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OHS Systems Audit Pro Forma – 2009 For Schools Directorates Centres and the VC’s Office Guidelines for the Completion of OHS Audits by wxd13609

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									                           OHS Systems Audit Pro-Forma – 2009
                           For Schools, Directorates, Centres and the VC’s Office



Guidelines for the Completion of OHS Audits:
   1. The OHS Systems Audit Pro-Forma follows the format of the University’s OHS Management System (OHSMS). Refer to the OHS website for all
      relevant reference material: www.ballarat.edu.au/ohs/manual_index.shtml.
   2. OHS Systems Audits should be conducted by the OHS team in consultation with School/Directorate/Centre Management, their staff, and the local
      Health and Safety Representative(-s).
   3. Schools/Directorates should be informed of the audit process indicating audit structure, advise on documents to refer to, and guidance on the type
      of questions to be asked
   4. Schedule a pre-audit briefing with the Head of School/Directorate/Centre and debriefing to outline the audit finding. (During the audit briefing
      explain the process and desired outcomes of the audit).
   5. Schedule appointment times with key staff (HOS, Directors, Managers, Team Leaders, Supervisors, HSRs) and arrange for all staff to be
      informed of the possibility of random questions/informal meetings
   6. OHS Audit Pro-Forma requires strategic questioning and evidence gathering of the School/Directorate/Centre’s compliance with the OHS Plans.
      Records and examples of findings are to be recorded.
   7. Recommendations for improvements and notation of non-compliance must be recorded
   8. Compliance scoring is weighted according to the University hazard/risk matrix and is scored by the auditor. The greatest significance in terms of
      risk reduction has a weighting of 6 and matters of lowest significance 1. There are elements of the OHS Plan that are not applicable therefore will
      not be included in the scoring. The final total compliance of the applicable components of the OHS Plan is reported as a percentage.
   9. Timely reporting of the findings of the audit should be structured by:
               a. Verbal debriefing to HOS following the completion of the audit
               b. Draft written report (refer to template) delivered to the Head of School/Directorate/Centre within 21 days of audit completion
               c. Feedback of Draft report from HOS
               d. Issuing of Final Report to DVC/VP and HOS, with the responsibility of consulting with staff of audit findings resting with the HOS.
               e. Provide assistance to School/Directorate/Centres in developing and Action Plan to implement audit recommendations
               f.   Offer presentation to School/Directorate/Centre indicating an outline of the findings both positive and negative
   10. Call D. Leclere, Manager – OHS or Tracey Lewis-Jones – Coordinator OHS on ext. 9324 to have any aspect of this OHS Audit process clarified.
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Subject: OHS System Audit Pro-Forma – 2009

                                                               REPORT – OHS AUDIT
PURPOSE
To verify the OHS compliance levels of the (School/Directorate/Centre) with the primary focus on the OHS Plans and evidence supporting
the understanding and implementation of the University Occupational Health and Safety Management System. It should be noted that
compliance with the University’s OHSMS is the minimum standard expected of all Schools/Directorate/Centres and any activity above and
beyond the OHS Plan is encouraged.


STRENGTHS
    XXXX (Element xxxxxx)
    XXXX (Element xxxxxx)




FINDINGS & RECOMMENDATIONS
    XXXX (Finding) (Element xxxxxx)
                                (Recommendation)

    XXXX (Finding) (Element xxxxxx)
                                (Recommendation)

    XXXX (Finding) (Element xxxxxx)
                                (Recommendation)




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SCORING
The School/Directorate/Centre achieved XX% compliance with the applicable components of the OHS Plan.
Compliance scoring is weighted according to the University hazard/risk matrix and is scored by the auditor. The greatest significance in terms of risk
reduction has a weighting of 6 and matters of lowest significance 1. There are elements of the OHS Plan that are not applicable therefore will not be
included in the scoring. The final total compliance of the applicable components of the OHS Plan is reported as a percentage.


eg      2.9 Does the register include up-to-date Material      Check MSDSs                    Full (2) Mixed (1) Nil (0) N/A   Weighting    Total Score
            Safety Data Sheets for all substances                                              COMMENT:                              Factor
            included in it?                                    Check currency < 5 years old                                                       2x5=
                                                                                                                                        5
                                                                                                                                                     10




The RHS team welcome feedback on the audit findings and encourage the
School/Directorate/Centre to contact us for advice or assistance on OHS matters.




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Name of School/Directorate/Centre: ………………………………………………… Date: …………………………
Head of School/Directorate/Centre: ……………………………………………………….
Section 1. EMPLOYEE REPRESENTATION & CONSULTATION
                                                                                                       C. EVIDENCE OF                  Weighting
A. ELEMENT                                                         B. STANDARD                                                         Factor
                                                                                                       COMPLIANCE
1.1. Are all the staff within your                                   Evidence that all staff are      Full (2) Mixed (1) Nil (0)
     School/Directorate/Centre and across all                       covered in DWG with no missed
                                                                                                       N/A COMMENT:                      1
     campuses covered by a Designated Workgroup?                    staff in new or remote locations
       (Refer to www.ballarat.edu.au/ohs/Employee_Reps.shtml)

1.2. Are the names of Health and Safety                              Compare with web                 Full (2) Mixed (1) Nil (0)
     Representatives (HSRs) from within your                         Knowledge of who HSRs are        N/A COMMENT:                      2
     School/Directorate/Centre shown in the official
     record still current?
       (Refer to www.ballarat.edu.au/ohs/Employee_Reps.shtml)

1.3. Are the contact details of HSRs representing your               Check noticeboards               Full (2) Mixed (1) Nil (0)
     staff displayed prominently (eg on notice-boards)
                                                                                                       N/A COMMENT:
                                                                                                                                          1
     within all relevant workplaces?
1.4. Do you make appropriate time allocations in the                 PRPDs                            Full (2) Mixed (1) Nil (0)
     workload of selected members of staff and HSRs                  OHS training                     N/A COMMENT:                      3
     for attendance at safety meetings and relevant
     training sessions?                                              Meeting attendance record

1.5. Does your School/Directorate/Centre hold regular                Meeting minutes                  Full (2) Mixed (1) Nil (0)
     meetings of Health and Safety Improvement                       Attendance records               N/A COMMENT:
     Team(-s) (HSIT) to coordinate OHS activities and                                                                                     4
     consult with staff before implementing workplace
     changes?

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1.6. Does your School/Directorate/Centre induct new                 Review induction process       Full (2) Mixed (1) Nil (0)
     staff (including sessionals) using the Health and              Check personnel records        N/A COMMENT:
                                                                                                                                        4
     Safety Checklist?
1.7. Does your School/Directorate/Centre identify OHS               OHS training needs analysis     Full (2) Mixed (1) Nil (0)
     training needs for staff and provide time allocations            completed or professional
                                                                                                     N/A COMMENT:
     for attendance at relevant training sessions?                    development process identifies
                                                                      relevant OHS training                                             4
                                                                    Evidence of training attendance
                                                                   




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Section 2. HAZARDS MANAGEMENT (Hazard Identification, Risk Assessment and Control – HIRAC)
                                                                                                       C. EVIDENCE OF                  Weighting
A. ELEMENT                                                         B. STANDARD                                                         Factor
                                                                                                       COMPLIANCE
2.1. Has your School/Directorate/Centre implemented                  Sight HIRACs                     Full (2) Mixed (1) Nil (0)
   system to ensure that HIRAC reviews are conducted                 New Plant or Substance           N/A COMMENT:                      5
   for all new activities or new items of plant and                    Checklist
   substances before purchasing?
2.2.    Has the development in consultation with staff of            Check HIRAC schedule             Full (2) Mixed (1) Nil (0)
       a schedule of HIRAC reviews for existing activities           Discuss consultative process                                        3
                                                                                                       N/A COMMENT:
       been completed?
2.3.     Does the HIRAC schedule include the names of                Review schedule                  Full (2) Mixed (1) Nil (0)
       staff members responsible for the various reviews             Discuss with responsible staff   N/A COMMENT:                      3
       and their timing?
2.4.    Has your School/Directorate/Centre implemented               Review reporting system          Full (2) Mixed (1) Nil (0)
       systems to ensure that HIRAC Summary Reports                  Report retained by Safety        N/A COMMENT:                      3
       are sent to the relevant DVC/VP and safety team                 Department
       on a quarterly basis?
2.5.     Does the HIRAC schedule include the                         Review MH risk assessments       Full (2) Mixed (1) Nil (0)
       identification, assessment and control of                     Review knowledge of MH           N/A COMMENT:
       hazardous manual handling tasks, in accordance                  hazards                                                            6
       with regulatory requirements?
                                                                     Review control measures

2.6.     Does the HIRAC schedule include the                         Review noise risk assessments    Full (2) Mixed (1) Nil (0)
       identification, assessment and control of                     Review knowledge of noise        N/A COMMENT:
       hazardous noise exposure, in accordance with                    hazards                                                            3
       regulatory requirements?
                                                                     Review control measures

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                                                                                                     C. EVIDENCE OF                  Weighting
A. ELEMENT                                                         B. STANDARD                                                       Factor
                                                                                                     COMPLIANCE
2.7.     Does your School/Directorate/Centre ensure that             View audiometric testing       Full (2) Mixed (1) Nil (0)
       staff newly appointed to positions requiring hearing            records                       N/A COMMENT:                      2
       protection (earmuffs/earplugs) receives                       Check supply PPE
       audiometric testing within three months of starting?
2.8.     Has your School/Directorate/Centre developed a              Check register                 Full (2) Mixed (1) Nil (0)
       register of hazardous substances and dangerous                Check currency of register     N/A COMMENT:                      4
       goods, in accordance with regulatory
       requirements?
2.9. Does the register include up-to-date Material                   Check MSDSs                    Full (2) Mixed (1) Nil (0)
     Safety Data Sheets for all substances included in               Check currency < 5 years old   N/A COMMENT:                      5
     it?
2.10. Does the HIRAC schedule include the                            Review DG & HS risk            Full (2) Mixed (1) Nil (0)
     identification, assessment and control of risks                   assessments                   N/A COMMENT:
     arising from hazardous substances and dangerous                 Review knowledge of DG & HS
     goods, in accordance with regulatory                                                                                               5
                                                                       hazards and storage
     requirements?                                                     requirements
                                                                     Review control measures
2.11. Has your School/Directorate/Centre developed                   Review system                  Full (2) Mixed (1) Nil (0)
     systems to ensure that changes in stock levels of                                               N/A COMMENT:                      2
     dangerous goods are communicated to the RHS
     Team?
2.12. Does the HIRAC schedule include a review of                    Review risk assessments        Full (2) Mixed (1) Nil (0)
     possible exposures to dusts, fumes, vapours or
                                                                     Review knowledge of airborne   N/A COMMENT:
     gases (including the airborne by-products of
                                                                       hazards
                                                                                                                                        5
     processes or experiments – eg welding,
     combustion, etc)?                                               Review control measures

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                                                                                                       C. EVIDENCE OF                  Weighting
A. ELEMENT                                                         B. STANDARD                                                         Factor
                                                                                                       COMPLIANCE
2.13. Has your School/Directorate/Centre developed a                 Check register                   Full (2) Mixed (1) Nil (0)
     register of items of plant, in accordance with                  Check currency of register       N/A COMMENT:                      4
     regulatory requirements?
2.14. Does the HIRAC schedule include the                            Check hazard knowledge –         Full (2) Mixed (1) Nil (0)
     identification, assessment and control of risks                   guarding, emergency stops,      N/A COMMENT:                      5
     arising from items of plant, in accordance with                   registration, etc
     regulatory requirements?
2.15. Has your School/Directorate/Centre developed a                 Check register                   Full (2) Mixed (1) Nil (0)
     register of portable electrical equipment for                   Check currency of register       N/A COMMENT:                      4
     inspection and testing)?
2.16. Has your School/Directorate/Centre elected to                  Evidence of training in          Full (2) Mixed (1) Nil (0)
     have a staff member trained in the inspection and                 personnel file                  N/A COMMENT:
     testing methods for portable electrical equipment,              Sight contractor’s procedures                                       5
     or made arrangements for contracting out the
     service?
2.17. Has your School/Directorate/Centre reviewed its                Review knowledge of University   Full (2) Mixed (1) Nil (0)
     procedures for student excursions to ensure                       procedure                       N/A COMMENT:                      3
     compliance with the University Procedure?                       Review the School/Directorate/
                                                                       Centre use of the procedure
2.18. Has your School/Directorate/Centre identified the              Hazards identified               Full (2) Mixed (1) Nil (0)
     other items of legislation governing relevant                   Procedures developed to          N/A COMMENT:
     aspects of its operations (eg radiation safety, food              ensure compliance                                                  4
     safety, etc) and implemented compliance
     measures?



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Subject: OHS System Audit Pro-Forma – 2009
2.19. Has your School/Directorate/Centre evaluated                        Risk assessment completed        Full (2) Mixed (1) Nil (0)
     the risks and identified the precautions required for                Control measures implemented     N/A COMMENT:                      4
     the presence of children in its activities or
     premises? (Refer to:www.ballarat.edu.au/ohs/Chld_Gdln.doc)

                                                                                                            C. EVIDENCE OF                  Weighting
A. ELEMENT                                                              B. STANDARD                                                          Factor
                                                                                                            COMPLIANCE
2.20. Has your School/Directorate/Centre evaluated                        Knowledge of guidelines          Full (2) Mixed (1) Nil (0)      4
     risks associated with work-related road travel in                    Evidence of risks communicated   N/A COMMENT:
     accordance with the University’s guide? (Refer to:                     to staff
       www.ballarat.edu.au/aasp/staff/ohs/internal/Driving_Guide.pdf)



2.21. Has your School/Directorate/Centre implemented                      Knowledge of induction           Full (2) Mixed (1) Nil (0)      6
     the University’s Contractors Induction? (Refer to:                   Evidence of implementation       N/A COMMENT:
       www.ballarat.edu.au/aasp/staff/ohs/internal/Contractors.doc)

2.22. Has your School/Directorate/Centre implemented                      Knowledge of procedure           Full (2) Mixed (1) Nil (0)      6
     the provisions of the Work at Height/Fall                            Evidence of use of Permit        N/A COMMENT:
     Prevention procedure? (Refer to
       www.ballarat.edu.au/ohs/WAH~Proc.shtml)                            Work at height activities are
                                                                            identified
2.23. Has your School/Directorate/Centre implemented                      Knowledge and completion of      Full (2) Mixed (1) Nil (0)      4
     the provisions of the Bullying Prevention                              guidelines                      N/A COMMENT:
     guidelines?                                                          Evidence of control measures
                                                                            being implemented




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Subject: OHS System Audit Pro-Forma – 2009

Section 3. Incident and Emergency Management
                                                                                                        C. EVIDENCE OF                  Weighting
A. ELEMENT                                                         B. STANDARD                                                          Factor
                                                                                                        COMPLIANCE
3.1. Has your School/Directorate/Centre determined                   Risk classification evident       Full (2) Mixed (1) Nil (0)
     the Area Classifications of all areas and activities,                                              N/A COMMENT:
     in accordance with the University OHS Procedure -                                                                                     2
     First Aid Services? (Refer to:
       www.ballarat.edu.au/aasp/staff/ohs/FA_Services.shtml)

3.2. Do the numbers of University First Aiders* and first            Correct classification            Full (2) Mixed (1) Nil (0)
     aid kits in your School/Directorate/Centre meet the
                                                                     Adequate number of first aiders   N/A COMMENT:
     requirements of the University procedure, including                                                                                   3
     for excursions & other "unusual" circumstances?                 Compare with web
       *(Refer to: www.ballarat.edu.au/ohs/UFA_Rcrd.xls)

3.3. Is your School/Directorate/Centre aware of the                  Knowledge of procedure            Full (2) Mixed (1) Nil (0)
     system implemented within UB for the                                                               N/A COMMENT:                      1
     replenishment of FA kits, and do you ensure that
     kits are checked regularly (eg monthly)?
3.4. Has your School/Directorate/Centre implemented                  Review system                     Full (2) Mixed (1) Nil (0)
     systems to ensure that First Aid Report forms are                                                  N/A COMMENT:                      2
     completed and included in the quarterly report to
     DVC/PVC?
3.5. Are the names of Area Wardens/Deputies shown                    Compare with web                  Full (2) Mixed (1) Nil (0)
     in www.ballarat.edu.au/ohs/Emerg_Control_Pers.shtml and are
                                                                     Knowledge of who                  N/A COMMENT:                      3
     staff members of your School/Directorate/Centre
                                                                       Wardens/Deputies are
     still current?




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Subject: OHS System Audit Pro-Forma – 2009
3.6. Has your School/Directorate/Centre developed                   Currency of LEIs                  Full (2) Mixed (1) Nil (0)
     and implemented Local Emergency Instructions                   Recognition of hazards/specific   N/A COMMENT:
     (LEIs), including means of initiating evacuations,               instructions                                                        6
     dealing with people with disabilities, chemical
     emergencies, etc?
3.7. Have remote area field trips, overseas                         Review LEIs                       Full (2) Mixed (1) Nil (0)
                                                                                                                                          4
     assignments/travel etc been included in LEIs?                                                     N/A COMMENT:
3.8. Have systems been implemented within the                       Evidence of training              Full (2) Mixed (1) Nil (0)
     School/Directorate/Centre to ensure that all staff                                                N/A COMMENT:                      5
     members (including new ones and casuals) are
     trained in the LEIs applicable to their area?
3.9. Have building evacuation drills as per University              Review schedule (usually on       Full (2)  Mixed (1) Nil (0)
     procedure been planned for 2005?                                 HIRAC)                           N/A COMMENT:                      6
                                                                    Emergency Drill Reports




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Subject: OHS System Audit Pro-Forma – 2009


Section 4. ADDITIONAL INFORMATION & EVIDENCE COLLECTION – Note this information is
collected as evidence of good OHS practices outside of the minimal requirements of the OHS
Management System, Plan and Manual
                                                                                                       C. EVIDENCE OF                  Weighting
A. ELEMENT                                                         B. STANDARD                                                         Factor
                                                                                                       COMPLIANCE
4.1. Are Access controls in place for high risk areas                Access is restricted either by   Full (2) Mixed (1) Nil (0)
   eg. Confined spaces, plant rooms, height access                  lock or barrier
                                                                                                       N/A COMMENT:
   points, chemical storages, vehicles/mobile plant,                 Evidence of a system to ensure
   construction sites (including renovation areas),                 unauthorised access                                                   6
   roadwork areas, electrical stations?
                                                                     Evidence of a system of
                                                                    supervision of staff who work in
                                                                    high risk areas
4.2. Is there a system for managing the use of                       Health and safety requirements   Full (2) Mixed (1) Nil (0)
     contractors to perform maintenance and                            are identified, evaluated and
                                                                                                       N/A COMMENT:
     construction on behalf of the                                     incorporated into all
     School/Directorate/Centre?                                        specifications for services
                                                                     The ability to meet health and
                                                                       safety requirements are
                                                                       reviewed and evaluated in the                                      6
                                                                       selection of contractors
                                                                     Contractor health and safety
                                                                       performance is monitored and
                                                                       review to ensure adherence to
                                                                       University policies and
                                                                       procedures


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Subject: OHS System Audit Pro-Forma – 2009
4.3. Have those responsible for the design of major                 HIRACs are undertaken during        Full (2) Mixed (1) Nil (0)
     works, including new building projects and                       the design stage or when
                                                                                                         N/A COMMENT:
     renovations, identified health and safety                        modifications occur
     requirements?                                                  Competent personnel verify that                                        4
                                                                      designs and modifications
                                                                      meet specified health and
                                                                      safety requirements
4.4. Is the disposal of materials and substances done               There is a process to ensure        Full (2) Mixed (1) Nil (0)
     appropriately?                                                   that materials and substances
                                                                                                         N/A COMMENT:
                                                                      are disposed of in a manner                                           3
                                                                      that minimizes risk of injury or
                                                                      illness
4.5. Is the Universities “Permit For Work” system used              Permits are completed before all Full (2) Mixed (1) Nil (0)
     for all high risk tasks eg, hot work, confined space             high risk tasks are started
                                                                                                      N/A COMMENT:
     entry, work at height, excavation work?                        Permits are completed correctly                                        6
                                                                    Records/permits are issued by
                                                                      competent & authorised
                                                                      person
4.6. Does Maintenance staff (including contractors) use             Staff are aware of                  Full (2) Mixed (1) Nil (0)
     a system of lockouts or tagging of isolations                    lockout/tagging and isolation
                                                                                                         N/A COMMENT:
     when performing routine maintenance or repair                    procedures                                                            6
     work for the School/Directorate/Centre?                        Evidence that lockouts and tags
                                                                      are used




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Subject: OHS System Audit Pro-Forma – 2009
4.7. Is personal protective equipment (PPE) required                Has a HIRAC for the task          Full (2) Mixed (1) Nil (0)
     for any task the School/Directorate/Centre                       identified the requirement to
                                                                                                       N/A COMMENT:
     undertakes?                                                      provide appropriate PPE to be
                                                                      worn
                                                                                                                                          5
                                                                    PPE supplied is maintained and
                                                                      serviceable
                                                                    Staff are trained on how to use
                                                                      the PPE correctly
4.8. Does your School/Directorate/Centre identify OHS               Purchased goods are checked       Full (2) Mixed (1) Nil (0)
     requirements prior to the purchase of goods?                     for conformance to the
                                                                                                       N/A COMMENT:                      4
                                                                      relevant Australian
                                                                      Regulations and Standards
4.9. Are the safety signs (including regulatory, hazard             Signs meet regulatory standards Full (2) Mixed (1) Nil (0)
     and emergency information) within the area that                Signs are appropriately         N/A COMMENT:                        3
     the School/Directorate/Centre occupy displayed                   displayed
     appropriately?
                                                                    Signs are in good order
4.10. Does the School/Directorate/Centre have a system              Documented evidence of          Full (2) Mixed (1) Nil (0)
      to record the training records of staff that operate            training
                                                                                                     N/A COMMENT:
      machinery, plant or any equipment that is identified          System to ensure only                                                6
      as hazardous?                                                   personnel trained in equipment
                                                                      etc operates it
4.11. Has the School/Directorate/Centre developed a                 There is evidence of routine      Full (2) Mixed (1) Nil (0)
      system to ensure that all equipment, machinery                  maintenance
                                                                                                       N/A COMMENT:
      and plant, has routine maintenance according to               A maintenance schedule is
      manufacturer’s recommendations?                                 developed and followed                                              3
                                                                    The maintenance schedule
                                                                      includes OHS devises such as
                                                                      guards and emergency stops

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 CRICOS Provider Number 00103D
Subject: OHS System Audit Pro-Forma – 2009
4.12.                                                              




Name of Auditors: Tracey Lewis-Jones (Coordinator RHS) & Didier Leclere (Manager RHS)



Signatures Auditors: …………………………..………………………………………………………….. Date: …………/…………/…………….




 C:\Docstoc\Working\pdf\28aa1e2d-410d-4b28-9155-96925c4a2c1e.doc                        Page 15 of 15
 CRICOS Provider Number 00103D

								
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