff members are responsible for:
           becoming familiar with and abiding by all applicable University policies and guidelines, and
            relevant statutory obligations;
           following established procedures to ensure safe performance of a given task;

Human Resource Management Division. February 2004                                               4
           reporting all occupational injury, illness, near miss incidents, environmental spills or fire,
            regardless of its severity, to a supervisor;
           reporting hazards which may result in an injury, illness, spill or fire to a supervisor;
           advising colleagues and relevant staff members when unsafe acts and/or conditions occur;
           correcting unsafe conditions when appropriate, possible and safe to do so; and
           behaving in a manner which does not endanger the health and safety of themselves, other
            employees or students.

       Health and Safety Representatives have delegated responsibilities for:
          supporting senior and other line managers with the day to day management of the health and
           safety programme in accordance with legislative requirements and University policies and
          participating in meetings with other health and safety representatives on campus and the
           Health and Safety Co-ordinator, and attending health and safety training courses where
           appropriate; and
          participating in health and safety audits in partnership with the Senior Manager.

       The University Health and Safety Co-ordinator reports directly to the Director of the Human
       Resource Management Division and is responsible for:
          providing specialist support by acting as a consultant to managers and staff members where
          dealing proactively with health and safety matters;
          conducting regular internal health and safety audits in partnership with senior managers and
           Health and Safety Representatives;
          analysing audits, injury trends, and hazards and reporting results to the Vice-Chancellor and
           senior managers;
          advising on new processes or equipment relative to their health and safety impact;
          maintaining up to date information on changes to health and safety legislation, regulations,
           Codes of Practice and Standards;
          assisting in the formation and implementation of University wide policies, plans, and
           procedures; and
          providing strategic direction and oversight of all health and safety initiatives.

Human Resource Management Division. February 2004                                               5


       Responsibility for Policy:      Human Resource Management Division
       Creation Date:                  June 1994
       Current Version:                July 2003
       Review:                         July 2005

       The University of Waikato is firmly committed to providing a safe and healthy work environment
       for staff members, students, contractors and other visitors and to continually improving the
       systems, practices and appropriate resources to achieve this. A safe and healthy work
       environment is achieved through the co-operation and compliance of every staff member with
       University procedures and relevant work standards which are developed through a participatory

       This policy applies to all staff members of the University of Waikato including fixed-term, part-
       time and casual staff.

       To set out the University’s commitment to a safe and healthy work environment and to outline
       responsibilities for pro-actively managing risks and preventing accidents.

       The Health and Safety in Employment Act (1992) and amendments
       The Health and Safety in Employment Regulations (1995)
       Other relevant Regulations and Codes of Practice

       The Vice Chancellor has ultimate accountability for providing and maintaining a safe and healthy
       work environment. Managers, supervisors of staff and others in positions of responsibility share
       the accountability for managing health and safety within their areas of control as an integral
       feature of their day-to day activities.

       Managers will take all practicable steps to provide and maintain a safe and healthy work
       environment by:
       establishing and implementing appropriate standards and procedures; establishing and insisting
       upon safe methods, safe equipment, proper materials, and safe practices at all times; providing
       effective training for staff as appropriate and; complying with current University policy,
       legislative requirements and relevant standards.

       Supervisors / line managers are responsible for the health and safety of staff members in the
       same way that they are responsible for quality, efficiency and maintenance. Safety will take
       precedence over short cuts and expediency at all times.

       Staff members are responsible for observing safe work practices, following University
       procedures and complying with relevant work standards and statutory obligations. Staff and their
       elected representatives have opportunities to participate in health and safety forums.

       Bryan Gould
       July 2003

Human Resource Management Division. February 2004                                             6

        Responsibility for Policy:       Human Resource Management Division
        Creation Date                    July 1999
        Current Version                  Five
        Review                           2005


        A safe and healthy work environment is fostered through a partnership where all involved
        combine their efforts and share the responsibility for work-related personal injury prevention and
        management. Early reporting is essential to this process and the University has a specific accident
        reporting and investigation form that must be used in the event of all work accidents, incidents and
        OOS type conditions. A staff member injured at work who needs medical treatment must provide
        the University with a copy of the completed ACC forms, and, if time off work is also required,
        must provide a medical certificate. Staff members must inform the Treatment Provider that the
        University's Workplace Injury Claims Manager is WorkAon.

        The University is committed to initiating vocational rehabilitation programmes whenever
        appropriate for work-related personal injury and for non-work personal injury. The aim is to assist
        optimum recovery, early return to work and resumption of normal lifestyle without undue delay.
        The benefits of rehabilitation are greatest when the process is begun as soon as possible.

        In support of the rehabilitation process, the University and WorkAon will provide medical care
        and supervision for work-related personal injury; suitable alternative duties where possible; and a
        Rehabilitation Plan as appropriate. Staff are expected to participate fully in their own
        rehabilitation programme which will be established through a consultative approach. The injured
        person is entitled to support, advice and representation from their union or another nominated

        Medical information will be obtained with formal consent from the staff member and will be
        treated confidentially.

        This policy applies to employees of the University of Waikato including fixed-term and part-time

2.2.2   PURPOSE
         To provide consistent procedures for recording and investigating work-related incidents and
          accidents and to set out the work-related personal injury claim process.
         Through planned rehabilitation, to manage proactively the early return of staff members to as
          normal a life as possible having regard to the consequences of the personal injury.

         "Work-related personal injury" is a personal injury that the staff member suffers as set out
           in the Injury Prevention Rehabilitation and Compensation Act. This includes a definition of
           personal injury caused by a work-related gradual process, disease or infection.
         "Lost time accidents" are work-related personal injuries that result in more than a day off
           the job (i.e. the staff member is unable to resume work the day after a personal injury has
         “Treatment Provider” means a registered medical practitioner if time off work is required,
           or a registered health professional such as a physiotherapist, chiropractor etc. if time off work
           is not necessary.

Human Resource Management Division. February 2004                                                7
           "Rehabilitation" means a process of active change and support with the goal of restoring the
            staff member’s health, independence and participation to the maximum extent practicable. It
            comprises treatment, social rehabilitation, and vocational rehabilitation.

         "Rehabilitation Plan" means an individualised rehabilitation programme to facilitate the early
           and safe return of the staff member to the same or equivalent duties as those previously
           performed on a long-term basis.

           "Alternative duties" are early return to work interventions. They may include alternative
            work, or other forms of action appropriate for the staff member. These duties are a temporary
            modification of the employee's work tasks. They must not aggravate the personal injury or
            delay healing, must be compatible with the business of the organisation, and be subject to
            regular review. A staff member may be fit for alternative duties from the occurrence of the
            personal injury, or when improvement has occurred following a period of being unfit for
           "Serious Harm" means resulting in a condition that amounts to or results in permanent loss
            of bodily function, or temporary severe loss of bodily function and/or any harm that causes
            the person to be hospitalised for a period of 48 hours or more.
        Note: For further information on exact legal definitions set out in the Injury Prevention
        Rehabilitation and Compensation Act, or the Health and Safety in Employment Act, contact
        the Health and Safety Co-ordinator or your Human Resource Advisor.
        Injury Prevention Rehabilitation and Compensation Act 2001
        Privacy Act 1993
        Human Rights Act 1993
        Health and Safety in Employment Act 1992 and Amendments
        The University of Waikato Health and Safety Policies and Procedures Manual
        The University of Waikato Record of Accident/Incident/Serious Harm form
        WorkAon Fact Sheet: List of Entitlements.
        WorkAon: Collection and Release of Information Fact Sheet

        To assist the University in meeting its aims in the prevention and management of work-related
        personal injury, there are responsibilities for the employer through line managers working in
        partnership with employees.

        Line Managers
        Deans, Directors, and other line managers are responsible for:
         preventing accidents and injury by providing a safe and healthy work environment within
            their areas of operation
         taking all practicable steps to see that all staff in areas under their control are aware of the
            University's accident reporting system, know where to obtain the appropriate form, and report
            such events when they occur
         arranging for appropriate first aid and emergency care (or other assistance) where required if
            an accident does occur
         liaising with Payroll Services to ensure that weekly compensation payments are paid during
            any period of incapacity
         recognising that the prompt return to work of a staff member is a normal practice and
         remaining in supportive contact with a staff member who is off work as a result of injury
         identifying suitable alternative duties, where possible, to enable an early return to work for
            the staff member
         confirming that a rehabilitation plan is established, if appropriate, following a lost time

Human Resource Management Division. February 2004                                               8
           monitoring the staff member's progress towards recovery and the suitability of the alternative
            duties and/or rehabilitation programme
           taking steps to see that appropriate levels of confidentiality are maintained consistent with the
            principles of the Privacy Act 1993.
           Reviewing health and safety management after a critical event, or if there is a change in work
            procedures or health and safety policy.

        Staff Members
        Every staff member is responsible for:
         observing any established health and safety procedure that relates to the work performed
         participating in relevant health and safety training e.g. OOS prevention
         reporting and documenting all accidents, incidents and observed hazards to their line manager
             (as per the University’s procedures below) and informing the line manager if there is any
             requirement for time off work.
         obtaining initial medical treatment from a registered Treatment Provider of his/her choice
             (this must be a registered medical practitioner if lost time is involved)
         informing the Treatment Provider that WorkAon is the University’s Injury Management
         providing a copy of the completed ACC forms and, if lost time is involved, a medical
             certificate from the registered medical practitioner, to the line manager and the Health and
             Safety Co-ordinator in a timely manner
         participating in an appropriate rehabilitation programme including a return-to work
             programme which requires alternative duties or partial hours
         providing ongoing medical certificates to their line manager
         reporting non-work injuries resulting in time off to their line manager as soon as possible to
             provide the University with the opportunity to assist through rehabilitation if appropriate.

        Health and Safety Co-ordinator
        The Health and Safety Co-ordinator is responsible for:
         ensuring the consent form is signed in the event of an ACC claim and providing access to
           information about entitlements and about the collection and release of information.
         acting as the rehabilitation co-ordinator. This includes providing information to staff
           members/line managers and liaising with WorkAon.
         Liaison with ACC

2.2.6   Non-work Accidents
        The University will, whenever appropriate, offer alternative duties to any staff member who has
        sustained a non-work personal injury.

2.2.7   Unscheduled Leave
         Where leave is unscheduled (e.g. sick leave) the University will monitor and manage that
         Staff who are absent on sick leave should ensure that the appropriate line manager or
           equivalent is informed at the earliest practicable time, normally no later than thirty minutes
           after starting time. Staff will also ensure that reasonable notice is given to the employer of
           pre-arranged requirements for sick leave e.g. a surgical procedure.
         Sick leave absences are to be recorded and reported to Payroll services who will maintain
           individual leave records.

        Pre-employment Injury Prevention Procedures
        Line managers will check the information provided on the Application for Employment form to
        ensure that prospective staff members have stated that they are physically and medically fit to
        perform the duties of the position for which they have applied before appointment is finalised. If

Human Resource Management Division. February 2004                                                 9
       further pre-employment health screening is required managers will consult their Human Resource

       Record of Accident/Incident/Serious Harm
       The Health and Safety in Employment Act places requirements on employers to record and
       investigate accidents. "Serious Harm" accidents must be reported, in writing, and on the
       prescribed form, to the Occupational Safety and Health Service (OSH) of the Department of
       Labour, within 7 days of the event.
       Information on the number and type of injuries and/or near miss incidents the University is
       experiencing is of vital importance. An accident reporting and investigation procedure helps to
       identify areas where hazards may exist and any risks to which staff and/or equipment may be
       exposed. The purpose of the investigation procedure is to determine actual causes of an
       accident/incident and to put in place procedures or controls to minimise the chances of a
       The University's Record of Accident/Incident/Serious Harm form (Appendix A) has been
       distributed to all managers and should be readily available to all staff through departmental
       secretaries or other appropriate means. Additional copies of the form can be obtained by
       contacting the Health and Safety Co-ordinator (extension 8039, email j.dawkins) or may be found
       on line at the url:
       The University has been accepted into a “Partnership Programme” with the Accident
       Compensation Corporation, (ACC), which enables the University to self-manage injury claims.
       WorkAon has been contracted to provide injury management and rehabilitation services for
       injured staff members. The WorkAon Entitlements Fact Sheet provides information about
       entitlements to compensation in the case of a work-related injury. A Fact Sheet about the
       collection and release of information is also available. Both may be found on the staff intranet
       system, I-Gate, by logging in then choosing the Employment tab and the Health and Safety
       heading. WorkAon will also send a copy of the Entitlements fact sheet to the injured employee
       when a claim is accepted. Any entitlement decision that is unfavourable to the employee is
       discussed with the employee prior to written notification.

       ACC will continue to provide accident insurance in cases not covered by a work-related accident
       insurance claim. For example where a staff member has a personal injury in the weekend (and
       when not carrying out work for the University), this will be covered by ACC as in the past.

       Notification of Work-Related Accidents/Incidents and How to Make a Claim
       Whenever there is a work-related accident, incident or “Serious Harm” injury the staff member
       must take the following steps:
        inform the line manager as soon as possible after the accident/incident occurs
        complete the University's Record of Accident/Incident/Serious Harm form, in conjunction
           with the line manager, and send a copy to the Health and Safety Co-ordinator within 48 hours
           of the event. In the case of “Serious Harm” the Health and Safety Co-ordinator must be
           advised immediately. If there is no medical treatment and no lost time (i.e. the staff member
           is able to resume work the day after the accident) then this is the only form to be completed
        if medical treatment is required and/or there is lost time, the staff member must, in addition to
           completing the form above, seek treatment from a Treatment Provider of their choice. (This
           must be a registered medical practitioner if lost time is involved.) ACC forms will need to be
        inform the Treatment Provider that WorkAon is the University's Workplace Injury Claims
        provide copies of any completed ACC forms (and a medical certificate if lost time is
           involved) to the line manager and the Health and Safety Co-ordinator as soon as possible
        WorkAon will provide the injured staff member with written notice of all decisions on work-
           related claims.

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       A flow chart illustrating the above claim process is shown in Appendix B
       Accident/Incident Reporting and Investigation by Line Managers
       In the event of a work-related personal injury or near miss incident, line managers must use the
       following procedures:
        report and investigate the event as soon as possible after its occurrence by recording all
            details on the University’s Record of Accident/Incident/Serious Harm form, preferably in
            conjunction with the employee. This form must be signed and forwarded to the Health and
            Safety Co-ordinator within 48 hours of the event where this is practicable. In the event of
            "Serious Harm" or a significant hazard the Health and Safety Co-ordinator must be advised
            immediately so that OSH can be advised;
        in the event of a claim, receive a copy of the completed ACC forms from the staff member,
            and, if lost time is involved, a medical certificate from the registered medical practitioner;
        initiate and carry out an investigation. This must commence within 12 working hours of the
            event concerned. Information on the University’s Record of Accident/Incident/Serious
            Harm” form may be expanded to outline fully the causes and recommend appropriate actions
            that should be taken to prevent recurrence. Relevant staff, the Health and Safety Co-
            ordinator and other specialists may be involved as required;
        any hazard that is identified as the cause of the event must be eliminated, isolated or
            minimised in accordance with the requirements of the Health and Safety in Employment Act.
            For further assistance contact the Health and Safety Co-ordinator;
        all corrective actions that have been identified must be carried out within the specified
        the investigation report will be reviewed by the Health and Safety Co-ordinator to ensure that
            the corrective actions have been carried out as indicated and to check, if applicable, that
            significant hazards have been controlled in accordance with the requirements of the Act;
        if the affected staff member is dissatisfied with the action taken or the action not taken by a
            line manager/senior manager in relation to a hazard then he/she may refer the matter to the
            Health and Safety Co-ordinator who will provide assistance in resolving the situation;
        all Record of Accident/Incident forms will remain on the Accident Register for a minimum of
            ten years.

       When events result in "Serious Harm" take the following steps:
        make sure anyone injured or suspected of injury has received medical attention if necessary;
        do not interfere with the accident scene without the permission of an Inspector from the
           Occupational Safety and Health Service in the Department of Labour (OSH); the permission
           can be requested by telephone (refer to the number below);
        contact the Health and Safety Co-ordinator, HRMD immediately on extension 8039 who will
           in turn notify OSH as soon as possible and advise on appropriate action. After-hours a
           supervising person at the accident scene should notify OSH - phone 07 8381381 –
           documenting the details of the call;
        complete the reporting and investigation procedures and take steps to eliminate, isolate or
           minimise any identified significant hazards (defined in Section 3.5 of this manual). The
           injured person must also provide a medical certificate from the Treatment Provider (see 2.2.3)
           and forward it to the Health and Safety Co-ordinator as soon as possible (as practicable in the
        OOS type conditions may become "Serious Harm" and must be reported to OSH (via the
           Health and Safety Co-ordinator) if the following conditions are met:
           - The person is suffering from pain which is significantly more than discomfort, and
               considers it work related, and
           - The person is unable to carry out, or is directed not to carry out, normal duties for a period
               of more than seven calendar days irrespective of whether they take sick leave.
       As a further guideline, the following two conditions should also be considered:
           - The person has voluntarily or been directed to obtain medical help for the condition
           - A diagnosis of an OOS type condition that is or could be work related is made by a
               medical practitioner.
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        Occupational Overuse Syndrome (OOS)
         OOS type conditions must also be reported and investigated on the Record of
            Accident/Incident/serious Harm form as there is a potential for "Serious Harm" to occur (see
         Where the affected employee has early warning symptoms of discomfort and has not been to
            a treatment provider, the supervisor must be notified, a workstation assessment undertaken
            and actions taken to prevent the condition from deteriorating further. (See 2.3 OOS Policy
            and Procedures for detail).

        Early Return to Work
        A staff member who has experienced work-related personal injury and who has taken time off to
        recover will be supported in a return to work as early as possible and in accordance with medical
        advice. This involves a partnership between the staff member, the line-manager, the Human
        Resource Advisor, the Health and Safety Co-ordinator, the medical treatment providers and
        WorkAon as may be appropriate in the circumstances. At any stage the staff member can choose
        to be accompanied by a representative or support person. An early return to work may involve a
        modification of the person's working environment, alternative duties for a temporary period,
        and/or changes to the normal hours of work.

        Medical Information
        The staff member must give a copy of their completed ACC forms, or medical certificate, from the
        Treatment Provider (this must be a registered medical practitioner if lost time is involved), to the
        line manager and to the Health and Safety Co-ordinator. If it is an approved work-related claim
        then all relevant medical expenses must be forwarded to WorkAon. The Health and Safety Co-
        ordinator will ensure that the consent statements are signed on the Accident/Incident/Serious
        Harm form and forwarded to WorkAon. The consent relates only to information relevant to the

        The medical certificate will state the staff member's capacity or incapacity for work and specify a
        date for review (second visit) by the treatment provider. Selected or restricted activities may also
        be specified for a certain period of time. If the injured person is off work for more than seven
        consecutive days they must provide a medical certificate confirming they are “fit for work” to the
        Health and Safety Co-ordinator and WorkAon before resuming duties.

        Capacity to Work and the Provision of Alternative Duties
        The provision of suitable alternative duties is an essential part of rehabilitation. Alternative duties
        are aimed at providing appropriate and productive work while a staff member rehabilitates to
        his/her former role. This is a pro-active approach to enable a staff member to return to work as
        quickly as possible and maximise the chances of full recovery.

        The line manager, in consultation with others as appropriate, will try to identify suitable
        alternative duties after considering:
                the nature and severity of the illness/injury
                the medical information provided and the restrictions imposed by treatment providers
                the previous work undertaken by the staff member
                the predicted timeframe for rehabilitation (if known)
                the duties available in the department or elsewhere in the University.

                 In most situations the staff member will return to work as early as practicable in the
        circumstances in accordance with the selected/restricted activities indicated on the medical
        certificate. Alternative duties, reduced hours of work and/or modifications to the person's working
        environment will be incorporated as appropriate.

Human Resource Management Division. February 2004                                                  12
       In some cases further communication is required with the relevant treatment provider in order to
       obtain a more detailed medical assessment of a staff member's capacity to work in relation to the
       alternative duties that are available. Information on the suggested alternative duties will usually
       be forwarded to the treatment provider for consideration and comment. The Human Resource
       Advisor will assist with this process.

       In more complex situations, often involving longer-term absence from the workplace, an initial
       rehabilitation meeting will be held as soon as feasible involving the staff member, the line
       manager, the Human Resource Advisor and others as appropriate to the circumstances. The
       possibility of suitable alternative duties will be discussed as part of a programme for a graduated
       return to former duties, as practicable.

       Regular Review
       The line manager will review the rehabilitation programme in consultation with the staff member
       at regular intervals (usually every 2 weeks) involving others as appropriate. Where uncertainty
       exists about the suitability of duties being performed or where the progress of a staff member is
       slower than anticipated, the line manager through the Human Resource Advisor will seek
       additional professional assistance as appropriate.
       Incapacity for Work
       Where a staff member is unable to perform any of the duties of his/her job then they are regarded
       as being "incapacitated" for work. The line manager will keep in regular contact.

       The line manager and Human Resource Advisor and/or Health & Safety Co-ordinator will consult
       with the staff member, and the treating medical provider(s) to determine any additional assistance
       that may be required to enhance recovery and achieve an eventual return to work. An independent
       assessment, paid for by the University, may be required to assist the process of recovery.

       Alternative Placement or Permanent Disablement
       Where at any point it becomes clear that a staff member will be unable or is unlikely to return to
       former duties as a result of work-related personal injury, the University will explore the possibility
       of suitable alternatives. The staff member, the line manager, the Human Resource Advisor and
       others involved in the rehabilitation process will work together to explore the options that are

       When an employee's personal injury is so severe as to prevent him/her returning to their former
       position and all available options have been fully explored, then termination of employment will
       be considered in accordance with the relevant employment contract. Where appropriate, referral
       will be made to WorkAon and/or services outside the University for further support appropriate to
       the circumstances.

       Non-Compliance with Rehabilitation
       Staff members are required by law to co-operate and participate in the rehabilitation process. The
       Injury Prevention Rehabilitation and Compensation Act allows the Workplace Injury Claims
       Manager to suspend or decline statutory entitlements where this does not occur. Prior to taking
       any such action every effort will be made to involve the staff member in the rehabilitation process
        outlining the staff member's responsibilities in the rehabilitation process in writing
        contacting the staff member and asking her/him to clarify the reasons for non-compliance in
        revising the rehabilitation plan if appropriate
        giving written notice of a proposed suspension of entitlements with a reasonable notice

       Finalisation of the Rehabilitation Process
       The University's rehabilitation process will conclude when the staff member:
        resumes normal duties (with appropriate medical clearance and monitoring), or

Human Resource Management Division. February 2004                                                13
           returns to his/her original position with agreed modified duties and/or hours of work, or
           is appointed to a suitable alternative position, or
           does not comply with the rehabilitation process and has entitlements suspended, or
           ceases to be employed by the University.
        A Rehabilitation Flowchart is illustrated in Appendix C
       A staff member may ask WorkAon for a review of a claim decision, provided the request is made
       within three months of WorkAon advising the staff member of their written decision on the claim.
       Applications for review must be in writing and on the form provided by ACC. Staff members
       must also state their reasons for requesting a review.

        The University and WorkAon want to ensure that any disputes from claims are resolved quickly
        and with the agreement of all parties. In most cases a meeting between the injured person, the
        University and WorkAon staff will resolve the issue. In some cases a neutral facilitator may be
        used to assist the parties in working through the issues or alternatively the matter may be referred
        to an independent expert to provide an opinion on the issues. The Pro Vice-Chancellor, Staff and
        Students is the University’s designated disputes resolution contact person and is available to assist.

        If the dispute is not resolved by any of the above processes, WorkAon will send the application for
        review to ACC. The Injury Prevention Rehabilitation and Compensation Act 2001 provides for a
        formal review process using an independent reviewer appointed by ACC who reassesses the
        decision and imposes an outcome on the parties. Staff members can choose to have a colleague in
        support or a Union or other representative attend the hearing with them. Details of these processes
        are available through WorkAon or the Health and Safety Co-ordinator.

        In the event of a claim decision being lost by the University at a formal review, then the disputes
        resolution contact person will keep a record of the outcome and will initiate an evaluation of the
        processes to identify opportunities for improvement.

       Human Resource Advisors will brief line managers on the requirements of the accident insurance
       claim process; the details relating to the University's Partnership Programme with ACC; accident
       reporting and investigation; and the management of rehabilitation. Further information is
       available on line at

       The University's health and safety statistics on work-related personal injury
       Feedback from staff members who participate in the rehabilitation process
       The cost of claims

        Appendix B      Flowchart: Work-Related Personal Injury Claim Process.
        Appendix C      Flowchart: Rehabilitation

Human Resource Management Division. February 2004                                                 14

        Responsibility for Policy:      Human Resource Management Division
        Creation Date                   March 1995
        Current Version                 July 2000
        Review Date                     2003 and at 2 yearly intervals thereafter or as necessary

        The University of Waikato is firmly committed to the provision of a safe and healthy work
        environment. In meeting this aim the University recognizes its duty under the Health and Safety
        in Employment Act 1992 to identify and control significant hazards.

        Occupational Overuse Syndrome (OOS) is a collective term for a range of conditions (including
        injury) characterised by discomfort or persistent pain in muscles, tendons and other soft tissues.
        Every case of OOS has the potential to be classified as a significant hazard because the condition
        may cause “Serious Harm.” Therefore the risk factors for OOS need to be controlled by
        eliminating the hazard if at all possible, or else by isolating or minimising the hazard.

        This policy applies to all staff members of the University of Waikato including fixed-term, part-
        time and casual staff.

        To provide systems and procedures for proactively managing the risk factors that may contribute
        to a range of Occupational Overuse type conditions.

        The Health and Safety in Employment Act defines Serious Harm (in part) as "a condition that
        amounts to or results in permanent or temporary severe loss of bodily function.”

        The Health and Safety in Employment Act (1992) and amendments
        The current “Approved Code of Practice for the Use of Visual Display Units in the Place of
        Work” published by the OSH service of the Department of Labour
        Guidelines to the Selection and Purchase of Workstation Furniture and Equipment” (Section 3.11)
        The Accident Reporting and Rehabilitation Policy (Section 2.2 and on line)
        Record of Accident/Incident/Serious Harm (Appendix A or download as a pdf file on line)

        In meeting the University’s commitment to protect staff members and others from the potential
        OOS hazard, the Vice-Chancellor expects that:
        Senior Managers and other managers will take all practical steps to ensure that in the
        departments, centres and sections under their management:
           there is compliance with the OSH Code of Practice (COP) for Visual Display Units. Deans,
            Directors, Health and Safety Representatives and the Health and Safety Co-ordinator hold a
            copy of the COP and of a summary of sections of the required standard in the “Guidelines to
            the Selection and Purchase of Workstation Furniture and Equipment”.

        NOTE Laptop computers should not be chosen for continuous use at work unless they are
        plugged into a conventional monitor and/or keyboard.
           all staff at risk and relevant line managers attend an OOS Awareness training session in their
            first month of employment and as may be required;
           staff are encouraged to report any work related pain to their line manager as early as possible;

Human Resource Management Division. February 2004                                               15
           the work environment of any staff who do develop symptoms is monitored and all practicable
            steps are taken to remedy any deficiencies; and
           an early return to work for any staff member who has been absent through an OOS related
            injury is facilitated where possible.

        Note: 1. A flow-chart summarising these responsibilities is attached as Appendix D.

        Staff members are responsible for:
            attending the required OOS awareness training;
            adjusting workstation equipment to maintain a comfortable body position;
            taking breaks away from the workstation and practising micropauses as appropriate;
            reporting early symptoms to the line manager (preferably before visiting a doctor); and
            participating in an early return to work programme if applicable.

        Pre-employment Procedures
        Managers who plan new jobs or evaluate current jobs should assess them for risk factors, and take
        actions to remedy actual or potential problems. Where appropriate, health and safety should be
        incorporated into new position descriptions and as a measurable outcome of an individual’s
        performance appraisal. The VDU Code of Practice (see references) provides detail on job design
        and appropriate equipment. Managers will seek to establish if the prospective staff member
        suffers from any gradual process injury that the particular job may aggravate or contribute to, by
        checking the statement on the Application form.

        Induction of New Staff Members
        Managers will require all new staff at risk to attend an OOS Awareness Training Course within
        the first month of employment. In most cases this session is incorporated into the Introductory
        Session provided by the Human Resource Management Division. Managers should also ensure
        that furniture and equipment meets the University’s standards (Section 3.11).

        Procedures for Current Staff Members
           Current staff members who have not already attended an OOS Awareness training session (or
            successfully completed an on-line alternative), are required to do so as soon as possible. The
            training is provided to decrease the incidence of OOS type conditions by teaching safe
            working techniques, optimum use of the body, awareness of the risk factors, and how to get
            help if problems arise.
           Individual staff members should adjust their own workstation to maintain a comfortable
            working position, vary tasks, practise micropauses and take other breaks. They must report
            any problems to the line manager who in turn may request a full workstation assessment from
            a properly trained Workstation Assessor. The Workstation Assessor will work with the staff
            member to recommend changes or adjustments, and will provide a brief summary of findings
            to him/her, the line manager and the Health and Safety Representative for the
            School/Division (if that happens to be someone other than the Assessor.)
           If new or different workstation furniture or equipment is required, the Guidelines to the
            Selection and Purchase of Workstation Furniture and Equipment (see Section 3.11) should be
            used prior to any replacement. Further details of the standard are outlined in the OSH COP
            for Visual Display Units. NOTE. Laptop computers should not be chosen for continuous use
            at work unless they are plugged into a conventional monitor and/or keyboard.
           Early warning symptoms should not be ignored in the hope that the pain will go away. If
            discomfort during work activities persists for more than a few days the following actions
            should be taken. By taking these steps individuals will be making important decisions about
            stopping the symptoms from worsening and developing into a possibly serious and long-term

Human Resource Management Division. February 2004                                               16
       Staff should ask themselves the following questions:
       Has my workload (physical or mental) changed recently?
       Could this be a cause of my discomfort/pain?
       Can I stop or reduce the activities that are causing the discomfort/pain?
       What other proven self-help strategies can I use? Can I:
               attend a refresher training session;
               apply what I have been taught in training sessions;
               take all allowed tea and lunch breaks;
               take short relaxation breaks often (micropauses and macropauses);
               re-negotiate deadlines;
               vary tasks during the day;
               defer unnecessary tasks temporarily and assess any overtime work (if currently required);
               avoid doing similar tasks at home;
               adjust my equipment and make sure my equipment is well maintained;
               change my body position frequently;
               improve my rest and relaxation including sleep time;
               improve my general fitness (eg go walking, use the stairs);
               do stretching exercises and exercises to promote blood flow;
               drink more water; or
               let my diaphragm "go" when my breathing is shallow.

       If you are experiencing muscle tension as a result of stress (from personal or work-related factors)
       and are eligible for a staff ID card, you may wish to access specialist counselling help from EAP
       Services by calling the local number listed on the leaflet or 0800 327 669

       If your symptoms have improved, continue using those strategies.
       If your symptoms have not improved, report them to your line manager and apply the following

       1.   request an assessment from a Workstation Assessor (as outlined above);
       2.   in partnership with the assessor, discover ways of doing things that do not cause discomfort
            and make the recommended changes; and
       3.   monitor progress

       The line manager should review the situation after two weeks. If the symptoms have improved,
       the employee’s progress should be monitored regularly.

       If the symptoms have not improved the staff member should consult a doctor or other treatment
       provider immediately. The line manager should provide job information to pass on to the doctor
       and a list of alternative duties to aid the rehabilitation process. The staff member will need to:
           complete the Report of Accident/Incident/Serious Harm form, (Appendix A or on line) have
            it signed by his/her line manager and send a copy to the Health and Safety Co-ordinator;
           complete an ACC Claim form and forward it to the line manager and the Health and Safety
            Co-ordinator within 2 days of receiving it from the treatment provider, (Doctor,
            physiotherapist etc.) so that any claim for treatment costs can be processed promptly; and
           see Section 2.2.6 for further detail about notification if “Serious Harm” has occurred.

       1. All parties should avoid labelling any discomfort/pain during these early stages as OOS. A
           self-diagnosis of OOS may be premature and incorrect.
       2. A staff member has the right to visit a doctor at any stage.
       3. If symptoms worsen or have been present for some time prior to reporting them, then the
           doctor should be seen within one week of the initial report.
       4. The Health and Safety Co-ordinator may be contacted for further information or advice on all
           these procedures.

Human Resource Management Division. February 2004                                              17
       5.   The procedures outlined in the University’s Accident Reporting and Rehabilitation Policy
            (Section 2.2) provide further detail.


       The “Approved Code of Practice for the use of Visual Display Units in the Place of Work”
       “Guidelines to the Selection and Purchase of Workstation Furniture and Equipment”.

       Measures of Effectiveness

       The University’s statistics on work related OOS type conditions and related insurance costs.
       Feedback from staff members on outcomes of the intervention.

Human Resource Management Division. February 2004                                             18

        Responsibility for Policy:       Human Resource Management Division
        Creation Date:                   March 1995
        Current Version:                 November 2003
        Review Date:                     2005

        The University of Waikato is firmly committed to the provision of a safe and healthy workplace
        for contractors and sub-contractors in accordance with its Occupational Health and Safety Policy
        and with its duties under the Health and Safety in Employment Act 1992, and related legislation
        and regulations. In meeting these requirements the University seeks to:

           ensure that contractors and subcontractors work in a healthy and safe manner and are not
            harmed (or do not cause harm to others) while working on University premises;
           promote measures to prevent injury and illness by insisting on safe methods, safe equipment,
            proper materials and safe practices at all times; and
           maintain a list of "preferred" contractors who are eligible to tender for work for the
            University in terms of meeting or exceeding the University’s standard for health and safety

        This policy applies to all staff who engage contractors and sub-contractors to carry out work for
        the University of Waikato. The following procedures must be followed by staff who arrange
        capital and maintenance work including IT cabling and wiring, electrical work, cleaning, security
        and similar works. Managers in academic departments who employ contractors to install, service,
        maintain or operate plant, equipment or machinery are also included. In the case of individual
        contracts for teaching, consultancy reports or similar activities, the contractor or subcontractor’s
        terms and conditions should include relevant heath and safety arrangements.

        To set out the University’s commitment to a safe and healthy work environment and to outline
        responsibilities for pro-actively managing risks and preventing accidents.

        “Principal” means a person who engages any person (other than a University employee) to do
        any work for gain or reward. In the University context the Principal is the Vice-Chancellor.

        “Job Manager” means a properly authorised officer of the University, appointed for the purpose
        of overseeing the contract and ensuring that the health and safety of people and property is

        “Contractor” means a person engaged by the University (other than a University employee) to do
        any work for gain or reward.

        “Subcontractor” means a person engaged (other than as an employee) by any contractor or
        subcontractor to do any work for gain or reward.

        The Health and Safety in Employment Act (1992) and amendments
        The Health and Safety in Employment Regulations (1995)

        The Job Manager is responsible for:
           assessing the size of the job and the potential risk that may be involved, and deciding whether
            the contract should be categorised as a major or minor work;

Human Resource Management Division. February 2004                                               19
            receiving the appropriate Health and Safety documentation from a contractor and forwarding
             it to the Health and Safety Co-ordinator for assessment and approval when the required
             standard is met;
            ensuring health and safety matters are properly addressed in the contract; and
            monitoring the health and safety performance of contractors and sub-contractors “on the job.”

        The Health and Safety Co-ordinator is responsible for:
           evaluating the health and safety documentation of contractors and subcontractors who are to
            carry out work for the University of Waikato to assess compliance with the University’s
            requirements; and
           maintaining an up to date list of “approved contractors” and ensuring it is available for
            reference to potential job managers.

        Before a contract is awarded, the person acting as the Job Manager on behalf of the Vice-
        Chancellor must evaluate the safety performance and competency of potential contractors to
        ensure the contractor can carry out the job safely. The University has developed slightly different
        procedures for outlining the health and safety requirements for contractors carrying out work
        within the University depending on whether they are for major or minor works. While the health
        and safety standards overall do not differ for the two groups, it is recognised that smaller
        contractors are not as likely to have fully developed their own health and safety systems or that the
        risks involved in their work may be less in range or severity.

        Criteria for Consideration.
            What is the nature of the work, e.g. location, type of activity, time scale for completion,
             number of contractors on site etc.?
            What financial costs are involved?
            What hazards that could impinge on the work of the contractor (e.g. science laboratories or
             other areas where there are protocols for restricted entry) are currently identified on the site or
             could be introduced during the project?
            Are there any existing drawings and what relevant information do they show?
            Are there site-wide factors to be considered, e.g. site access and exit, loading/unloading areas,
             exclusion of pedestrians, University rules, requirements of current users of the site.

        If the Job Manager is in any doubt about which contract applies, then the more
        comprehensive procedure for major works should be used.

        Procedures for Major Contracts
        The Pre-selection Health and Safety Questionnaire is available on line at . It is sent out to all potential contractors and tenderers
        for completion and return so that the health and safety information can be evaluated before the
        contract is awarded.

        Procedures for Minor Contracts (including on-going Maintenance Contracts).
        The job manager requests the following information from the contractor:
           Health and Safety Policy and Procedures; Hazard Management Procedures; Safety Training
            Systems, (induction procedures, training records and the training of contractors and
            subcontractors); Accident Recording and Investigation systems, and Emergency Procedures;
            (as per the Contractor H&S Document Checklist, Appendix E).

        Meeting the Health and Safety Standard
        The information for Major and Minor Contracts is forwarded to the Health and Safety Co-
        ordinator who assesses it against the University’s health and safety standard. If the standard is not
        met, further information is sought. Once the documentation has been approved it does not have to
        be resubmitted for other contracts within a period of 2, 3 or 5 years (depending on the frequency

Human Resource Management Division. February 2004                                                   20
       or type times on campus per year) unless there is a need to do so in the case of an accident or non-
       compliance with the policy. A current list of “approved contractors” is maintained by the Health
       and Safety Co-ordinator at Human Resource Management Division and is available on line at

       Health and Safety Agreement
       Principals cannot contract out of their own health and safety responsibilities related to the
       Contractor. There are, however, a number of health and safety requirements related to the
       engagement of a Contractor which should be contained within a Health and Safety Agreement
       between the University’s Vice-Chancellor and the Contractor. These requirements are contained
       within the current Contractor Health and Safety Agreement (held at FMD) which should be signed
       by the Contractor prior to the commencement of any work on University premises.

       Prior to the Contractor starting the job the Job Manager will ensure that:
           details of any specific hazards that may be relevant to the contract work are provided to the
           the Contractor has provided details of any hazards that they will be bringing onto the site or
            any hazards that may be created as a result of the nature of the work being undertaken;
           the Contractor’s employees have received the safety training required for the specific job
            including protocols for issuing keys or entry to restricted areas;
           emergency and personal protective equipment is made available by the Contractor;
           the Contractor is advised on miscellaneous matters, such as how to activate the fire alarm, the
            location of fire extinguishers and first aid assistance, escape possibilities, and where and to
            whom the Contractor should report in case of an emergency situation, or an accident; and
           there are strategies for on-site communications (e.g. site meetings).

       Note: An Induction Checklist covering these matters is available on line at

       “On the Job” Control Measures
       Regular review meetings are to be held with the Contractor throughout the duration of the contract
       which include an evaluation of the Contractor’s safety performance.

       The Job Manager is also responsible for the following:
          carrying out unannounced safety checks of the Contractor’s activities while work is in
          requesting prompt rectification by the Contractor, (via the Architect or Engineer, where the
           Conditions of Contract require this), for any breaches of the safety requirements laid down in
           the Contractor Health and Safety Agreement;
          confirming such compliance instructions in writing to the Contractor; and
          documenting periodic post-contract evaluations of the contractor’s health and safety


       The Health and Safety documentation of all Contractors meets the required standard.
       All contractors on campus comply with the University’s health and safety procedures and

Human Resource Management Division. February 2004                                               21

Responsibility for Policy:         HRM Division
Approving Authority                Vice-Chancellor
Creation Date:                     8 May 1996
Current Version:                   November 2003
Next Review Date:                  November 2004

   1. Smoking is not permitted in any buildings under the control of the University of Waikato or
       Campus Services Ltd, unless it is in an area specifically and visibly notified as a designated
       smoking area.

      2.   Smoking is not permitted in university vehicles.

      3.   Some outside areas of the University may be officially designated and sign-posted as smoke free
           areas. Staff and students are entitled to request that smoking does not take place in any other
           areas adjacent to work or study spaces if they feel affected by the cigarette smoke.


      4. This Policy was developed to meet the requirements of the Smoke-free Environments Act 1990
         and is based on the following principles:

               (a) everyone on campus is entitled to a smoke-free environment in all the areas normally used
                   for study and work;
               (b) everyone who does not smoke, or who does not wish to smoke in their place of work or
                   study, must, as far as is reasonably practicable, be protected from tobacco smoke in their
                   place of work or study;
               (c) the implementation of this policy depends on everyone in the university community
                   responding courteously to the desire for a smoke-free environment.


      5. Within the next two years (i.e by November 2005) the whole university campus will become
         smokefree (including sites away from the Hillcrest campus) except for certain designated areas.
         Such areas will be well away from building entrances, stairways, office windows and air-intake
         vents, so that smoke does not affect non-smokers. Consideration will be given to the provision of
         adequate shelter, seating and cigarette butt disposal bins in the designated areas. A small working
         party will be convened to work on consultation with the wider University community, realistic
         and achievable time frames and implementation processes over the next two years. The working
         party will include at least one smoker and have student representation.

      6. The Director of Facilities Management is responsible for the maintenance of smoke free signage
         and has authority for the designation of any outside areas as smokefree.

      7. Any complaints by staff or students about smoking in work or study areas or in designated smoke-
         free areas outdoors, or in respect of requests to designate outside areas as smoke-free which have
         been declined, may be made to the Pro Vice-Chancellor (Staff and Students), who will arrange for
         the complaint to be investigated and, if appropriate, resolved. Where the complaint cannot be
         resolved by agreement, the Pro Vice-Chancellor (Staff and Students) will refer it to the Public
         Health Unit, Community Health, Health Waikato Ltd under section 15(6) of the Smoke-Free
         Environments Act 1990.

Human Resource Management Division. February 2004                                                 22
Process for review

    7. The Vice-Chancellor will arrange for the policy to be reviewed annually in consultation with the
       Health and Safety Co-ordinator, the Senior Management Group and the Combined Unions.

    8. The current policy will be published annually in On Campus.

Human Resource Management Division. February 2004                                           23

        Responsibility:         HRM Division
        Creation Date:          November 1997
        Last Review:            August 2002
        Next Review Date:       August 2005

        The University of Waikato values the vital contribution that all staff make to the success of this
        institution. The provision of an Employee Assistance Programme (EAP) is a practical way of
        demonstrating that the University has a sincere interest in the well being of its employees.

        Personal problems are recognised as conditions which can be overcome. EAP is a programme
        through which University staff can access appropriate professional/specialist assistance for a wide
        range of problems.

        The programme will contain the following key features:

        •   Employees using EAP are entitled to the same rights and benefits as an employee who is sick.
            An entitlement to take approved sick leave will apply to any absences related to assistance an
            employee is receiving under the programme;
        •   self-referral or referral through a manager will not affect job security, promotion, or any other
            privilege of any person accepting and successfully completing the recommendations made by
            the EAP professional;
        •   the programme is available to all employees who are eligible for a University staff ID card -
            in any location, throughout all levels of the organisation, and including any immediate family
            members who have personal problems which affect or are likely to affect an employees'
           all employee information given to EAP Services is treated confidentially;
           the University of Waikato will meet the cost of up to three sessions per employee per issue;
           employees cannot use the programme to avoid performance management procedures or the
            consequences of breaching the University's Staff Code of Conduct.

        The University of Waikato has currently contracted EAP Services, an independent organisation, to
        provide our Employee Assistance Programme.

2.6.2   PURPOSE
        The existence of an EAP encourages and assists employees with personal problems to seek help.
        Many of these difficulties, including relationship issues, stress, emotional and family problems,
        are responsive to treatment and rehabilitation.

        The EAP provides:
            manager and staff awareness briefings;
            confidential intervention, assessment and referral services;
            regular statistical evaluation and analysis of the programme's usage based on anonymous
            emergency and critical incident services; and
            programme literature.

        The EAP is designed to encourage people to take responsibility for their own health and wellness.
        It is not intended in any way to alter the University's responsibility or authority. The EAP ensures
        that staff at all levels in the University have the opportunity to obtain professional help in an
        atmosphere of privacy and confidentiality. Participation in the EAP will not affect future
        employment or career advancement, nor will participation protect staff from performance
        management procedures where applicable.

Human Resource Management Division. February 2004                                                24
        The EAP is one strategy through which the University of Waikato can maintain and enhance the
        health, well-being and performance of its staff. The University recognises that personal problems
        do impact on the workplace. The EAP is dedicated to supporting and strengthening the workplace
        environment by providing professional help for employees whenever they need it. People
        experiencing personal concerns which affect their work will receive assistance in a manner which
        places emphasis on confidentiality, self-initiative and prevention.

        Programme Co-ordinator
        The Employee Assistance Programme Co-ordinator for the University of Waikato Programme is
        Jocelyn Dawkins, Human Resource Management Division.

        The role of the Programme Co-ordinator is primarily an administrative one, and whilst there may
        be an involvement in referring employees to the EAP, individual cases are not disclosed or

        Overall responsibilities for maintaining the Employee Assistance Programme will rest with the
        Programme Co-ordinator. Key responsibilities include:

            maintaining the integrity of the system and programme;
            ensuring that the ongoing promotion of the programme meets the needs of the organisation;
            liaison with EAP Services; and
            evaluation of the programme through anonymous usage statistics.

        Within the normal applicable limits, confidentiality is assured to all employees who use EAP
        services. Only the EAP counsellor and the staff member will have access to the personal
        information provided. Individual records will be restricted to the minimum information required to
        serve the employee and will be maintained in such a way as required by the professional body
        governing the performance of the counsellors.

        The only records available to the University of Waikato will be anonymous data collected for
        statistical use and these will be kept without any individual or identifying reference. No
        information shared with the EAP counsellor will ever be placed on an employee's personal file at
        the University. All record keeping will observe the normal conventions with regards to

        All counselling sessions are held away from the workplace at the EAP Services' offices.

        Eligibility and Entitlement

        All staff who are eligible for a University staff ID card may use the programme.

        An employee is initially entitled to three (3) counselling sessions, with the University meeting the
        costs for those sessions. University approval for meeting any additional costs will be made on a
        case-by-case basis. However, should an employee require referral to a specialist agency, the
        additional costs involved may have to be met by the employee.

        The Employee Assistance Programme is designed to encourage staff members to make use of the
        services as they require them. The programme accepts the following types of referrals:
        •    Self Referral. A staff member, worried about a personal problem can seek help through EAP
             of her/his own accord.

Human Resource Management Division. February 2004                                               25
       •    Manager Referral. Managers have a responsibility to monitor and manage the work
            performance of their staff. When a manager notices that an individual's work performance
            has markedly deteriorated, she/he can provide the employee with the option of participating
            in EAP as part of a performance management strategy which is discussed with the employee.
            The manager is the key to the success of this type of referral.

       •    Suggested or Informal Referral. An employee seeks help at the suggestion of a colleague,
            employee representative, or manager (not as part of a performance management situation).

       •    Family or Other Referral. Sometimes a manager or EAP Services is contacted by a family
            member outside of the workplace who is concerned about a relative who works for the
            University. If this is the case the Programme Co-ordinator's advice should be sought.

       No reports will be made back to the referral source without the express written consent of the
       employee concerned. However, if a staff member is referred to EAP by their manager as part of a
       wider performance management strategy, the manager will be advised whether:

       a.   the employee has kept the appointment;
       b.   the employee accepted or rejected the counsellors' offer of help;
       c.   the employee will or will not need time away from work; and/or
       d.    the manager will need to be involved in setting the date on which the employee is expected
            to return to work.

       EAP is specifically designed to encourage and assist staff who are experiencing personal
       problems, which may be affecting their work, to seek help. It can also be used to help staff explore
       personal strategies for coping with stress and workplace change. It cannot, however, be used to
       address purely work-related problems.

       0800 Emergency Services
       EAP Services has a 24 hour, 7 day access, emergency facility. You can contact someone at any
       time of the day or night, seven days a week. The normal, but not exclusive, use of the emergency
       facility is when critical incidents or traumatic events occur outside of normal working hours.

       The following number gives access to the Emergency Service:
       0800 EAP Now (327 669)
       Critical Incident Debriefing Programme
       The Critical Incident Debriefing Programme allows employees responding to critical incidents to
       discuss or debrief their personal reactions in a confidential, supportive environment.

       Critical incidents may include:
            accidents at work causing death or serious injury;
            physical violence against a staff member;
            robbery (armed or other);
            the death or suicide of an employee or employee's family member, friend or client; or
            grave or serious personal problems arising outside normal working hours.

       A critical incident can lead to emotional and sometimes physical distress.
       Reactions to a critical incident can include:
            nervousness, depression;
            listlessness, nausea;
            anger, irritability;
            fatigue, memory and concentration problems; or
            deteriorating work practices.

Human Resource Management Division. February 2004                                              26
       To access the Critical Incident Debriefing Programme in the event of a critical incident or
       traumatic event, please contact EAP Services on the 0800 number above.

       Performance Management
       The purpose of an Employee Assistance Programme is to encourage and assist anyone with
       personal problems to seek help.

       If work performance is affected, the EAP cannot be used to avoid the consequences of
       performance management procedures. However, the acceptance of help through the EAP in such a
       situation will be regarded as a positive step towards addressing issues which may be impacting on
       the workplace.

       Programme Invoicing
       No individual names will be identified in the invoicing process.

       EAP Contacts

       Programme Co-ordinator:           Jocelyn    Dawkins        on     extension   8039   or    email

       EAP Services Regional Offices:

               EAP Services                  EAP Services                       EAP Services
               Level 3                       5th Floor                          25 Mandeville Street
               35-37 Victoria St             Albert Plaza                       Christchurch
               Wellington                    87-89 Albert Street                Ph: (03) 348 0854
               Ph: (04) 472 5886             Auckland
                                             Ph: (09) 358 2110

       After Hours Contact Number: O800 EAP Now (327 669)

       Statistical evaluation of usage;
       Evaluation of baseline staffing data; and
       Response of staff and managers expressed during policy reviews.

Human Resource Management Division. February 2004                                             27

          Responsibility:           HRM Division
          Creation Date:            November 1996
          Current Version:          July 2002
          Next Review Date:         2004

          The University is committed to equal employment and educational opportunities and seeks to
          enable staff and students with family responsibilities to be full participants in the campus
          workforce and the student body. This commitment, however, has to be tempered by the
          University’s statutory health and safety responsibilities; its contractual responsibilities to staff and
          students; and the need to maintain the efficient and effective operation of its teaching, research
          and related activities.

          The commitments set out below provide a framework of principles within which managers, staff
          and students may, in good faith, make appropriate decisions in relation to children on campus.
          Staff and students should not routinely bring children into the University’s working environment
          as a regular part of their childcare arrangements. They should also take care when children are
          brought into the University’s working environment to ensure that the work of other staff and
          students is not adversely affected by their presence. The aim is to strike a proper balance between
          the University’s operational and health and safety requirements and consideration of equal

          The following arrangements will apply:
             Children are not allowed access to laboratories1, workshops, storage areas for chemicals or
              equipment, construction sites, areas where minor works or maintenance are being carried out,
              and any other areas identified as hazardous2 under the University's Health and Safety

              Formally organised visits of secondary school students (some of whom may be children as
               defined below) are exempt from these restrictions, provided that the relevant chairpersons
               and/or managers are responsible3 for taking necessary and appropriate steps to ensure that
               adequate supervision and protection against hazards are provided.

              Caregivers who take children into a University library must ensure that library staff and other
               library users are not inconvenienced, that children are never left unattended, and that
               collections or equipment are not damaged or put into disarray

              In exceptional circumstances4 a short-term5 need may arise for students to bring children to
               classes, or other parts of the workplace. Where classes are involved students must seek
               permission from the staff member conducting the class / lecture / tutorial, for a child or

      Laboratories include computer laboratories and other cognate facilities.
      Caregivers must recognise that some environments and facilities which are safe in terms of the
      relevant health and safety legislation may represent risks for smaller children (e.g. stairs, self-closing
      doors, electrical fittings, office equipment). The major and primary responsibility of care remains
      properly with caregivers who bring children on to University premises.
      Chairpersons and managers may seek advice from the Health and Safety Co-ordinator to assist them to
      identify hazards in relation to such visits and to provide appropriate controls and levels of supervision.
      However, caregivers must be made aware that within the context of the relevant legislation primary
      responsibility for the safety of the children in their care rests with them.
      Examples of ‘exceptional circumstances’ might be where regular childcare arrangements have broken
      down shortly before a class, or childcare arrangements have been imposed at short notice, and campus
      or community childcare is not available.
      ‘Short term’ is defined as not more than five working days.
Human Resource Management Division. February 2004                                                     28
             children to attend with them; such requests should be treated sympathetically by staff, and
             students must ensure that the child or children do not disrupt the class, and do not have access
             to prohibited areas as described elsewhere in this policy. In these circumstances
             responsibility for the child or children still rests with the parent or caregiver. Staff are
             entitled to withdraw this permission during a class if a child’s presence proves disruptive.

            In offices or other parts of the workplace the staff member must seek approval from the
             chairperson or line manager to bring children into their workplace; such requests should be
             treated sympathetically by chairpersons and line managers and the staff concerned must
             ensure that their department or section is not disrupted by the child or children, that the child
             or children are allowed only in areas of normal administrative or recreational activities, and
             that they do not have access to prohibited areas as described above. Other staff6 employed by
             the University must not be expected to take care of children. Caregivers must maintain
             adequate supervision and control and ensure that children do not disrupt academic or student

            Caregivers will at times need to make special arrangements for looking after sick children.
             While these arrangements may occasionally include bringing children onto campus, a
             common sense approach should apply. It is not permissible to bring a child with an
             infectious illness7 into any University building.

            Staff and students involved in field activities may have family responsibilities and the
             attendance of children at one-day field activities is therefore permitted at the discretion of
             Chairpersons of Departments8. Children will not normally be permitted to attend field
             activities which exceed one day, and caregivers who take children on field activities must
             maintain adequate supervision and control and ensure that the children do not disrupt
             academic or student activities (including the efficiency and effectiveness of the caregivers’
             own work)

            Approval of flexible working arrangements to enable staff and students to meet family
             responsibilities in special circumstances9 should be sought from the relevant Chairperson or
             manager, and such requests should be treated sympathetically; a proper balance must
             however be maintained between healthy, safe and positive outcomes for the staff member
             concerned and the University’s operational requirements.

        The University of Waikato recognises that family responsibilities may bear on any and every
        aspect of an individual’s life, and the ways in which such responsibilities affect employment and
        education mean that they are the concern of the University as a whole.

        Family responsibilities affect both women and men.

        Staff and students should have equal and equitable opportunities for access to employment and
        education at the University regardless of their family responsibilities.

    This provision must be observed with consideration and good sense. In the everyday circumstances of
    University life it may not be inappropriate on occasion for a staff member to provide supervision or
    care for a short period (i.e. perhaps a few minutes).
    The University of Waikato Infectious Diseases Commitment Statement may also apply.
    Schools and other units may develop more detailed provisions for field activities within the framework
    of this policy.
    This provision is illustrated by the example of a female employee who may require flexible lunch/tea
    break arrangement and/or other short breaks as appropriate in order to breast-feed an infant.
Human Resource Management Division. February 2004                                                 29
         The University has a statutory and common law responsibility to promote health and safety and to
         prevent injuries to all on campus; to meet this legal and moral responsibility and, in particular, to
         protect children from injury, restrictions on access to various buildings, situations and activities
         are necessary, and have been embodied in the policy.

         The University must conduct its operations in an efficient and effective manner and the provisions
         for children on campus must take proper account of the University s operational requirements.

         A "child" and "children" are defined as a person or persons under the age of 17 years unless
         enrolled as a student at the University of Waikato.

         Staff in their teaching roles, chairpersons and line managers are expected, in carrying out their
         various responsibilities, to give due consideration and weight to the Children on Campus Policy
         and to the family responsibilities of staff and students. At the same time the University's
         operational requirements, and health and safety policies and standards, must not be compromised
         by this Policy.

         Caregivers, in making arrangements to meet their family responsibilities, must give appropriate
         consideration to the needs of other University staff and students (including the University's more
         general operational requirements), and must adhere to University health and safety policies and

         Any members of staff who observe situations involving children which appear to be in breach of
         this policy and/or the University's health and safety provisions are required immediately to take
         such reasonable and appropriate steps as seem necessary to prevent accidental injury and must
         report the incident to the relevant chairperson or line manager using the University’s
         Accident/Incident Report form. If they are unavailable in the short-term then the form should be
         forwarded to the Health and Safety Co-ordinator.

         Decisions in respect of children on campus taken by staff in their teaching roles and by
         chairpersons or line managers, within their respective areas of authority and consistent with
         University policy including this Children on Campus Policy are to be accepted and implemented
         by the staff and/or students concerned10.

         If questions of policy interpretation or disputes as to implementation arise and are not resolved by
         the chairperson or line manager and/or staff member concerned the matter should, in the first
         instance, be referred to the relevant senior manager.

         Where a matter remains unresolved, it should be referred for resolution as follows;
         -  specific health and safety policy or procedure issues referred to the Health and Safety
         -  equal employment opportunities issues referred to the Deputy Vice-Chancellor (Academic);
         -  Equal educational opportunity issues referred to the Pro Vice-Chancellor (Staff & Students).

         If a question or dispute is not resolved, the matter may be referred to the Vice-Chancellor for a
         final decision.

         The implementation and operation of this policy will be reviewed by the Health and Safety
         Representatives Forum, and the Pro Vice-Chancellor (Staff & Students) in consultation with
         Senior Management Group at appropriate intervals.

     The process for resolving questions of interpretation and disputes as to implementation are set out in
     the following section.
Human Resource Management Division. February 2004                                                 30
       SAFETY (Incorporating the system for employee participation agreed
       with the combined unions and other employees)
       Responsibility for Policy:      Human Resource Management Division
       Creation Date:                  August 1994
       Current Version:                November 2003 – By Negotiation
       Next Review Date                To be reviewed by the end of 2004. The review is anticipated to
                                       commence in mid-October with a view to completion for wider
                                       staff consultation by the end of November.

       The University of Waikato is committed to promoting excellence in the management of safety and
       health in the workplace for all its employees. The Health and Safety Forum, elected Health and
       Safety Representatives and local Health and Safety Groups are established to enable staff
       members to participate fully in health and safety matters in the workplace and to make
       recommendations to the relevant managers.

       The activities of the Forum, elected Health and Safety Representatives and worksite groups are
       complementary to the activities of line managers. They are most likely to succeed in a supportive
       environment where they can provide feedback to line managers in order to achieve timely and
       mutually acceptable solutions to health and safety issues in the workplace.

       The policy and agreed system for employee participation in health and safety will be reviewed
       annually through negotiation with unions and staff with the intention of reaching agreement on
       any changes.

       This policy applies to all staff members at the University of Waikato including fixed term, part-
       time and casual staff.

       To provide an agreed system for employee participation in health and safety matters. To also
       specify the functions of the Health and Safety Forum, the responsibilities of elected Health and
       Safety Representatives and guidelines for the establishment and operation of Worksite Health and
       Safety groups/committees for those areas wishing to establish them.

       Health and Safety in Employment Act (1992) and amendments
       Injury Prevention, Rehabilitation and Compensation Act 2001 (Part 6, Section 185)

       1.  Functions of Elected Health and Safety Representatives
           Elected Health and Safety Representatives will:
          Be familiar with the University’s Health and Safety Policies, procedures and guidelines and
           participate in the review of such documents or the development of new ones;
          Foster positive health and safety management practices in places of work;
          Identify and bring to the employer’s attention hazards in the place of work and discuss with
           the employer ways that the hazards may be dealt with;
          Consult with inspectors on health and safety issues;
          Participate in the local Health and Safety Group, where applicable;
          Participate in audits, where applicable;
          Make every effort to attend regular Health and Safety Forum meetings and contribute to
           forum activities;

Human Resource Management Division. February 2004                                            31
            Promote the interests of employees in a health and safety context generally and in particular
             those employees who have been harmed at work, including in relation to arrangements for
             rehabilitation and return to work;
            Undergo appropriate training;
            Maintain confidentiality on any personal or non-health and safety information obtained;

       A list of the agreed elected Health and Safety Representative positions is shown in Appendix A.

       2.      Elections

       Employee Health and Safety Representatives will be elected by staff through secret ballot. The
       Unions and the University will jointly conduct the election. Nominations will be sought for staff
       who work sufficiently regularly and for a sufficient duration to enable them to carry out the
       functions of a health and safety representative effectively and who are willing to take on the

       The election process is as follows:
            The Health and Safety Co-ordinator will advise the Combined Unions Representative that a
             new Health and Safety Representative is required.
            The union and employer will jointly call for nominations from all staff members in the
             relevant grouping.
            If there is only one candidate for a position then that candidate automatically fills the
            If there are no candidates for a position, it will not be filled.
            If more than one nomination is received then an election will be held.
            The Health and Safety Co-ordinator and the Combined Unions Representative will jointly
             conduct the election giving all employees in the relevant grouping a reasonable opportunity
             to vote.

       Employee Health and Safety Representatives serve a term of up to two years. Individuals have the
       right to stand for re-election.

       3.      Training

       Each elected Health and Safety Representative will be entitled to a minimum of two days paid
       leave per year to attend a training course of their choice approved under clause 19G of the
       Amendment Act and in accordance with the provisions outlined in the legislation. The choice of
       course is, however, subject to normal financial approval.

       4.      Hazard Notices

       Health and safety representatives who have attended an approved training course (as above) may
       issue hazard notices in the following circumstances:
             When there are reasonable grounds to believe a hazard exists; and
             The hazard has been brought to the attention of the employer; and
             The hazard has been discussed or an attempt has been made to discuss with the employer
              steps for dealing with the hazard.

       The trained Health and Safety Representative may give the employer a hazard notice if:
            The employer refuses to discuss, or take steps to deal with the hazard; or
            The employer and representative do not agree on the steps that must be taken or the time
             within which the steps must be taken to deal with the hazard; or
            The representative believes on reasonable grounds that the employer has failed to meet the
             requirements of section 6 of the Act in relation to the hazard within a time agreed during the

Human Resource Management Division. February 2004                                              32
       If a hazard notice has been given, the representative may notify an inspector of that fact. The
       employer and the trained Health and Safety Representative must deal with each other in good

       5.      The Health and Safety Forum

       The Health and Safety Forum consists of a convenor (the Health and Safety Co-ordinator), the
       elected Health and Safety Representatives, and staff with specialised Health and Safety
       responsibilities as part of their role.

       The Forum meets at least four times a year or more often if important health and safety issues
       arise. Elected Health and Safety Representatives will be given the opportunity to forward agenda
       items including those related to policy. The meetings usually include an “educational” element,
       e.g. a guest speaker, video presentation, special topic etc. and provide an opportunity for sharing
       ideas, experiences and networking with other health and safety representatives.

       Drafts of new health and safety policies or guidelines are circulated to forum members prior to the
       meeting and discussed during the Forum. When reviews of health and safety policies are due,
       Health and Safety Representatives have the opportunity to comment. Other University staff are
       also given the opportunity to comment on policy proposals and reviews.

       The agenda and minutes or meeting notes will be made available to all staff via the following web
       site at:

       6.      Worksite Groups/Committees

       Worksite Groups/Committees will normally consist of a convenor, the elected Health and Safety
       Representative, and several members representing the occupational mix of the worksite area.
       Additional members may be co-opted for specific purposes if required. The convenors will have
       direct access to the Health and Safety Co-ordinator on request.

       The procedure for holding meetings and the conduct of business is to be determined by the
       participants in each group. Guidelines are as follows:
             It is recommended that worksite health and safety groups/committees meet on a three
              monthly basis. Special meetings may also be called by the convenor or at the request of any
              group member to address extraordinary circumstances;
             An agenda should be circulated prior to meetings and a record of each meeting should be
              kept to provide an audit trail of the group's activities. The agenda and minutes or meeting
              notes should be available on request to employees represented by the worksite group and to
              the senior manager for the School, Division or Faculty;
             Recommendations for action on safety and health matters should be conveyed to the
              appropriate person by the convenor.

       Objectives for each group may include the following:
            Promoting excellent occupational health and safety policy and practice at the worksite level
             by providing opportunities for staff consultation and participation.
            Identifying areas of concern in the workplace and making appropriate recommendations to
             the relevant managers, staff members, the elected Health and Safety Representative or the
             University Health and Safety Co-ordinator.
            Acting as a resource on health and safety matters and providing advice;
            Promoting health and safety training and making recommendations to the Human Resource
             Development Advisor where appropriate;
            Submitting an annual report to the Dean/Director with a copy to the Health and Safety Co-
             ordinator, outlining activities and achievements.

Human Resource Management Division. February 2004                                             33
Appendix A – Elected Health and Safety Representative Positions

Area                                                  Number of Elected Health & Safety
                                                      Representatives Positions

Faculty of Arts and Social Sciences (excluding the
Language Institute)                                   1

Waikato Management School                             1

School of Computing and Mathematical Sciences         1

School of Mäori and Pacific Development               1

School of Education                                   1

School of Law                                         1

School of Science and Technology                      2

Facilities Management Division                        1

Financial Services Division                           1

Human Resource Management Division                    1

Information Technology Services Division (including   1

Library                                               1

Student and Academic Services Division                1

Vice-Chancellor’s Office (excluding IGCI and          1

Language Institute (Hamilton and Auckland)            2

Tauranga                                              1

School Support (Hamilton, Rotorua and Gisborne)       3

Combined Unions Committee                             3

Mäori Staff                                           1

Human Resource Management Division. February 2004                                         34
       Responsibility for Policy:      The Director, Human Resource Management Division
       Approving authority:            The Vice Chancellor
       Approved:                       December 2003
       Review:                         December 2004 and at 3 yearly intervals thereafter.

       1.      The purpose of this policy is:
                     to ensure that all University vehicles are maintained in a safe, clean and
                      roadworthy condition in order to ensure the maximum safety of the driver,
                      occupants, and other road users at all times; and

                      to ensure that authorised drivers of University and other vehicles are appropriately
                       licensed and demonstrate safe driving and other good road safety habits during the
                       course of their work.

       2.      The University has a separate policy governing the use of private and rental vehicles for
               University         business.                It       may          be       found       at

       3.      The University expects all staff to comply with the official New Zealand Rode Code and
               the University Staff Code of Conduct. Serious breaches of the Staff Code of conduct
               (such as being affected by alcohol, prescription or non-prescription drugs that may impair
               the ability to drive) will result in disciplinary action.

       4.      Staff may not drive University vehicles unless authorised to do so by the designated
               authority in the relevant Faculty/School/Division.

       Responsibilities of employees
       5.    Authorised drivers of University vehicles must
             a)        follow appropriate procedures for booking, using and returning fleet vehicles
             b)        meet the costs of fines for any traffic violations
             c)        report vehicle defects to a supervisor or manager before the next vehicle use
             d)       report to their manager any near-hits, crashes and scrapes, whether or not they
                      result in injury.

       Responsibilities of the employer
       6.    The employer undertakes to
             a)       encourage safe driving practices and not require staff to drive under conditions
                      that are unsafe and/or likely to create an unsafe environment
             b)       provide vehicles that are appropriate for their intended use
             c)       give priority to safety features when selecting and purchasing new vehicles
             d)       ensure all vehicles are well-maintained
             e)       promote driver and passenger safety by providing for each vehicle a routine
                      vehicle maintenance checklist
             f)       provide in the glove-box of each vehicle a checklist of accident/incident
             g)       provide a first-aid kit for each vehicle, and a safety triangle for use at night
             h)       provide opportunities for driver training and education where appropriate
             i)       collect, monitor and report regularly (through the Health and Safety Officer to the
                      Vice-Chancellor) statistics on accidents, incidents, injuries and their causes, and
                      take action as appropriate.

Human Resource Management Division. February 2004                                              35
       Use of cell phones
       7.      Use of cell phones (including hands-free phones) while driving is dangerous. Before
               making or answering a phone call, drivers must pull over to the side of the road (when it is
               safe to do so).

       Accident Procedures
       8.     In the event of a vehicle accident or incident, the driver must follow the attached motor
              vehicle accident/incident procedures, which are also outlined in the checklist on the
              laminated card in the glove box of each vehicle.

Human Resource Management Division. February 2004                                              36

Note: If making a statement, co-operate with the authorities but do not make an admission of fault or
liability, irrespective of the circumstances. You may not know all the factors involved.

                                       Motor Vehicle Accident

                Yes                         Badly injured?                      No

       Obtain or wait for              Inform police/                           Stop. Check to see
       help. Get someone                 emergency                Yes           if anyone else is
       to inform manager                  services                              hurt
       as soon as possible              immediately
       (within 48 hours).

                                     * Provide own name, address and                       No
                                       UOW address, (Private Bag 3105,
        * Complete                     Hamilton), if the UOW is the owner
          UOW                          of the vehicle.
          Accident /                                                                         No
          Incident /                 * Obtain the registration number of the               obvious
          Serious Harm                vehicle and the name and address of                  owner?
          form or get                 the driver and owner of any other
          manager to                  vehicle involved.
          complete it
          within 48                  * Obtain name and address of any                    Inform the
          hours.                                                                           police

        * Contact the Insurance office at Financial Services
          Division (FSD) and obtain an Insurance Claim form.
          Phone 8384466 extn. 4182 or

       * Return completed Insurance Claim form and UOW
         Accident / Incident/ Serious Harm form to FSD
         within 48 hours of the event.

Human Resource Management Division. February 2004                                         37


        To provide for the safe handling, removal and management of materials containing asbestos.

        The University of Waikato is firmly committed to the provision of a safe and healthy work
        environment. This commitment is aimed at eliminating the risks of asbestos related disease. In
        meeting this aim the University recognises The Health and Safety in Employment Act, the
        Guidelines for the Management and Removal of Asbestos and any subsequent Asbestos
        Regulations, as a minimum standard at all times.

        The presence of asbestos, by itself, does not necessarily constitute a hazard.

        The University is however committed to immediate removal of all asbestos where asbestos dust
        exists during repairs or alterations, and to the programmed removal of other asbestos.
        Encapsulation or enclosure are other alternatives where the asbestos product is in a stable

        The University has the responsibility of ensuring that by allowing asbestos to remain in place, or
        in the course of its removal from any of its premises, no staff member, student, or contractor is
        placed at risk of significant exposure to asbestos fibres.

        The use of asbestos products or processes is restricted to those for which there is no substitute.

        Asbestos related disease may occur many years after exposure. Therefore the University accepts
        responsibility for health screening of current and former employees at its discretion and where it
        believes the circumstances are justified and appropriate.

        Where buildings are leased by the University, it is the responsibility of the building owner to
        identify and control any asbestos hazard, and to inform the lessee of its presence, location and

        Asbestos is the common name given to the fibrous form of mineral silicates from the serpentine
        and amphibole groups of minerals. Chrysotile (white asbestos) belongs to the serpentine group
        while crocidolite (blue) and amosite (brown) are amphibole varieties. The rock fibres are very
        light, durable, flexible, and heat resistant, and have a high tensile strength with good binding
        properties. There are over 3,000 uses for asbestos. In New Zealand it has mainly been used in
        construction materials (roofing, cladding, thermal/acoustic insulation) and in products such as
        decorative coatings, insulation for pipes and boilers, brake linings, gaskets, floor tiles, and
        asbestos cement pipes.

        Health Effects and Risks
        Exposure to asbestos fibre can occur when materials containing asbestos are sanded, sawn, drilled,
        or handled in maintenance or removal tasks. Most of the larger fibres are deposited in the nose and
        upper airways where the body’s normal defence mechanisms can clear them. However small
        fibres, (those too small to be seen by the naked eye) are easily inhaled and are deposited in
        airspaces deep in the lung tissue. The main diseases associated with the inhalation of asbestos
        fibre are Asbestosis, Mesothelioma, Lung Cancer and Pleural Plaques.

Human Resource Management Division. February 2004                                                  38
       Asbestosis. Fibrous scar tissues form around dust fibres in the air sacs of the lung tissue, leading
       to progressive shortness of breath that can cause heart failure or death.

       Mesothelioma. This is a relatively rare type of incurable malignant tumour of the lining of the
       lung or the abdomen.
       Lung Cancer. People exposed to asbestos dust have a greater chance of developing lung cancer,
       particularly if they are smokers.

       Pleural Plaques. This is a benign condition of the lungs which is quite common but rarely causes
       any adverse effects.

       All forms of asbestos have been found to cause lung disease. The development of asbestos related
       diseases depends on the cumulative dose, i.e. the duration and concentration of exposure, usually
       for many years and to significantly high levels, although there is no known “safe” level. There is
       a long latency period between exposure and the development of disease, so there is the potential
       for illness long after the exposure to asbestos has been controlled.

       Environmental Exposure.
       Reports conclude that asbestos fibres in food, water and the general atmosphere do not constitute a
       public health risk. It has been estimated that asbestos-lined buildings pose a lung cancer risk
       which is less than one hundredth of that due to passive smoking. Notwithstanding this, every
       effort should be made to reduce exposure to the lowest practicable level.

       Since 1991 the University of Waikato has systematically identified asbestos in ceilings, cladding
       and piping in many of the buildings under its control. The location, type, and condition of the
       asbestos has been documented, (Asbestos Register), tests carried out, and a programme of removal
       implemented, even where the assessment showed the asbestos product was in a stable condition.
       It is recognised that encapsulation or enclosure can be viable alternatives to removal, and in two
       small areas ceiling cladding has been left above wall joists where it is fully enclosed. It will be
       removed when building alterations take place.

       Any work of a minor nature involving maintenance to existing non-friable asbestos cement
       materials is not classified as restricted work as specified in the Asbestos Regulations. However all
       the following safety requirements in the Regulations must be observed:

           abrasive cutting or sanding power tools should not be used as they generate large amounts of
           non powered hand tools should be used;
           wetting down the material further reduces the release of dust when cutting. High pressure
            water jets/guns should not be used;
           work with products containing asbestos should be carried out in well ventilated areas and
            where possible in the open air;
           disposable overalls must be worn, and an approved respirator worn;
           all off-cuts and associated waste, including collected dust, are to be disposed of as asbestos
            waste; and
           good hygiene principles should be observed.

       Potentially there could still be some other unknown sources of asbestos.
       Sampling and analysis of suspect material is the only way to verify the presence of asbestos.
       If suspect material is discovered, leave the area immediately, and report it to the Maintenance
       Manager or Building Superintendent at Facilities Management Division so that arrangements for
       signage, sampling and testing can be arranged. Do not re-enter the area without approval from
       one of these managers.
Human Resource Management Division. February 2004                                                39
        A representative sample should be taken of all friable or suspect materials. Any variations in the
        appearance, texture or colour of the material will necessitate additional samples being taken.

        For multistorey buildings, at least one sample per floor should be taken.

        Samples should be adequately labelled, e.g. the name and location of the building, the exact
        location of the sampled material, date of sampling and a batch identification number. The person
        taking the samples should wear suitable respiratory protection. The samples should then be sent to
        a reputable laboratory for analysis.

        Suspect material must be regarded as containing asbestos, and dealt with accordingly, until
        the results of the analysis are available.

        Risk Evaluation
        If analysis of material samples confirms the presence of asbestos, the potential exposure of
        persons entering the place of work should be evaluated by people competent to do this. The
        composition and condition of all asbestos should be assessed for its potential to release fibres into
        the workplace air. The time period between each assessment will be determined by the condition
        and location of the asbestos material. In some cases a visual assessment should be done annually,
        but if it is in good condition, and unlikely to be disturbed, three yearly intervals could be adequate.

        A record of all information relating to the presence and condition of asbestos on all University
        sites should be kept. It should have details on identification, location, assessment of exposure
        risk, monitoring results, and a regularly updated risk management plan. The presence of asbestos
        should be marked clearly on building plans. These plans should be made available to Facilities
        Management Division staff, and to outside contractors.

        Hazard Control
        The asbestos management programme is part of the University’s overall approach to risk
        management. When the evaluation process has revealed a likelihood of excessive exposure to
        asbestos fibre, controls must be put into place.

        Methods of control include removal, encapsulation or sealing, and enclosure. The method chosen
        should be based on the condition of the asbestos, the possibility of further damage or deterioration,
        and the potential for exposure of personnel to airborne asbestos. Where the asbestos is in a stable
        condition, no immediate action is needed. However the HSE Act requires significant hazards to
        be eliminated, and its removal is consistent with this requirement.

        Removal work
        Removal of Asbestos is restricted work which can only be carried out by a person holding a
        certificate of competence to perform restricted work. All work should be carried out in
        accordance with the Guidelines for the Management and Removal of Asbestos, Section 2
        (Occupational Safety and Health (OSH) 1995). Where restricted work is being performed, the
        employer is required to notify the OSH Service of the Department of Labour, and should give
        reasonable notice to employees as to when and how the work will be done. Waste asbestos
        products shall be disposed of in accordance with Section 5 of the above-mentioned Guidelines.

        Health Monitoring
        Where a current or former employee of The University of Waikato believes he or she may have
        been exposed to asbestos as a result of employment at the University, the University will, at its
        discretion and where it believes justified and appropriate, provide health screening for the

Human Resource Management Division. February 2004                                                  40
       SOURCES OF FURTHER INFORMATION (Held by the Maintenance Manager at FMD)

       Guidelines for the Management and Removal of Asbestos. Department of Labour (OSH) 1995
       University of Waikato Asbestos Register.
       Procedures for the Identification, Assessment and Control of Asbestos (Maintenance Work)

Human Resource Management Division. February 2004                                       41

        To manage emergencies effectively with the safety of staff, students and others on campus as a top
        priority, but also with minimal damage to property and disruption to University business.

        These procedures apply to all University activities.

        Senior Managers are responsible for:
           ensuring all staff know to ring Security at 4444 in the case of an emergency;
           ensuring all staff who have contact with students read the following instructions (usually at
            the beginning of each semester) and implement them in the case of an emergency.

        In the event of the continuous ringing of an emergency alarm all occupants of the building must
        evacuate by the nearest exit to an area away from the building and not re-enter the building until
        the all clear is signalled by the Fire Service or the Building Warden. (Note that the alarm bell
        being turned off is not the all-clear signal.) Occupants should leave the building in an orderly
        manner (avoid panic and do not run) and should not attempt to carry cumbersome equipment or
        personal belongings. Elevators must not be used during an evacuation.

            working with the Security and Emergencies Co-ordinator to ensure Fire Wardens (i.e.
             Building Wardens, Deputy Building Wardens, and Floor Wardens) are appointed and
             properly trained to provide an orderly and well-managed evacuation of the building in the
             event of an emergency; and
            in some cases (e.g. Student and Academic Services, the School of Science and Technology,
             Facilities Management Division, Information and Technology Services and possibly others),
             working with the Security and Emergencies Co-ordinator to develop an Emergency Plan
             which meets the special needs of that area of responsibility.

         The Security and Emergencies Co-ordinator is responsible for:
            maintaining an up to date register of all fire wardens;
            arranging for three emergency evacuations a year in buildings where teaching takes place and
             two per year in all other buildings;
            developing a detailed Emergency Plan to manage various types of emergency with which
             staff members may be involved. These include as a minimum;
             -     fire and explosion;
             -     bomb threat;
             -     earthquake;
             -     loss of power supply;
             -     exposure to hazardous materials (e.g. chemical spills);
             -     protest action; and
            maintaining a current Emergency Call-Out list including the name address and phone
             numbers of staff and a Civil Defence Emergency Contact List including the name, address
             and phone numbers of all relevant Civil Defence contacts and other relevant authorities in the

Human Resource Management Division. February 2004                                                42

       Responsibility:          HRM Division
       Creation Date:           May1998
       Current Version:         One
       Next Review Date:        2004

       To ensure the health and safety of all persons engaged in field activity, where that activity
       involves travel to and from a destination away from campus.

       Field activities vary in their nature and duration, and are difficult to categorise, however these
       guidelines are intended to provide compliance with the requirements of the Health and Safety in
       Employment Act 1992.
       The duties and responsibilities of university staff, students, and others are as follows:

            In relation to field activity the supervisor is any person who has the authority to influence or
            direct the actions of students, employees or others involved in the activity. The degree of
            responsibility is dependent on the nature of the field activity; hence there is an important need
            to establish ground rules for supervision within each Centre or Department.

            Staff and students have a responsibility to work safely in the field, taking reasonable care to
            protect their own health, and that of fellow staff and students.
            They are to comply with the instructions of the designated supervisor in relation to field
            activities and the use of materials and equipment. Any unsafe working practices or
            hazardous conditions must be reported to the supervisor immediately.

            Visitors and volunteers involved in field activity have the same responsibility for health and
            safety as staff and students, and are to be made aware of those responsibilities.

            After Hours
            Responsibility for the safety of students "after hours" can only be determined by assessing the
            circumstances in each situation. Supervisors are to be aware that there is a significantly
            greater responsibility in remote or isolated areas than when in a built up area. In some
            circumstances it may be advisable for students not to leave the camp site.

       It is not possible to cover all situations in these guidelines, however, organisers and supervisors
       must assess any field activity in light of these guidelines and if necessary, develop more specific
       detailed procedures which must be documented and promulgated extensively. A checklist is
       provided (Appendix F) as a guide for documenting basic procedures.

       Approval of Field Activities
       The head of department is to approve the field activity and must ensure that adequate
       consideration is given to aspects of health and safety. The responsibility for safe conduct of the a

Human Resource Management Division. February 2004                                                  43
       Accident Reporting
       All accidents or injuries occurring in the field must in the first instance, be reported to the activity
       supervisor. A University of Waikato Record of Accident/Incident/Serious Harm must be
       completed, and a copy sent to the University Health and Safety Co-ordinator.

       Alcohol and Drugs
       All persons engaged in field activities have a responsibility to ensure that they are not, through the
       consumption of alcohol or a drug, in a state that may endanger themselves or any other person.

       Emergency Procedures
       The supervisor of the field activity is to ensure that correct and immediate action can be taken in
       the event of injury or other unforeseen emergency. They must ensure the well-being of the rest of
       the group, obtain any necessary assistance and make contact with the relevant personnel or aid
       authorities. Organisers of field activities should plan strategies for dealing with emergencies. The
       following may act as a guide:
        the supervisor should know the whereabouts of local emergency and support agencies such as
            police, ambulance, Department of Conservation and Mountain Safety, their contact numbers
            and/or radio call signs;
        an emergency contact should be available at all times so immediate contact can be made in an
        the names and contact telephone numbers of all group members should be known by the
            contact person along with full details of the location of the activity and methods of travel;.
        in remote areas, the itinerary and emergency contact person should be made known to the
            local police or DOC Ranger;
        the use of portable radios or cellphones should be considered subject to the availability of
            some means of recharging batteries. If such equipment is carried, then all members of the
            party must be trained in the proper use and routines; and
        escape plans should be formulated during the activity planning stage to allow withdrawal of
            the group or individuals in the event of injury, illness, forest fire, or downturn in weather

       Subject to the nature of the field activity, there may be a requirement for specific safety equipment
       such as life jackets, wet weather gear or similar. Such equipment must be of good quality (an
       approved design where applicable), and must be in good repair. Participants in the activity must be
       instructed in the use and care of any special equipment. Party members are to ensure that they
       have adequate clothing to meet any contingencies. As a protection from solar UV radiation, hats,
       sunscreen, and sunglasses should be carried by both student and staff member. It is absolutely
       forbidden to take any firearm on a university field trip.

       It is the student's responsibility to advise the supervisor of any special medical condition and any
       specific medication or treatment for those conditions. Allergies, asthma, and diabetes, are to be
       especially noted.

       First Aid
       Organisers of field activities are to assess whether a fully qualified first aider is to be included in
       the party. When making this assessment, the nature of the activity and proximity to outside
       assistance is to be considered. A suitably stocked first aid kit is to be carried, irrespective of the
       decision to include or not, a qualified first aider. A wasp sting reaction kit should be included.
       Arrangements for transportation to medical assistance should be made at the activity planning

Human Resource Management Division. February 2004                                                  44
       The activity supervisor is to ensure that the appropriate information is available to all concerned
       parties. The following items are to be included in this information:
           date, time, and duration of the field activity;
           transport arrangements;
           medical and first aid requirements and procedures;
           staff and student responsibilities;
           essential safety and personal equipment;
           vaccinations, passport information;
           personal needs list (special clothing, medication etc);
           catering details;
           accommodation details;
           smoking rules;
           alcohol and drug rules; and
           procedures for dealing with sexual harrassment.

       Such information notices should incorporate a recognition form that members of the field party
       can formally acknowledge. This is also the form where individuals can enter essential personal
       details such as allergies, medication, phobias, contact telephone numbers etc.

       From time to time non-university persons may be invited to participate in field activities. Such
       participation may only occur after approval by the head of department organising the activity.
       Such participants are to be briefed on all requirements and treated as though they were students or
       staff of the university.

       Permits may be required for some activities such as open fires in forest areas, or to gain access to
       restricted areas. Obtaining such permits is the responsibility of the field activity organiser.

       “Remote" is a flexible concept. If emergency or medical support is more than one hour away on
       foot, then the location should be considered remote.
       The itinerary, a location map, and a list of party members, should be left with a nominated contact
       Persons working in remote areas should establish a regular communication procedure with the
       nominated contact person. Where possible, radio communication should be used, and all party
       members should be trained in the correct operating procedures. Organisers of remote field
       activities should establish and note the location of any "dead spots" where radio transmission is
       not possible or intermittent.

       Vehicles to be used on field activity are only to be driven by staff with the licence classification
       appropriate for the type of vehicle and number of passengers. No alcohol or drugs are to be
       consumed while the driver is in control of the vehicle.

       The School of Science and Technology has developed comprehensive "Codes of Practice for
       Health and Field Safety".

       A checklist (Appendix F) provides basic guidelines of items to be assessed prior to a Field Trip.

Human Resource Management Division. February 2004                                              45

3.4.1   These guidelines set out a framework for taking “all practicable steps” in providing effective first
        aid arrangements.

        Key references include the following:
            The Health and Safety in Employment Act (1992) and amendments;
            The Health and Safety in Employment Regulations (1995); and
            Guidance Notes on Providing First Aid Equipment, Facilities and Training, OSH, Oct. 2000.

        The nature of the work being performed is the most important factor in deciding the first aid
        requirements for each School/Faculty/Division. Different first aid facilities will be required for
        different activities in the University, e.g. office areas will require different first aid facilities from
        laboratories or workshops.

        In determining the total number of qualified first aid personnel in a place of work, a risk
        assessment process should be undertaken by considering the following factors:
            the number of employees in the School/Faculty/Division;
            the nature of the work undertaken;
            the degree of risk;
            the extent to which employees are working in scattered locations;
            the size and location of the place of work;
            the presence of people other than employees;
            the distribution of employees;
            the distance from outside medical services; and
            the hours of operation, including the hours open to people other than employees.

        Further details from the OSH Guidance Notes follow in 3.4.4.


        Senior managers are accountable for:
           ensuring appropriate First Aid supplies are provided (see minimum list below);
           determining the number of qualified first aid personnel to be trained (according to the risk
            assessment criteria listed previously);
           providing information to new employees about the location of first aid boxes, where to find
            the names of staff who hold valid First Aid Certificates, and the procedures to be followed
            when first aid is required; and
           providing the above information to current staff as necessary.

        The above requirements will normally be built into line manager responsibilities and incorporated
        into localised induction programmes.

        The Human Resource Development Advisor is responsible for:
        •   providing assistance to managers in identifying training needs, arranging for or providing the
            appropriate training activities, and maintaining a system for record keeping.

        When the need for new or refresher training is identified, please contact the Human Resource
        Development Advisor.

        The Health and Safety Co-ordinator is responsible for:
        •   updating the list of current First Aid Personnel in the on-line Internal Telephone Book.

Human Resource Management Division. February 2004                                                     46
        These are available through the University’s purchasing system and are a School/Faculty/Division
        or Departmental expense. (Staff at the Purchasing section of Facilities Management Division
        can advise on obtaining the items at reasonable prices. Commonly used replacement items are
        also available from the Science Store at the School of Science and Technology).

        A University of Waikato Accident/Incident Report form must be completed in the event of any
        injury or potentially harmful situation to members of staff, students, contractors and visitors. The
        availability of a few of these forms in or beside the First Aid Box facilitates their use.

        Suggested minimum contents for workplace first aid kits:
          A manual giving general guidance on first aid;
          20 individually-wrapped sterile adhesive dressings (various sizes), appropriate to the type of work;
          2 sterile eye pads;
          2 individually-wrapped triangular bandages (preferably sterile);
          6 safety pins;
          6 medium-sized, individually-wrapped sterile unmedicated wound dressings, about 12 cm x 12 cm;
          2 large sterile individually-wrapped unmedicated wound dressing, approximately 18 cm x 18 cm;
          1 pair of disposable gloves; and
          1 resuscitation mask.

        This is a suggested contents list only; equivalent but different items will be considered acceptable.

        Once the assessment of the first aid items required has been completed, a need for additional
        items may be identified; this could include, for example, scissors, adhesive tape, disposable
        aprons, individually-wrapped moist wipes or saline solution. These may be stored in the first aid
        kit if there is room, but they may be stored separately as long as they are available for use as

        Suggested minimum contents for vehicle or lone worker’s first aid kit:
           6 individually-wrapped sterile adhesive dressings (various sizes), appropriate to the type of work;
           2 individually-wrapped triangular bandages (preferably sterile);
           2 safety pins;
           1 large sterile individually-wrapped unmedicated wound dressing, approximately 18 cm x 18 cm;
           Individually-wrapped moist cleaning wipes (not alcohol based)
           1 pair of disposable gloves; and
           1 resuscitation mask.

        Additional items may be needed (as outlined at the end of the suggested minimum list of
        contents for workplace first aid kits above).

        A list of currently qualified first aid personnel may be found in the on-line Internal Telephone
        Book at The telephone operators (dial 0) can be
        contacted to find the name of the nearest first aider in an emergency.

        Note: Comments that relate to University arrangements are shown in bold italic script
        within brackets.

        Application of the guidance notes
        (a) In offices — at least two first aid personnel should be provided where there are up to 50
            employees. Where there are more than 50 employees, an additional first aid person should be
            provided for each additional 50 employees or part thereof.

Human Resource Management Division. February 2004                                                   47
       (b) In laboratories and workshops — at least two first aid personnel should be provided where
           there are up to 25 employees.

       (b) Arrangements should be made to ensure that first aid services are available to cover all hours
           of operation. [In most cases Security staff can be called on to provide coverage during after
           hours or weekend work].

       (d) Managers should take into account their duties to people other than employees e.g. students
           or members of the public, as required by section 15 of the Health and Safety In Employment
           Act, and in so doing, may establish additional first aid provisions. [In the case of students,
           the fully staffed Student Health Centre on Campus meets this provision from Monday to
           Friday and from 8.30am to 5pm].

       (e) Managers shall review their first aid needs on a regular basis, and particularly after any
           operating changes, or introduction of new equipment or procedures, to ensure that the
           provision for first aid remains appropriate.

       Provision of first aid training

       Training courses should be a minimum of 12-16 hours duration which meets the minimum
       requirements of Unit Standard 6400. The training course may be provided in 2 full days (6 – 8
       contact hours per day) or the equivalent of 12 – 16 hours over a longer period. The whole course
       should be completed within 3 months.

       [Staff who undertake the full course should indicate that they are willing to have their name
       and location listed in the on-line Internal Telephone Book].

       Basic life support courses of approximately 3 hours are useful for everyday living skills but do not
       meet the requirements of the Health and Safety in Employment legislation.

       The First Aid Certificate issued by a trainer is evidence that the holder has the qualification and is
       trained to the required standard. For the purposes of workplace first aid emergency management,
       employers must ensure that their first aid personnel maintain competency.

       The First Aid Certificate is valid for a period of up to 2 years following qualification. An 8-hour
       refresher course every 2 years will be required to maintain the certificates as current for
       workplaces under the provisions of the Health and Safety in Employment Act 1992. This can be
       carried out over two consecutive days.

       Where a certificate has lapsed for more than three calendar months from the anniversary date of
       issue, it will be necessary for the first aid personnel to complete a full first aid course.

       First aid equipment and facilities
       When the assessment of first aid requirements has been completed, the manager should provide
       the materials, equipment and facilities needed to ensure that the level of cover identified as
       necessary will be available to employees at all relevant times. This will include ensuring that first
       aid equipment is suitably marked and easily accessible, i.e. available in all places where working
       conditions require it.

       First aid kits
       First aid kits should be made of suitable material and designed to protect the contents from damp
       and dust. Kits should be clearly identified as first aid containers; the marking used should be a
       white cross on a green background.

Human Resource Management Division. February 2004                                                48
       First aid kits should be located so as to be clearly visible and accessible to all employees and be
       unlocked wherever possible. Sealed emergency kits should be available where it is imperative
       that kits are locked. Each employer shall provide at least one full basic first aid kit in each place
       of work. Additional supplies may be mobile first aid kits as appropriate to the situation. A first
       aid kit should be provided and located so as to ensure that:

      (a)   it is close to a wash basin with hot and cold running water, soap, and clean towels. If,
            because of location, running water is not available, then saline solution can be provided
      (b)   it is easily seen and readily accessible to all employees;
      (c)   there is immediate access to areas of particular or special hazard;
      (d)   there is at least one kit on each floor of a multi-level place of work;
      (e)   where there are more than 50 employees, an additional kit should be provided, and for every
            further 50 employees an additional kit provided; and
      (f)   where employees work in, or travel to, scattered locations away from the main place of work,
            each work vehicle shall be provided with a suitable first aid kit. Where a rental vehicle is
            used (and where the rental agency has not already supplied a First Aid Kit), a suitable first aid
            kit shall be made available for the staff member.

      Contents of kits
      The minimum level of first aid equipment is a suitably stocked and properly identified first aid kit
      supplied with a sufficient quantity of first aid materials suitable for the particular circumstances.
      There is no mandatory list of items that should be included in a first aid kit. Employers should
      decide what to include in the first aid kit from information gathered during their assessment of first
      aid needs. As a guide, where no special risk arises in the workplace, a minimum stock of first aid
      items would normally be as listed in 3.4.3.

      Mobile first aid kits that provide additional requirements should contain, in sufficient quantities, the
      contents as listed above. Where particular hazards exist, the mobile kit should be provided with
      additional contents. It is essential that first aid equipment be checked regularly and that items be
      replaced before the expiry date shown on the packets.

      Employers should ensure that first aid kits are replenished as soon as possible after use in order to
      ensure that there is always an adequate supply of materials available.


      Pain relief should not be included in first aid kits. Special provision for treating allergic reactions
      should be the responsibility of the person with the allergy.

      Cleaning of wounds
      Soap and water and disposable drying material should be provided for first aid purposes. Where
      soap and water are not available, consideration may be given to suitable alternatives, e.g.
      individually wrapped moist cleansing wipes which are not impregnated with alcohol. NEITHER
      OF WOUNDS. (Cotton wool drops fibre and sticks to wounds. Antiseptics once opened grow
      bacteria and unless diluted correctly can cause burns, and this in turn leads to the patient’s situation

      Disposal of waste material
      Plastic disposable bags for soiled or used first aid dressings and disposable gloves should be
      provided. Employers should ensure that used dressings, etc. are safely disposed of in sealed bags,
      (this reduces the risk of cross-infection.)

Human Resource Management Division. February 2004                                                 49
      First aid rooms and equipment
      Places of work employing more than 100 persons at any one time are required to provide a first aid
      room. This is to be used exclusively for giving first aid treatment.
      Where a first aid room is provided the manager should ensure:
        (a) a designated person is on hand to take responsibility for the room and its contents at all times;
        (b) the room is readily available at all times when employees are at work and should not be used
             for any purpose other than the provision of first aid;
        (c) the room is positioned as near as possible to a point for access and transport to hospital,
             taking into account the location and layout of the establishment;
        (d) The room is large enough to hold a couch or bed with space for people to walk around it, and
             a chair;
        (e) the entrance to the room is wide enough to accommodate a stretcher, wheelchair or chair;
        (f) the room contains suitable first aid facilities and equipment, have an impervious floor
            covering and is effectively ventilated, heated, lit and maintained. All surfaces should be easy
            to clean. They should be cleaned regularly and suitable arrangements for refuse disposal
            should be provided.
             [Cleaning staff who are contracted or employed by Facilities Management Division are
             responsible for cleaning the floor and dusting the first aid room once a week and for
             emptying waste paper or rubbish twice a week. Other cleaning (e.g. after an accident) is
             the responsibility of the School/Faculty/Division].
        (g) the room has a wash-hand basin with hot and cold running water, soap, and clean disposable
             towels; and
        (h) the room is fitted with cupboards for the storage of first aid supplies. Where special first aid
             equipment is needed, this equipment may also be stored in the first aid room.
       Signage and information
       The first aid room shall have the recognised first aid sign (white cross on green background)
       prominently displayed, e.g. on the outside of the door. A notice should be displayed on the outside
       of the door advising of the names, locations and, if appropriate, telephone extensions of first aid
       personnel, and how to contact them as well as information about emergency services (ambulance,
       hospital, and doctor, etc.).
       Employee awareness
       All employees should be provided with practical instruction in the nature of first aid facilities in
       the workplace, the location of first aid kits, the names and location of first aid personnel, [listed in
       the on-line Internal Telephone Book], and procedures to be followed when first aid is required.
       This instruction should occur:
       (a) when an employee is first employed;
       (b) when there is a change in the nature/location of the duties performed; and
       (c) thereafter at regular intervals.

Human Resource Management Division. February 2004                                                  50
3.4.5   Checklist for the assessment of first aid needs
        The minimum first aid provision for each work site is:
        •   a suitably stocked first aid kit (see minimum list above);
        •   a person appointed to take charge of first aid arrangements; and
        •   information for employees on first aid arrangements.

        Aspects to consider

         What are the risks of injury and ill health   Where different levels of risk can be
         arising from the work as identified in your   identified, different levels of provision will be
         risk assessment?                              needed.
         Are there any significant risks? e.g.         If yes, consider specific training for first
         working with hazardous substances,            aiders, extra first aid equipment, precise siting
         dangerous tools, dangerous machinery,         of first aid equipment, first aid room.
         dangerous loads or animals
         What is your record of accidents (type and
         specific location) in the
         Are there inexperienced staff or students
         in the area or employees with disabilities
         or special health problems?
         Do you have employees who travel a lot        If yes, consider issuing personal first aid kits
         or work alone?                                and training staff in their use or issuing
                                                       personal communicators to employees.
         Do any of your employees work at sites        Consider making arrangements with the other
         occupied by other employers?                  site occupiers.
         Do members of the public visit your           You have no legal responsibilities for non-
         premises?                                     employees, but OSH strongly recommends
                                                       you include them in your first aid provision.
         Do you have employees with reading,           You will need to make special arrangements to
         hearing or language difficulties?             give them first aid information

         First-aiders and appointed persons take       Sufficient people must be appointed to cover
         leave and are often absent from the           these absences to ensure first aid personnel are
         premises                                      available at all times people are at work.

        First Aid Rooms
        The following first aid rooms are maintained on campus. The rooms contain a bed, chair,
        blankets, first aid cabinet, hot and cold running water, and towels or other hand driers.

            School of Science and Technology              F 1.13
            Library                                       M 1.11
            School of Education                           TT 2.04
            Waikato Management School                     MSB 3.47

        Note: These guidelines are largely taken from the Guidance Notes on Providing First Aid
        Equipment, Facilities and Training published by the Occupational Safety and Health Service of
        the Department of Labour, October 2000. The full Guidance Notes may be downloaded free as a
        pdf file from the OSH url at

Human Resource Management Division. February 2004                                                  51

3.5.1   PURPOSE
        To further improve the method for systematically identifying, assessing and controlling hazards in
        the workplace as required by the Health and Safety in Employment Act.

        The procedures apply to all University activities.


        "Hazard" means an activity, arrangement, circumstance, event, occurrence, phenomenon, process,
            situation, or substance (whether arising or caused within or outside a place of work) that is an actual
            or potential cause or source of harm. In effect a hazard can be interpreted as anything that can cause
            harm in terms of human injury or ill health, damage to property, damage to the environment or a
            combination of all these.

        “Hazard Identification” is the process of recognising that a hazard exists and defining its characteristics.

        “Hazard Assessment” is the overall process of determining whether a hazard is significant.

        "Significant hazard" means a hazard that is an actual or potential cause or source of
        (a)      Serious harm; or
        (b)      Harm (that is more than trivial) the severity of whose effects on any person depend on the extent or
                 frequency of the person's exposure to the hazard; or
        (c)      Harm that does not usually occur, or is not easily detectable, until a significant time after exposure
                 to the hazard.

        "Harm" means “illness, injury or both”. The term is only used in the context of harm that is more than

        "Serious Harm" is essentially a work-related injury, illness or condition that will result in admission to
            hospital for 48 hours or more or being off work for more than one week.

        Senior Managers are responsible for:
           providing training for the hazard identification process;
           obtaining specialist advice when appropriate;
           encouraging all staff to be involved in the hazard identification process in their work areas
            (usually through a team approach); and
           implementing the hazard management process.
            A suggested method is as follows:
            -    allocate time during a staff meeting to brainstorm all actual and potential hazards arising
                 from the physical work area, the work itself and any work processes being carried out;
                    - document all hazards on the Hazard Management form – see Appendix G or the
            -    carry out a risk assessment (see process and grid below) to set priorities;
            -    evaluate hazards to establish which are "significant" (see definition above);
            -    establish controls for each “significant hazard” by using the hierarchy of Elimination,
                 Isolation, and Minimisation; and
            -    review and monitor the process regularly.

Human Resource Management Division. February 2004                                                          52
       RISK ASSESSMENT is the process of estimating the magnitude of the risk and deciding what
       actions to take. The following questions are asked to establish the risk.

       (a)     A potential Severity Rating
               What degree of injury or illness could occur?
               1      Negligible
               2      Minor
               3      Major (includes possible long term disabling effects)
               4      Fatality

       (b)     A probable frequency rating
               With this hazard how likely is it that an injury or illness will occur?
               1      Remotely possible
               2      Known to have happened in the past
               3      Strong possibility of it happening
               4      Has happened before within the company
               5      Happens all the time

       A risk assessment number for each hazard is compiled by using the table below. Hazards with the
       highest rating are given priority.


                                             4         3         2         1
                                        5    20        15        10        5

                                        4    16        12        8         4
                                        3    12        9         6         3
                                        2    8         6         4         2
                                        1    4         3         2         1

       The numbers are entered into the Risk Score column beside the hazard on the Hazard
       Management form. "Significant Hazards" are identified according to the definition above. Where a
       significant hazard is to be controlled, this must, if practicable, be by elimination. Where
       elimination is not practicable then the hazard must be isolated. Only where both elimination and
       isolation are not practicable are methods of minimisation to be applied.

       Line Managers are responsible for:
       developing and implementing a programme for the control of significant hazards that have been
       identified, but have not been permanently controlled. Information on this control programme
       must be made available to staff members, and should include:
                the nature and location of the significant hazard;
                the preferred method of control and steps to be taken;
                the date by which work is to be completed;
                the person(s) responsible for the work; and
                the date the action was completed.

       Staff members are responsible for:
       participating in the process, reporting new actual or potential hazards as they arise and reporting
       any inadequate control measures.

Human Resource Management Division. February 2004                                                53

       To ensure there are systems and procedures in place so that employees have a minimised risk of
       exposure to infectious diseases at work.

       The University has a commitment to:
          provide all staff and students working in areas requiring exposure to possible infection from
           any infectious disease and/or exposing others to infection, with information about risks and
           preventive measures. This information will be regularly updated and widely disseminated.
           Provision will be made for the immunisation of the above staff where a vaccine is available
           (e.g. Hepatitis B). Staff not wishing to be vaccinated for personal or other reasons must sign
           a form. This form will state that they understand why vaccination is being offered, and the
           potential health effects of being exposed to body fluids;

           provide regular and continuing training opportunities for all relevant staff at risk, including
            training in safety procedures. Funds for the certification of appropriate numbers of First Aid
            workers will be provided. First aid workers will be fully trained and have appropriate
            equipment available. Managers are responsible for ensuring there is access to at least the
            minimum first aid equipment as listed in the First Aid Regulations. It is recognised that extra
            equipment such as a plastic resuscitation mouthguard, will be required;

           ensure that staff (and contract staff) working with food will be fully trained (by their
            employer) in good food hygiene practices in compliance with current legislation; and

           encourage the early reporting of symptoms so preventative strategies to prevent the spread of
            the infection can be put into place.

       In general, it is expected that staff exposed to any risk of an infectious disease will consider it
       as part of the hazard identification process within the particular department, and put
       appropriate controls in place.

       It is the responsibility of senior managers to ensure that all practicable steps are taken to
       ensure that those at risk are protected. It is also the responsibility of each employee at risk
       to maintain a high standard of work practice in this regard.

       The Health and Safety in Employment Act is broad-based legislation which aims at the prevention
       of harm to employees at work. While safety issues are usually obvious and readily dealt with,
       health issues are sometimes overlooked. Examples of some infectious diseases that Waikato
       University staff could potentially be exposed to during their work include the following:

            HIV / AIDS;
            Mumps, Measles, Chicken pox, Glandular fever;
            Scabies, Headlice; or
            Meningococcal disease.
       Staff at risk could potentially include first aid workers, cleaners, grounds staff, maintenance staff
       (plumbing, airconditioning system work), food handlers, staff working with young children,
       laboratory staff working with animals, and some field staff.

Human Resource Management Division. February 2004                                                 54
        Identify the risk                   What can happen? What could happen?

        Analyse the risk                    Determine the likelihood. Determine the consequences.
                                            Determine existing controls

        Assess the risk                     Compare against criteria. Set risk priorities

        Treat the risk:                     Identify treatment options. Evaluate options. Prepare
                                            treatment plans. Implement plan.
         Monitor and review.

       The precautions for each situation will be influenced by the degree of risk and hazard posed by the
       processes undertaken by the department. For example the procedures for handling specimens of
       animal tissue will be quite different to those for plumbing staff working on blocked drains.
       Accordingly the department must take responsibility for the development of the guidelines
       depending on the degree of risk and exposure.

       The first control measure to be considered is elimination. In some cases there will be ways of
       eliminating any potential exposure to an infectious disease, e.g. field staff having access to clean
       water supplies so there is no risk of giardia from contaminated sources.

       Where the risk cannot be eliminated, isolation is the next strategy to be considered, e.g. it is not
       acceptable for a parent who knows that their child has an infectious childhood disease such as
       mumps, measles or chicken pox, to bring that child to University buildings.

       Minimising the risk is the last option. Using the “universal blood and body fluid precautions”
       (see below) to prevent the transmission of diseases such as HIV / AIDS and Hepatitis B, is one
       example of minimisation.

       The broad principles of infectious disease precautions depend on the main route of transmission of
       the disease. These are; via body fluids, oral/ faecal routes and through droplet infection from the
       mouth and nose.

       Universal blood and body fluid precautions to reduce the risk of transmitting diseases such as
       Hepatitis and HIV/AIDS to first aiders include the following.
          cover any exposed cuts or abrasions with a waterproof dressing before treating a casualty,
           whether or not any infection is suspected;
          wash your hands before and after treating cuts and abrasions;
          avoid skin contact with blood and body fluids;
          use disposable gloves if skin contact with blood or body fluids is likely. Use paper towels to
           clean up blood or body fluids;
          place contaminated material , including gloves, in a plastic bag for safe disposal, (preferably
           by burning);
          soiled surfaces must be disinfected with household bleach. Use one part bleach to ten parts
           water. Ideally bleach should be in contact with the surface for half an hour. Be cautious as
           bleach is corrosive and can be harmful to the skin.
       If called on to give mouth to mouth resuscitation, be aware that plastic airways are available for
       use when carrying out this procedure, but they should only be used by properly trained persons. If
       preferred a piece of gauze or cloth may be placed over the victim’s face, provided air can pass
       freely through it.

Human Resource Management Division. February 2004                                               55
       Health and Safety in Employment Act 1992
       The University of Waikato Health and Safety Policies and Procedures Manual
       The University of Waikato AIDS Guidelines
       HIV/AIDS. Information for Health Professionals, Department of Health 1993
       Giardia Fact Sheet. Department of Conservation
       Guidance Notes on Providing First Aid Equipment, Facilities and Training, OSH October 2000
       Campus Creche Policies on Infectious Diseases

Human Resource Management Division. February 2004                                        56

        To outline procedures for the acceptance, handling, storage, transport, use and disposal of
        dangerous goods and hazardous substances.

        This procedure covers all University activities that involve dangerous goods and hazardous

        Senior Managers are responsible for ensuring that:
           the most appropriate and least hazardous material is procured in the minimum quantity;
           the supplier provides a Material Safety Data Sheet (MSDS) that complies with current
           a MSDS, or other suitable information, is provided within easy access of each location where
            a hazardous substance is used;
           a reference resource of MSDS is maintained and access is provided to legislation, regulations
            and other publications relating to dangerous goods and hazardous substances;
           the acceptance, handling, storage, security, labelling, transport and use of all classes of
            dangerous goods/hazardous substances are in accordance with all the relevant standards as
            well as Government, Local Government and Statutory Authority requirements;
           the Hazchem Code signs are at all times appropriate for the dangerous goods and hazardous
            substances held;
           all personnel on the job, including students, contractors and subcontractors, are trained,
            competent, and where necessary, registered to carry out the work;
           appropriate protective clothing and equipment is available and used;
           all staff members, students and contractors who are using, or may inadvertently be exposed
            to, the hazardous substances on the job, are adequately briefed on the hazardous substance
            involved, the use of the material, the safety precautions to be taken, what to do in an
            emergency, and are made aware of their responsibilities defined below;
           all safety requirements are met in carrying out the work; and
           all non-conformances are reported in accordance with the Hazard control procedures

        Staff members, Students, Contractors and Subcontractors are responsible for:
           ensuring that the work is carried out in full compliance with the appropriate work procedures
            including health and safety requirements;
           using appropriate protective clothing and equipment ;
           reporting non-conformance’s to the appropriate person; and
           taking any necessary safety or emergency action promptly.

        Transport of Dangerous Goods and Hazardous Substances
        Any staff member who is required to transport dangerous goods and hazardous substances in a
        vehicle is responsible for:
           ensuring that they are suitably qualified and hold the appropriate driving licence as required
            by The Transport (Driver Licensing) Regulations 1987; and
           being familiar with and abiding by the requirements of NZS 5433 Transport of Hazardous

        Disposal of Dangerous Goods and Hazardous Substances
        Senior Managers are responsible for:
           ensuring that the disposal of dangerous goods/hazardous substances is carried out in
            accordance with all local bylaws and that the disposal does not contravene any provisions of
            the Resource Management Act 1991 and any additions or amendments.

Human Resource Management Division. February 2004                                                57
       Fire Protection
       Senior Managers are responsible for:
           ensuring that appropriate fire protection equipment of the type and size stipulated by the local
            authority or current standards is kept and maintained in the vicinity of the location where
            dangerous goods/hazardous substances are held. Such equipment must be readily accessible,
            and staff trained in its use.

Human Resource Management Division. February 2004                                               58

       To provide a starting point for the identification, assessment, prevention and control of the hazards
       and risks associated with manual handling in the workplace.

       The Code of Practice for Manual Handling published jointly in June 2001 by OSH and ACC
       defines manual handling as:
       “any activity requiring a person to lift, lower, push, pull, carry, throw, move, restrain, hold, or
       otherwise handle any animate, or inanimate object”.

       For general responsibilities, see Accountabilities in Section 1.

       In relation to manual handling Line Managers are responsible for:
           identifying the manual handling tasks that are likely to be a risk to health and safety, re-
            assessing the risks on a regular basis, taking steps to control those risks, and reviewing the
            effects of controls. The Code of Practice for Manual Handling provides a method that can be
            used to analyse such tasks in order to establish the healthiest and safest ways of preventing
            harm to staff members; and
           providing information and training for staff about the hazards they are exposed to or that they
            may create and what controls are in place.

       Staff members are responsible for:
           taking all reasonable and necessary precautions for their own health and safety, (and that of
            others), when carrying out manual handling tasks.

       Hazard Identification
       Consider the following factors

        Actions and movements                                Work environment
        Workplace and workstation layout                     Skills and experience
        Working posture and position                         Age
        Characteristics of loads and forces                  Clothing, footwear
        Work organization                                    Special needs
        Duration and frequency of the manual handling        Location of the loads and distances moved

       Hazard Assessment
       Hazard Assessment is particularly critical whenever:
          an injury has arisen from a work process and/or practice; or
          a work process and/or practice is introduced or modified.

       The procedures outlined in Section 3.5 should be followed. Alternatively the OSH/ACC
       worksheet, “The Manual Handling Hazard Control Record” may be used to assess the risk factors
       related to manual handling and to formulate an action plan. Copies can be obtained from the
       Health and Safety Co-ordinator.

       Employees should be advised of the results of the assessment and if they feel their health and
       safety is at risk, be given the right to refuse the task.

Human Resource Management Division. February 2004                                               59
       Hazard Control
       Hazard control is the process of eliminating or reducing manual handling problems that have been
       identified and assessed in the workplace. There are five recommended steps to be considered in
       hierarchical order:

           Step 1    Job Redesign               Modify object
                                                Modify workplace design
                                                Differ actions, movements, forces
                                                Modify task – mechanical assistance

           Step 2    Mechanical                 Employ conveyors, industrial trucks, cranes and
                     Handling                   hoists

           Step 3    Team Lifting               Co-ordinate and plan

           Step 4      Training                 Assess the load
                                                Determine the best technique
                                                Take a secure grip on the object being handled
                                                Pull the load in close to the body
                                                Vary heavy handling tasks with lighter work
                                                Lift as a team

           Step 5      Other Hazard             Consider special needs of individuals
                       Controls                 Provide clothing/footwear to reduce the risk of injury
                                                Allow new and returning employees a period of
                                                adjustment to build up skills
                                                Arrange for health monitoring where necessary.

     Information relating to manual handling can be found in the following:
           Code of Practice for Manual Handling OSH, Department of Labour and ACC
           Manual Handling Hazard Control Record (Worksheet, OSH and ACC)
           Manual Handling: A Work Book (Department of Labour)
           Helpful Advice on Managing Your Acute Low Back Pain. (ACC)
           Active and Working. (National Health Committee and ACC)
           Acute Low back Pain Management (National Health Committee and ACC)

       Courses are offered by Human Resource Management Division on Manual Handling and Back
       Care. Please telephone extension 4003 for further information.
       The following websites have further information that can be downloaded free and / or

       For further advice, please contact the University’s Health and Safety Coordinator (extension 8039)

Note: While this information aims to provide guidance, it is not possible to deal with every
situation which may be found in the workplace. Therefore, discretion and judgement will be
needed in applying the guidelines.

Human Resource Management Division. February 2004                                             60

        To establish the criteria by which areas are periodically inspected to assess compliance with the
        health and safety management system and to provide the means of assessing health and safety
        performance so that recommendations for continuing improvement may be made.

        These procedures apply to all University activities.

        Managers and/or supervisors are responsible for:
          ensuring that a general health and safety inspection is carried out of the areas under their
           control at intervals, (annually as a minimum and more often where needed). The Office
           Health and Safety Checklist (Appendix H) may be used as a guideline for office areas.
           Appropriate checklists should be developed for Laboratories, workshops etc.;
          encouraging staff members under their control to be involved in the inspection process, and,
           where possible, use different staff on each occasion;
          rectifying deficiencies and concerns identified during these inspections;
          ensuring that staff under their control are made aware of any defects, or hazards detected and
           the remedial actions;
          ensuring the self-inspection records and the associated corrective actions taken are made
           available during the Health and Safety Audit to determine the effectiveness of the inspections
           process; and
          using the findings of the audit as a basis for developing an annual health and safety plan that
           will establish the following:
           -    short term (1 year) and long term (3 year) goals that are realistic and achievable;
           -    objectives and resources based on health and safety requirements and risks identified;
           -    key initiatives or activities that support the goals and have target dates for completion;
           -    continually improving the health and safety systems within their areas of control

        The Health and Safety Co-ordinator is responsible for:
           conducting regular internal health and safety audits in partnership with senior managers and
            Health and Safety Representatives; The audit will assess;
                each element of the University’s health and safety management systems;
                adherence to established procedures;
                the effectiveness of the University’s health and safety program; and
                providing recommendations for continuing improvement in health and safety

Human Resource Management Division. February 2004                                              61

       To provide procedures for baseline and ongoing environmental and personal health monitoring
       where it is required in relation to exposure to any job-related health hazard. The monitoring will
       be appropriate for assessing if an exposure is a significant hazard to health or for detecting
       changes in the individual’s health that are known to be associated with exposure to the particular

       A fundamental goal of any occupational health programme is to prevent occupational disease by
       the elimination of exposures or by their control to levels believed to be safe. Where hazards to
       health exist, they need to be measured, assessed in terms of their significance, and controlled at
       source. The Health and Safety in Employment Act requires that when there is a significant hazard
       that cannot be eliminated or isolated, an employer must, in addition to minimizing the hazard,
       a) the exposure of the employee to the hazard; and
       b) with the employee’s consent, their health in relation to exposure to the hazard.

       Monitoring may involve environmental measurements (e.g. air or dust sampling, sound levels etc.)
       or direct health monitoring of individuals (e.g. blood, urine, lung function tests).

       When environmental monitoring is carried out it is important to ensure that:
       i) all samples are representative of the process under investigation;
       ii) the method of sampling is appropriate;
       iii) the standards against which any results are assessed are appropriate; and
       iv) the interpretation applied to the results is appropriate.

       Health monitoring may be required for the following staff members:
       i) where there is an identifiable disease or health effect that may be related to the exposure;
       ii) where there is a reasonable likelihood that the disease or health effect may occur under the
            particular conditions of work; and
       iii) there are valid techniques for detecting the indicators of the disease or effect.

       In some cases it may be appropriate for health monitoring to be carried out for students (e.g.
       graduate students working in research laboratories).

       Monitoring is action taken to determine the current state of a workplace, or staff member in
       relation to a hazard. Examples of the types of hazard that can be monitored would include:
       Physical agents -        noise, vibration, ionizing and non-ionising radiation, ergonomic factors;
       Chemical agents -        gases, vapours, dusts, liquids (e.g. organic solvents, lead);
       Biological Agents-       micro-organisms, (e.g. bacteria viruses and fungi), animal products or
                                samples, some plants.

       Workplace Exposure Standard (WES) means any exposure listed in the Workplace Exposure
       Standard publication currently available in New Zealand. Workplace Exposure Standards are
       defined for both short-term effects (WES ceiling and WES short term exposure limits) and long-
       term effects (WES time weighted average limits).

       Health and Safety in Employment Act (1992), Regulations (1995) and Amendments.                NZ
       Government, Wellington, NZ
       Approved Code of Practice for the Management of Substances Hazardous to Health in the Place of
       Work. OSH Service of the Department of Labour, Wellington, 1997

Human Resource Management Division. February 2004                                             62
       Guidelines for Workplace Health Surveillance OSH Service of the Department of Labour,
       Wellington, 1997
        Workplace Exposure Standards and Biological Exposure Indices for New Zealand. Department
       of Labour.

       AS/NZS 2243.3 2002 Safety in Laboratories Part 3. Microbial Aspects and Containment Facilities
       Health and Safety Policies and Procedures Manual. University of Waikato, 2002;
           Section 1           Accountability;
           Section 2.3         OOS Prevention;
           Section 3.5         Hazard Management;
           Section 3.6         Infectious Diseases Commitment Statement,
           Section 3.7         Management of Hazardous Substances.

       Line Managers (e.g. Chairpersons, Heads of Departments) are responsible for implementing
       hazard management procedures in every work area under their control, (as outlined in Section 1 of
       the University’s Health and Safety Policies and Procedures Manual). Where appropriate,
       environmental and health monitoring must be included as part of those responsibilities.

       Note: Environmental and/or personal health monitoring should be included in the “Control”
       column on the standard form for the University’s Hazard Management documentation when
       appropriate for each work area.

       Where a work activity or process involves substances hazardous to health (i.e. cadmium, inorganic
       arsenic, isocyanates, lead, mercury, 4,4-Metylene bis (2-chloroaniline), organophosphate
       pesticides and electroplating involving chromium or cadmium), then the OSH “Approved Code of
       Practice for the Management of Substances Hazardous to Health in the Place of Work” should be
       followed. The supporting booklet, “Guidelines for Workplace Health Surveillance” should also be
       followed where the assessment indicates a requirement for personal health monitoring.

       Where there is any potential for exposure to micro-organisms or other biological risk materials,
       AS/NZS 2243.3 (2002) should be consulted to determine the potential pathogenicity of the
       organism or material and ensure that the relevant work procedures are known and followed.

       Where a workplace activity involves other known hazards to health, then the line manager (e.g.
       Chairperson, Head of Department) is responsible for arranging for any environmental monitoring.
       The results must be documented and the results made known to staff members (and students) who
       may be exposed to that hazard. The OSH publication “Workplace Exposure Standards” contains
       the recommended guidelines for assessing the adequacy of measures taken to limit exposure to
       approximately 600 airborne substances in the workplace. It is important to note that in most
       situations the aim should be to achieve levels of exposure considerably below the Workplace
       Exposure Standards.

       Where an assessment has established that there is a significant hazard to health that cannot be
       eliminated or isolated, then health monitoring will be required. Health monitoring may be
       achieved through pre-employment procedures and ongoing monitoring.

       Pre-employment procedures.
       Line managers are responsible for:
          checking the information provided in the “Application for Employment” form to assess if
           potential staff members have stated that they are physically and medically fit to perform the
           duties for which they have applied before the appointment is finalized. If further pre-
           employment health screening is required, managers will consult their Human Resource

Human Resource Management Division. February 2004                                            63
            Advisor. A request for a baseline test in relation to a particular hazard may sometimes be
            warranted, e.g. hearing loss.

       Ongoing Monitoring
       Line managers are responsible for:
          taking a precautionary approach and monitoring that the correct procedures are being
           followed. For example, where exposure to infectious micro-organisms is likely, and if an
           appropriate vaccine is available, then vaccination may be required (see the Infectious
           Diseases Commitment Statement);
          asking employees about discomfort (e.g. when using computers for long periods as per
           Section 2.3 of the Health and Safety Policies and Procedures Manual) or in relation to manual
           handling tasks such as lifting, bending etc.). Responses should be recorded for future
          following up accident and incident reports and investigations;
          providing for medical tests by a suitably qualified external provider and recording the results.
           This would apply for the following:
           -    audiometry (for staff exposed to noise levels above 85dBA or those required to wear any
                form of hearing protection);
           -    eyesight tests (for staff exposed to visual hazards);
           -    spirometry, other lung function tests or chest X-ray (exposure to welding fume, oxides of
                nitrogen, substances associated with occupational asthma or exposure to asbestos dust);
           -    blood tests (exposure to hazardous substances that are detectable in blood, exposure to
                animal bites or urine, or exposure to ionizing radiation. If particularly pathogenic micro-
                organisms are used it may be necessary to store a pre-exposure serum sample to use as a
                reference should serious infection occur);
           -    urine tests (for those exposed to hazardous substances detectable in the urine, e.g.
                arsenic, n-Hexane, MEK, mercury);
           -    other tests where appropriate in relation to the identified hazard e.g. diving; and
           -    following a critical incident, or at the time of termination of employment (where

       Where there is a current Workplace Exposure Standard, environmental monitoring is carried out to
       ensure that the controls for any significant hazard to health are effective (i.e. there will be freedom
       from adverse health effects).

       Employees at risk from workplace hazards to health are monitored to establish that workplace
       hazard controls are effective. The information relating to exposure, work and medical history, and
       signs and symptoms of exposure will be collated and interpreted by a person who has an
       understanding of both the work activities and occupational health practice (usually a medical
       practitioner with experience in Occupational Health, or an Occupational Health Nurse). The
       Health and Safety Co-ordinator will be provided with the results of all tests (to be kept on the
       individual’s personal file). Where an abnormal result indicates that a hazard control is not
       effective, then the result may be used (with the informed consent of the individual) as a basis for
       improving the hazard control mechanism.

       Each person who participates in environmental or health monitoring will be fully informed of the
       results of the tests that relate to their work.

       Note: The OSH publications may be downloaded free from the OSH site at

Human Resource Management Division. February 2004                                                 64

       A safe and healthy working environment depends on many factors. One of the more important
       factors in the University is the selection of correct office furniture and equipment. A well-
       designed workstation can maximise efficiency, safety and health. People responsible for selecting
       and purchasing such items should systematically evaluate chairs, workstation desks and visual
       display units (VDUs).

       The University is committed to selecting and purchasing workstation furniture and equipment that
       meet the minimum standard outlined in the OSH "Approved Code of Practice for the use of Visual
       Display Units in the Place of Work." Computer monitors, keyboards and pointing devices will
       also meet current accepted international standards.

       The University is setting in place procedures to provide equipment for all staff that meets the
       requirements of a recognised standard. Where new or refurbished facilities for students are
       designed, the same principles apply.

       The 1995 the "Policy and Procedures for Preventing and Managing Occupational Overuse
       Syndrome" and the OSH "Approved Code of Practice (COP) for the Use of Visual Display Units
       in the Place of Work" were added to the University's health and safety documentation. The policy
       and procedures have been updated in Section 2.3 of this manual and a copy of the COP is held in
       most Departments. Both refer to a required standard to be met when selecting and purchasing new
       equipment. However there is evidence that in some cases approval is given for substandard
       furniture, often on the grounds of budget constraints. Such constraints are often more imagined
       than real, especially when the possible consequential costs, (ACC levies, staff absences etc.) of
       buying inappropriate furniture are taken into account.

       At present the Purchase Order has a statement that suppliers must comply with the Health and
       Safety in Employment Act, but there is nothing to alert those who are ordering furniture to the
       requirement for a minimum standard to be met.

         Deans, Directors, the Librarian and all other staff responsible for selecting or purchasing
          computer workstation furniture and equipment should check that such equipment meets the
          minimum standard below.

           The Health and Safety Co-ordinator and the Purchasing Officer will provide information
            about appropriate suppliers and resources to those responsible for the purchase of workstation

           In the case of computer equipment such as monitors, keyboards and pointing devices,
            Information and Technology Services (through Campus Computers) are responsible for
            providing equipment that meets current international health and safety standards.

       It is recognised that the statement on required standards in the policy statement on OOS
       prevention has been in place since early 1995, and therefore the budget for the replacement of
       such equipment should be well established by now. However it is also recognised that it is not
       possible to address the needs of every individual at once and consequently priorities will need to
       be established. New equipment and/or furniture should be provided in the following cases:

Human Resource Management Division. February 2004                                               65
           where a staff member is experiencing OOS type symptoms and has non-adjustable
           where furniture has failed, (e.g. a chair has been broken or damaged); or
           where an assessment has revealed unsafe equipment.

       In the short term temporary measures may be appropriate. For example if the desk is too high a
       footstool could be provided, or the desk legs could be shortened. If there is no allowance for a
       keyboard in an L shaped desk, a "desk-bridge" could provide an acceptable alternative.

       The variables of height and reach will need to be taken into account when equipment is purchased.
       Having said this, it is best to select equipment and furniture that will meet the needs of a wide
       range of employees.

       In order to ensure minimum standards are met the following guidelines are provided. Where there
       is any doubt, reference should be made to the "Approved Code of Practice for the Use of Visual
       Display Units in the Place of Work".

       Standard Issue Furniture and Equipment

       Chair: Office chairs should have:
           an adjustable backrest, (height and angle);
           a cloth covered seat and back;
           a curved front edge;
           adjustable height, (preferably a gas operated lift mechanism) ranging from 370-520mm;
           a five star base for stability, and swivel through 360 degrees;
           a seat depth of 360-480mm; and
           aseat pan width of at least 450mm.

          Ideally a computer workstation height should be adjustable, (from 580-730mm). A
          workstation that provides adjustment for the monitor, the keyboard and the work surface
          provides for optimal comfort where several people use the same desk.

            If the height of the desk is fixed, a height of between 670 and 710mm from the floor to the
            top surface of the desk is recommended. A chair that rises high enough for a comfortable
            posture and a footrest should be provided for use at a fixed height desk.

            L shaped desks with a drop down keyboard section provide for flexibility of use. A
            minimum width of 760mm is required for the rise and fall section to provide room for the
            keyboard and the mouse.

            The desktop should be thin, (26-30mm). It should be at least 800-900mm deep from front to
            rear, and a minimum of 1200mm wide where VDU work only is carried out, and 1500mm
            wide for written work.

           large enough to provide variation in foot position;
           sloped with a high friction surface to prevent feet slipping;
           adjustable height (50-185mm); and
           lightweight yet stable.

       VDU Hardware: This should comply with the standard ISO 9241 or similar.
          adjustable brightness and contrast of the display;
          sharp and clear screen images, and easily legible characters displayed;
          no perceptible flicker, swim or jitter on the display;

Human Resource Management Division. February 2004                                            66
            implosion protection on the monitor; and
            adjustable height, eye-screen distance, tilt and swivel.

          separate from the monitor);
          adjustable slope (within 0-15 degrees);
          neutral colour and low reflectivity keys; and
          feedback click to indicate successful keystroke

          size, design and button position to allow for a comfortable relaxed hand position (not
          placed at same level as the keyboard;
          adjustable control/response ratio of mouse movement to screen cursor; and
          similar principles for a trackball, puck or other input devices.

           should not be chosen for continuous work because the small keyboard can cramp the hands
           and it is difficult to get comfortable eye-screen and hand-keyboard relationships
           simultaneously. In some cases it is possible to attach a large screen and full size keyboard to
           the laptop as a solution to this problem.

       Suppliers of workstation furniture or equipment should:
           provide equipment which meets the requirements of a recognised standard;
           comply with the University's minimum standard;
           have a free consulting and training service; and
           be willing to allow a staff member to trial some equipment (e.g. a new chair), for at least a

       These guidelines will be updated regularly by the Health and Safety Co-ordinator and copies
       provided to the Health and Safety Representatives.

       Occupational Health and Safety Service of the Department of Labour, Approved Code of Practice
       for the Use of Visual Display Units in the Place of Work, Wellington, New Zealand, 1995

       University of Waikato, Health and Safety Policies and Procedures Manual
           Section 1     Introduction and Accountabilities
           Section 2.1 Occupational Health and Safety Policy
           Section 2.3 Policy and Procedures for the Prevention of Occupational Overuse Syndrome

Human Resource Management Division. February 2004                                               67

           To assist all staff to understand the causes of stress, and to work together in ways that
            encourage positive responses to work demands.
           To enable staff to identify indicators or symptoms of stress and to assess the extent to which
            they or other individuals are responding positively or negatively.
           To encourage managers and staff to seek information and early assistance in managing their
            own stress in a constructive way.
           To provide information and advice regarding the causes and impact of stress in the work
            situation, and offer some ways for managing stress positively.
           To have procedures for dealing with negative stress or distress effectively.

         "Stress arises when a person's capabilities are overwhelmed by demands"11

         Every day, individuals are confronted with a variety of demands or ‘stressors’. These may arise
         from either personal sources e.g. ill-health, marital discord, family problems, financial uncertainty,
         or from institutional sources e.g. work overload or underload, role conflict, lack of control,
         physical environment. Stressors produce a biochemical response in the body which prepare the
         body to do what is essential during a stressful situation (in preparation for fight or flight).

         The stress response is highly functional and can lead to elevated performance, through
         constructive and creative responses, increased and well directed energy, improved morale and
         motivation, and increased efficiency and effectiveness. Where an individual is exposed to
         demands that are too intense, frequent or chronic, the stress response can create unhealthy,
         destructive outcomes e.g. cardiovascular disease or depression.

         There are wide individual differences in the way we each respond to stressors, and therefore the
         optimum stress load that maximizes performance varies by individual and by task. (The Yerkes-
         Dodson Law refers to the fact that performance increases with increasing stress loads up to an
         optimum point, and when the stress load becomes too great, performance decreases).

         Some common signs of stress in individuals are:
           headaches, feeling tired, or having difficulty sleeping;
           worrying a lot, feeling anxious and tense for no explained reason;
           having difficulty concentrating, finding it hard to make decisions;
           lower level of confidence, making mistakes, forgetting things; or
           feeling impatient and irritable, drinking more alcohol, smoking more.

         "Stress is inevitable: distress is not"12


         Stress may arise from both personal and organizational sources. The University clearly has a
         degree of control only over the latter, and these guidelines provide a framework for stress
         management in the workplace. Staff experiencing stress for personal reasons, however, may also
         benefit from the information outlined here.
         While stress may occur among both staff and students, these guidelines are concerned with the
         University's responsibilities as an employer towards its staff.
         Organisational stressors can be grouped into four categories.

     Professor Michael O’Driscoll
     Quick J.C., Quick J.D., Nelson D.L., & Hurrell Jr J.J., Preventive Stress Management in
     Organizations 1997
Human Resource Management Division. February 2004                                                  68
           Physical – the physical environment in which one works eg temperature, office design, noise,
            lighting etc.
           Task – the nature of the work itself, the specific activities assigned to the employee e.g.
            reception, budget management.
           Role – the expectations that others have of one’s role and its function within the organization
            e.g. conflicting or ambiguous expectations.
           Interpersonal – the social, personal and working relationships that exist.

        What can the University do?
          Provide training and information for managers and supervisors in effective management
           practices and styles, covering the nature of stress, and promoting responsible prevention and
           rehabilitation attitudes towards it.
          Make seminars available to staff to enable them to identify indicators of stress in themselves
           and others and to manage it effectively.
          Where appropriate, give consideration to adjusting the physical environment, the workload,
           task design, pacing of work and work schedules to alleviate significant stress/distress for an
           individual, in full consultation with the individual concerned.
          Continue to make available free specialist counselling for staff through the EAP programme
           regardless of whether the stress is work related or personal.
          Encourage positive attitudes to personal health through discounted access to the UniRec
           Centre staff and facilities.
          Provide up to date and accessible information on stress.

        What can you do as a manager?
           Allow staff to participate in collaborative decision-making.
           Allow staff to exercise as much autonomy and control as is practical.
           Provide training to enable work to be done most effectively.
           Provide accurate, fair, and prompt feedback on performance – praise staff for work well done.
           Consider job design, job descriptions and performance targets with the aim of reducing
            unnecessary stressors.
           Consult with employees to identify stressors in the workplace.
           Promote activities that make the workplace healthier, more stimulating, and more fun.
           Carefully match people to jobs by considering their individual skills, capabilites and needs.
           Attend training or information seminars in effective management practices.

        Early Intervention
           Act immediately if a staff member seems overly stressed – do not ignore the signs.
           Explore whether their stress is in any way job related, discuss ways of alleviating it in the
            short term initially, and then focus on the sources of stress to consider long term solutions.
           Short term solutions could include sharing tasks amongst other staff, taking leave, or
            adopting flexible or reduced hours.
           Long term solutions should aim to eliminate or minimise the cause of stress where possible –
            the preventative strategies outlined above should be used.
        “People are often able to flourish in stressful, demanding careers if they feel valuable and
        appreciated and that their work has significance. They may burn out when their work has no
        meaning and stress constantly outweighs supports and rewards.”13

        What can you do as a colleague?
          Listen attentively with care and empathy if a colleague confides in you.
          Try to talk with your colleague if you believe he or she is very stressed; or
          encourage your colleague to talk with his or her manager or a sympathetic friend.
          Let your colleague know about possible options for helping themselves:

     Pauline McKernan, EAP Counsellor Hamilton
Human Resource Management Division. February 2004                                              69
            - referral to EAP for professional counselling;
            - seminars for staff on stress management and individual relaxation techniques; and
            - discuss sources of work related stress with manager (if possible and appropriate).

       What can you do for yourself?
         Manage your time so you work on the most important tasks.
         Take regular, necessary breaks during the day.
         Take your annual leave.
         Realistically prioritise your tasks .
         Discuss the issues that are causing you stress with your manager along with any suggested
         Seek advice and help from others – talk to partners, friends, colleagues, or your manager if
         Learn a relaxation technique – and allow yourself time to use it.
         Exercise - consider having a UniRec Centre health and exercise consultation.
         Consider professional counselling through the EAP programme.
         Cut down on stimulants (especially caffeine) and depressants (especially alcohol).
         Use the ‘Procedure for Resolving Employment Related Problems’ if industrial relations
          matters are the cause.
         Put some fun in your life – laughter is the best medicine!

         Stress should be recognized as a potential psychological hazard and managed within the
          University’s current arrangements for health and safety. Consider stress where appropriate
          within hazard reviews and audits, and in particular during periods of restructuring, changing
          employment conditions, or conflict.
           Managers will be offered training to help them identify and control negative stress within
            their areas of responsibility. Such courses may include communication skills, conflict
            resolution, and/or managing change.
           Managers should regard institutional features that create stress as problems to be reported to
            senior managers in the same way as any other significant problem which cannot be resolved
           Staff will be encouraged to attend stress awareness and management courses, or specific job
            related courses so they are better able to handle the pressures they encounter, even though
            their stress response may not yet be affecting their performance at work or impacting on their
            personal well-being.
           Where problems have developed, staff and managers are encouraged to use the Employee
            Assistance Programme (see separate EAP Policy). The University’s Harrassment Policy
            should be used if harassment is the underlying source of the distress.
           These guidelines are available to all staff on line at:

       The information provided here is of a general nature. More specific assistance and advice can be
       obtained from your Human Resource Advisor, the Health & Safety Coordinator, or through
       contacting the Employee Assistance Programme.

Human Resource Management Division. February 2004                                              70

       To define responsibilities and procedures for the training and development of staff members in
       relation to health and safety. The procedures are designed to provide a means for enabling new
       and current staff members to carry out their designated duties without significant risk to their own
       health and safety, or that of other staff members or students.

       These procedures apply to all University activities.

       Senior and line managers are responsible for:
          identifying the health and safety training requirements for all tasks within their area of
           responsibility, determining the required levels of competency, and ensuring the training is
           completed, especially during induction processes. The Human Resource Development
           Advisor is available to provide advice;
          ensuring that no person employed within their area of responsibility is required or allowed to
           carry out work for which they have not been properly trained, (or for which they are not
           continuously supervised by a person who has been properly trained). Properly trained means
           having undergone a process of showing the staff member how the task is to be carried out.
           The training must also include emergency procedures, and how hazards inherent in the task
           are to be minimised both for that staff member, and other staff members not involved directly
           in the task; and
          evaluating training effectiveness at the time of performance review.

        Staff members are responsible for:
           not carrying out any hazardous task for which they know they have not been formally trained,
            or for which they are not properly supervised.

       The Human Resource Development Advisor is responsible for:
          providing assistance to managers in identifying staff development and training needs, training
           the trainers, providing relevant centralised health and safety training activities, and
           maintaining a system for record keeping; and
          maintaining a bring-up reminder facility for recurring training or certification requirements;

       When a position becomes vacant, managers carry out a job analysis to assess if there is a need for
       incorporating safety practices and attitudes into the position description.

       At recruitment, interviewers, (or the line manager where appropriate), assess the interviewee’s
       prior knowledge of health and safety, and the required skills and attitudes to safety, and emphasise
       their importance.

       The induction programme covers basic health and safety policies and practices including the
           a general introduction to health and safety;
           an explanation of the employer's duties under the Act and how the University is fulfilling its
            obligations, (including hazard management, designated roles, and the consultation process);
           an explanation of the staff member's responsibility under the Act;
           the University of Waikato Health & Safety Policy Statements;
           accident/incident reporting and investigation procedures including Accident Insurance Claim
            Procedures, and rehabilitation procedures;
           emergency procedures;
           health monitoring procedures, (e.g. hearing or eye tests where applicable); and
           the issue, use and maintenance of personal protective equipment.

Human Resource Management Division. February 2004                                              71
        NOTE The Health and Safety Induction Checklist (Appendix I) may be used as a basis for
        documenting the programme.

6.4.4   Staff participation in the University’s Introductory and other programmes which provide further
        opportunities to learn about health and safety systems at the University, are supported by

6.4.5   Ongoing Health and Safety Training sessions are made available and attended as required, (e.g.
        Hazard Identification, Accident Investigation, First Aid, Stress Management, Emergency

Human Resource Management Division. February 2004                                           72

       In accordance with the University's commitment to providing a safe and healthy workplace, these
       guidelines aim to assist managers to recognise and respond to situations that expose employees to
       heat stress and ultraviolet radiation (UVR).

       The University recognises that in summer many staff members experience oppressive, hot, humid
       and uncomfortable working conditions. Considering current predictions of global warming,
       similar conditions are likely to prevail each summer in the foreseeable future. While such
       conditions do not generally represent a direct health threat, they may increase the possibility of
       accidents, (due to reduced concentration, irritability and fatigue). As well, it is recognised that
       New Zealand has high rates of skin cancer, particularly melanoma. If staff work outdoors without
       taking adequate protective measures, they will be exposed to an increased risk of prolonged
       exposure to sunlight which is a well-established cause of such disease.

       The thermal environment we live and work in is complex, and much is dependent on the
       subjective evaluation of each individual. While work conditions can be created to suit the
       majority of people it is almost impossible to please everyone. Workplace factors that influence
       how hot or cold we feel are listed below.

       Environmental factors:
           ambient air temperature;
           movement of air in the work area;
           radiant heat from surroundings;
           the location of the work (sun/shade); and
           processes or equipment producing heat

       Personal factors:
           type of clothing worn;
           physical effort required for the job;
           body build, weight, age, and state of health;
           use of prescribed medicines, alcohol, or illegal substances such as cannabis; and
           requirement for protective clothing

       Heat stress occurs when the body is absorbing heat faster than the body can cool down. It can
       result in non life-threatening medical conditions such as dehydration or heat exhaustion, and life-
       threatening conditions such as hyperthermia (a rise in core body temperature.) If work is carried
       out with appropriate clothing, with no heat source other than the sun, and there is only light to
       medium physical activity, heat stress is unlikely.
       Key Principles for managing work in hot conditions are as follows:

          in most circumstances the normal hazard identification and control (elimination, isolation,
           minimisation) procedures should take place, particularly where staff are working in plant
           rooms, in ceiling spaces or in workshops;
          when, in the opinion of the senior manager, conditions have become overly oppressive, the
           senior manager will have the discretion to allow staff to carry out their work in another
           location, or, if that is not feasible, to cease work for the rest of the day. It is not practicable to
           define a specific temperature range for indoor work because temperature alone will not
           necessarily be the deciding factor. Other conditions such as humidity, air speed, radiant heat
           from equipment or surroundings, physical activity, and the preceding duration of hot weather
           conditions should also be taken into account; and
          where essential or emergency work must continue in hot conditions, line managers should
           closely monitor the situation and arrange for adequate rest breaks and cool drinks.
Human Resource Management Division. February 2004                                                    73
          managers should apply the usual hazard identification and control procedures as above;
          when ambient temperatures are over 30 degrees Centigrade, outdoor work should be carried
           out in shaded areas. Where possible, outdoor work in the direct sun should be scheduled
           before 11am and after 3pm in the summer months; and
          at all times in summer (including cool and overcast days) staff working outdoors will protect
           themselves against UVR by wearing approved hats, sunglasses and clothing, and applying
           15+ broad spectrum sunscreen. The University of Waikato will provide appropriate hats,
           sunglasses and sunscreen for staff who are required to work outdoors.

       Control measures that can be put into place to reduce the discomfort from heat at work, include
       the following examples:

          when new buildings or alterations to the work area are designed, the New Zealand Standard
           4303; Ventilation for Acceptable Indoor Air Quality (or an equivalent standard) should be
          adequate solar shading to buildings should be considered at the planning stage of any new
           buildings or alterations to existing buildings;
          when heat is generated by equipment (such as in a computer lab with large numbers of
           computers) or where cool temperatures are required for the efficient operation of equipment,
           consideration should be given to a ventilation system. However it should be recognised that
           such systems can also have considerable disadvantages. They require extra maintenance,
           extra energy, and capital replacement over time;
          office equipment that produces heat (such as a photocopier) should be placed in a well-
           ventilated area and should be isolated from normal working areas;
          where there is moisture produced by the work process, extraction ventilation should be used;
          where possible, windows should be opened in the summer months and individual fans used to
           increase free air movement. Provision should be made in departmental budgets for the
           purchase of fans;
          Venetian blinds or curtains can be used to reduce direct sunlight. If a work area is subject to
           morning sun (south-facing offices) staff should lower such blinds or close the curtains when
           leaving in the evening. If an office faces west and gets the afternoon sun, the room can be
           shielded from direct sunlight by having Venetian blinds lowered but left open;
          before going on leave, it is best to close blinds or curtains so that solar gain and heat build up
           within the premises are reduced;
          where the office is situated on an upper floor, windows with restricted openings that are not a
           security risk, may be left open at night;
          some heat gain can be prevented by working with room lights off;
          working with the room door open helps with cross ventilation within the premises,
           particularly where offices occupy the cooler (south facing) areas. Fire or smoke control doors
           should not be wedged open;
          heat build up can be minimised and energy savings made by switching off lights and
           computer screens when away from the office during the day for any period; and
          plentiful cool drinks are recommended

       NOTE: Before relocating or purchasing heat producing processes or equipment, adequate
       precautions must be taken to deal with the heat produced. Staff from Facilities Management
       Division (FMD) are available to assist at the planning stage. If there are any problems with
       heating or cooling systems, standard procedures for contacting FMD staff through the front office
       at extension 4001 should be followed.

Human Resource Management Division. February 2004                                                74
          where the job involves some work that does not have to be done outside, the risk of excessive
           exposure to UVR can be reduced by organising work in the direct sun to be scheduled before
           11 am and after 3pm in summer months;
          whenever possible use should be made of natural shade or shade from a canopy or screen;
          suitable UVR protection including sunhats, sunglasses, and 15+ broad spectrum sunscreen
           should be worn;
          loose fitting, light coloured cotton clothing is reasonably effective in screening out UVR
           while at the same time allowing ventilation and unrestricted movement; and
          plentiful cool drinks are recommended.

       REFERENCES (held by the Health and Safety Co-ordinator (ext 8039 or email j.dawkins).

       The Occupational Safety and Health (OSH) Service of the Department of Labour. Guidance notes
       for the Protection Of Workers from Solar Ultraviolet Radiation. Department of Labour, June

       The Occupational Safety and Health (OSH) Service of the Department of Labour. What You Need
       To Know About Temperature In Places Of Work. Information sheets, Department of Labour,
       December 1997

Human Resource Management Division. February 2004                                            75

Appendix A Record of Accident/Incident/Serious Harm

Human Resource Management Division. February 2004     76
 The University of Waikato
 Private Bag 3105
 Hamilton, New Zealand
                                   Record of Accident /Incident/ Serious Harm
 Phone +64 7 838 4003
 Fax +64 7 856 0135

  To be completed by the line manager and injured person and sent to the H&S Co-ordinator, HRMD within 48 hours of the event.
        Is it an:             Accident                        Incident/Near Miss                  Condition (eg OOS)
Surname:……………………………………………………………….                                         Agency of injury:

First Name(s):…………………………………………….…………….                                         Machinery or (mainly) fixed plant
                                                                               Mobile plant or transport
Residential Address:……………………………………….…………
                                                                               Tools, Appliances, Equipment (powered)
                                                                               Tools, Appliances, Equipment (non-powered)
…………….………………………                                                                Chemical or chemical products
Gender:          M          F          Date of Birth…………….                   Material or substance
                                                                               Environmental agency
                                                                               Animal, human or biological agency (not bacteria/virus)
Phone Extension:……………………….                                                     Bacterial or virus
Date of event: ……………………………Time: …………                              am/pm
                                                                          THE INVESTIGATION: Describe what happened. Use an
Date reported:……………………………………………..                                         extra page if necessary.
If OOS – date of visit to doctor:……………………….
Hours worked since arrival at work.…………………                                ………………………………………………………………………
Shift                Day          Evening         Night                ………………………………………………………………………
Location where event occurred: ………………………………………                            ………………………………………………………………………
                                             Block, Level, Room
Occupation or position of injured person:……………………….…..
                                                                          ANALYSIS: What caused the event?
Type of employment:                                                       ……………………………….………………………………………
    Full time       Part time  Student           Non employee         ……………………………………………………….………………
Period of employment:                                                     ……………………………………………………………………….
    1st week        1st month  1-6 months  7 months–1 yr              ……………………………………………………………………….
    1-5 years  Over 5 years
                                                                          PREVENTION: What action has or will be taken to prevent a
Nature of injury or Disease:                                              recurrence?
    No injury                   Superficial                             ….……………………………………………..………………….….
    Sprain or strain            Open Wound                              …………………………………………………………………….…
    Head injury                 Poisoning/toxic effect                  ……………………………………………………………………….
    Fracture, spine             Other fractures                         ……………………………………………………………………….
    Multiple Injuries           Foreign Body                            ……………………………………………………………………….
    Puncture Wound              Internal injury, trunk                  ……………………………………………………………………….
    Chemical reaction           Occupational hearing loss               By whom?………………………………………….……………….
                                                                          By when? …………………………………………………………..
    Burns                       Bruising / crushing
    Mental disorder             Amputation, including eye               Were ACC forms completed?                   Yes      No
    Nerves/spinal cord          Dislocation
                                                                          Has time been lost from work?               Yes      No
    Disease skin                Disease circulatory system
    Disease nervous system  Disease musculo-skeletal system             If yes, how many days?……………………
    Disease digestive system    Disease infectious or parasitic         Line Manager/Supervisor (Name)…………….………………..
    Disease respiratory system  Tumour (malignant or benign)
    Damage artificial aid       Fatal                                                       Signature                    Date

Injured part of body:                                                     Injured Person: ……………………………………………………
    Trunk                         Neck           Head                                      Signature                    Date

    Upper limb(s)                 Lower limb(s)
                                                                          Consent (in the case of an ACC claim)
    Internal organs               Multiple locations
                                                                          I authorise the University’s Claims Manager to obtain medical
Mechanism of Event:                                                       and any other records that are, or may be relevant to this
    Fall, trip or slip          Sound or pressure                       claim.
    Biological factors          Body stressing                          I authorise disclosure to any accident insurer of personal
    Mental Stress               Being hit by moving objects             information and health information held by other parties
    Heat, radiation or energy                                            relating to the claim:
    Chemicals or other substances                                        I authorise disclosure of my health and other information
    Hitting objects with part of the body                                relating to this claim to: my employer, ACC, contracted health
                                                                          or rehabilitation providers, employee representatives.
Was a “Significant Hazard” involved?                Yes      No
                                                                          Injured Person: ……………………………………………………
                                                                                              Signature                    Date
Type of treatment given:           Nil            First Aid
                                   Doctor        Hospital
                                     A Guide to Completing this Report
         For further details see the Health & Safety Policies and Procedures Manual or the url

All workplace accidents, incidents and “Serious Harm”, must be reported on this form. Failure to do so
may result in delaying claims for treatment costs.

Incidents (near misses) do not result in harm to people but they have the potential to do so. Reporting
and investigating incidents gives information that can help prevent accidents.

"Serious Harm" is essentially a work-related injury, illness or condition that will result in admission to
hospital for 48 hours or more or being off work for more than one week.

Conditions such as Occupational Overuse Syndrome (OOS) have the potential to be “Serious Harm”
and therefore should be reported and investigated on this form. Details may be found at the url above.

INVESTIGATION: The line manager / supervisor is responsible for initiating the investigation within 12
                hours of the event.

Description:     Details of the event are helpful in assessing causes and preventative action.

Analysis:        Consider immediate and underlying causes including the work itself, the workplace and
                 the worker. There are usually several factors, e.g. inadequate training, unsafe
                 conditions, unsafe equipment, unsafe acts.

Prevention:      List the ways of preventing the event from happening again. Be specific about who will
                 carry out the action and by when. Any hazard that is identified as the cause of the
                 event must be eliminated isolated, or minimised in accordance with the Health and
                 Safety legislation. Accident reporting on its own will tell you what happened, but it will
                 not tell you how an accident happened, the immediate causes, and, more importantly, it
                 will not tell you how to stop the same accident happening again. Investigation is the key
                 but only if it is aimed at finding the real causes of an accident/incident.

                 Assessing how bad the injury could have been and the chance of it happening again,
                 helps to establish the degree of risk and severity involved.

The line manager / supervisor must sign the form and the injured person should sign it where

How to Make a Claim

     Complete this form (preferably in conjunction with the line manager) and send a copy to the H&S
      Co-ordinator within 48 hours of the event. Your signature consenting to the disclosure of health
      or other information from your doctor or other treatment provider that is relevant to this claim is a
      requirement under the Injury Prevention, Rehabilitation and Compensation Act 2001.

     Seek treatment from a provider of your choice, inform him/her that the University is in the
      Partnership Plan and complete the ACC claim forms. The treatment provider must be a medical
      practitioner if lost time is involved.

     Provide a copy of any completed ACC forms (and a medical certificate if lost time is involved) to
      the line manager and the Health and Safety Co-ordinator as soon as possible.

  This information is collected in order to comply with the Health & Safety in Employment Act 1992 and the Injury
  Prevention, Rehabilitation and Compensation Act 2001. It is held by the Health & Safety Section of HRM and is
  confidential to that Section. In the case of a claim for treatment, it will be made available to the University’s
  Workplace Injury Claims Manager. Statistical information is provided to the Vice Chancellor, senior managers
  and health and safety representatives.
Appendix B
                                           WORK RELATED PERSONAL INJURY CLAIMS PROCESS

                                                                               H&S Co-                                             Injured person
                           Inform line                                    ordinator checks                                         seeks treatment
                            manager,                                          University                                          with a Registered
  Is the                  complete the         Does injury                                             Does
                                                   require                 accident report            injury                         Treatment
  injury                  University’s                                   form, verifies this                                          Provider
  work           YES     accident report       treatment or        YES                               require              NO
                                                  time off                is a work related         time off                        (preferably a
  related?                  form and                                          injury and                                            doctor or GP)
                        forward a copy              work?                                             work?
                                                                           registers claim
                        to the H&S Co-                                                                                              * Injured person
                           ordinator at                                                                                             notifies provider
                              HRM                                                                                                  that University of
                                                                                                                                    Waikato is their
                                                   NO                                                 YES                             work accident
    NO                                                                                                                               injury manager

                                                                                                Injured Person
                                              H&S Co-ordinator             Injured person
Injured person                                                                                  seeks treatment
                                              processes accident          provides a copy
seeks medical                                                                                   with a registered                    Provider sends
                                              report form as per         of the incapacity
   treatment                                                                                    medical practitioner                   all original
                                              University health           certificate to the
                                                                                                and notifies                        documentation to
                                               and safety policy          employer (ACC                                              Health & Safety
                                                                                                provider that
                                                and procedures           45 or ACC 18 for                                             Co-ordinator
                                                                                                University of
                                                                                                Waikato is their
                                                                                                work accident
                       Injured Person                                                           injury manager
Claim referred                                                                                                                  Health & Safety Co-
to ACC for all                                                                                                                    ordinator will:
 entitlements          Employer                                                                                                    * Lodge the claim
                                                                          Employer pays
                                                                                                                                   * Determine cover
                                                                               weekly             In case of injuries          * Inform injured person of
                       Treatment Provider                                 entitlement and      requiring compensation               their entitlements
                                                                          works with line       University payroll will        * Provide claims and case
                                                                            managers to          calculate the weekly           management including a
                                                                           achieve a safe           compensation                proactive return to work
                                                                           return to work                                              programme
Appendix C
                                  REHABILITATION FLOWCHART

                                     Injury/Illness Occurs

                                      Medical Diagnosis

                                                                   Yes               Alternative duties.
                                        Return to work                               Normal duties

                                                                            External Resources
                                                                            Treating Doctor
   Internal Resources
   Immediate Line Manager                                                   Physio/Occupational
   Human Resource Adviser              Initial rehabilitation               Therapist
   H&S Co-ordinator                           meeting                       Specialist
                                                                            Work Injury Claims Manager

                             Regularly review rehabilitation progress

    Alternative duties                                       Unable to return to former position
    Gradual return to work

        Able to return       to                                  Is there suitable alternative
        former position                                          employment within the

                                                                 Yes                       No

                                              Return to workplace                All options explored.
                                              with or without                       Termination of
                                              retraining based on                    employment a
                                              medical and other                     possibility with
                                              professional                        referral to external
                                              recommendation and in                 services and/or
                                              liaison with receiving                    support.
                                              work group.
Appendix D

                                                   Three major actions for Managers

                                                           Follow recommendations from the
                      Training                      Code of Practice for Visual Display Units:              Monitor Symptoms
                                                                 - reasonable workload.
                                                                   - proper equipment.
                                                                     - planned work.
                                                                      - varied tasks.
      New                  Current employees                                                     When a staff member       If a staff member
   employees-             who use computers or                                                   reports early             has ongoing
   within one             who supervise those                                                    symptoms, arrange a       symptoms
    month of              who do - as soon as is                                                 workstation               complete the
      start                   practicable                                                        assessment and            Report of
                                                                                                 report from a trained     Accident /
                                                                                                 assessor, and act on      Incident/Serious
                                                                                                 recommendations           Harm form
    Staff members adjust their own workstation.
    Do simple warm-up exercises and stretches.
       Practice micropauses and other breaks.
             Change position frequently.
                     Vary tasks
                                                                                                       Send to the H&S Co-ordinator. If
                                                                                                       “Serious Harm” is involved, OSH will
                Report symptoms                    Supervisor                                          be informed.
                to line manager
                                                   Staff member
Appendix E


Name of Contractor
Contact person

                                                              Yes No         Comments
         Is there a clear Policy which is signed and

Have health and safety responsibilities been assigned?

      Have       hazards    been   identified      (provide

Have controls been set up for identified hazards?

         Is there a safety inspection checklist?

Is there a system for reporting accidents?

         Is there a system for investigating accidents/

Are emergency procedures developed?

         Are there provisions for
                Induction training?
                Ongoing training?
                Keeping training records?
                Training subcontractors?

Is there evidence that the U of W standard has been
         If not, what else is required

        Health and Safety Co-ordinator                                 Date___________________
Appendix F

Has formal approval for the trip been gained from the head of department?                Yes / No

Have the duties and responsibilities been made clear to the supervisor?                  Yes / No

Have the duties and responsibilities been made clear to all staff/students/visitors?     Yes / No

Have potential hazards been identified and controls put in place?                        Yes / No

Are the procedures for accident/incident reporting clear?                                Yes / No

Are the procedures for dealing with emergencies in place?                                Yes / No

Is appropriate safety equipment available (if required)?                                 Yes / No

Have participants been instructed in the use and care of special equipment?              Yes / No

Have medical conditions such as allergies, asthma, and diabetes been documented
                                                                                         Yes / No
by the supervisor?

Is a qualified first aider included in the party?                                        Yes / No

Is a suitably stocked first aid kit available?                                           Yes / No

Is it necessary to obtain permits for particular activities?                             Yes / No

Has all essential information been made available to all concerned parties?              Yes / No

Has a communication procedure been set up if the field trip is in a "remote area"?       Yes / No

Is a copy of the School of Science and Technology Code of Practice for Health and
Safety available for reference or, alternatively, the Health and Safety Guidelines for   Yes / No
field activities?
Appendix G                                                          HAZARD MANAGEMENT

  Hazard Identification and Analysis                                                                                              Action
             Hazard   Risk    Significant    Practicable    Practicable    Practicable   Controls required (including existing)     Person      Date of   Completed
                      Score    Hazard?      to eliminate?   to isolate?   to minimise?                                            Responsible   Action       by
                                Yes/No         Yes/No         Yes/No         Yes/No
Appendix H
                                OFFICE HEALTH AND SAFETY CHECKLIST

Name                                             Office                     Date

                                                               Y       N      COMMENT ON
                                                          ES       O       ACTION NEEDED
Is your office furniture and equipment arranged to
minimise risks, (e.g. knocking into protruding
window catches)?

        Are cables/cords placed so people cannot
trip over them?

Is the office adequately lit?

        Is the heating/ventilation adequate?

Is the file/storage area adequate?

       Are bookshelves attached to the wall
and/or secure?

Are passageways clear and unobstructed?

       Do you know who the designated staff
members are for first aid, fire warden and
building warden responsibilities?

Is the first aid box fully stocked?

        Is the need for heavy lifting eliminated?

If you use a computer have you attended the OOS
Awareness training?

       If you have OOS-type symptoms, is your
supervisor monitoring them?

Does your workstation equipment meet the
University standard? (See Section 3 11)

        Do you feel you are affected by workplace
stressors that are not being addressed?

Are other identified hazards controlled (elimination,
isolation, or minimisation)?

        Please indicate the approximate age of the
chair (if known) the type of chair, its condition
(good/adequate/poor) and comfort factor (very
comfortable/ satisfactory/uncomfortable).
Appendix I
                             HEALTH AND SAFETY INDUCTION CHECKLIST

As part of the Introductory process the University has provided the following health and safety
information. Some of it is available in pamphlets and in other written information in your “sign-on
pack”. Your line manager is responsible for providing you with specific information on health and
safety matters related to the Department or Centre where you work.

The University has a Health and Safety Policies and Procedures Manual that is available on line at

Senior Managers and Health and Safety Representatives hold a hard copy of the manual.

Emergency procedures                              Pamphlet and Induction presentation

      Employer responsibilities             and Section 1 H&S Policies and
designated roles                         Procedures Manual and on line
Employee responsibilities                Section 1 H&S Policies and
                                         Procedures Manual and on line
      Process for H&S Representation            Line manager/Supervisor
and the role required
Employee/management consultation process Line manager/Supervisor
      Hazard        identification  and         Pamphlet and on line

Accident reporting                                Pamphlet and on line

       Work injury Claims Process                        Handout and on line

Rehabilitation process                            Handout and on line

      Personal Protective Equipment –        Line manager/Supervisor
use and maintenance
Occupational Overuse Awareness        Presentation and handout.

       I ……………………………………….have been provided with and understood
                (staff member’s name)

       information on the items above.

       Signed………………………………..                            Signed………………………………….
       Human Resource Development Officer                     Staff member


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