OHS Responsibilities and Legal Requirements Procedure (MPF1190)
- Category: Health and safety
- Review due by: June 30, 2015
- Version: 1
- Approved on: June 28, 2012
- Effective date: June 28, 2012
- Approval Authority: Senior Vice-Principal
- Status: Published
This procedure is made under the Occupational Health and Safety Policy.
This procedure applies to all staff, students, contractors and other personnel at workplaces under the management or control of the University of Melbourne.
1. Overall responsibilities
1.1 The Vice-Chancellor shall report University OHS performance to University Council.
1.2 The Vice-Chancellor shall appoint a member of Senior Executive with overall responsibility for the OHS management system (OHSMS), and to provide performance reports to Senior Executive.
2. General responsibilities
2.1 The Director, OHS and Injury Management must review and assess OHS legislative requirements and University delegations and structures, to establish and document all general OHS responsibilities, authority to act and reporting relationships.
2.2 The Director, OHS and Injury Management must publish general OHS responsibilities, authority to act and OHS reporting relationships for:
- senior (governance) officers
- University of Melbourne senior (executive) officers
- divisional senior (executive) officers
- managers and supervisors
- emergency response personnel
- health and safety advisory/support personnel
- employee representatives
- others in the workplace.
2.3 The Executive Director, Human Resources must ensure that position description templates include reference to general health and safety responsibilities.
3. Specific responsibilities
3.1 The Director, OHS and Injury Management must develop, maintain and publish an OHSMS specific responsibilities matrix, detailing responsibilities for the implementation of each OHS policy and procedure.
4. OHS legal requirements, including licensing, registration and other requirements
4.1 The University of Melbourne will provide staff and students with access to up-to-date OHS legal requirements through the provision of resources including OHS personnel and documentation of relevant requirements.
4.2 The Director, OHS and Injury Management must:
- identify and maintain a current record of all OHS legal requirements relevant to the University
- monitor legislation to identify changes
- ensure that OHSMS documentation (including policies, procedures, guidance material and forms) is amended as necessary to reflect current OHS legal requirements.
4.3 To ensure that OHS legal requirements remain current, the Director, OHS and Injury Management must maintain resources and tools including:
- personnel with designated responsibilities to monitor legal requirements (included in position descriptions)
- participation in professional associations and relevant industry groups
- subscriptions to legal requirements monitoring services.
4.4 The Director, OHS and Injury Management must develop and maintain a matrix that identifies all relevant OHS legal requirements including references to applicable procedures and guidance material.
4.5 The Director, OHS and Injury Management must review the OHS legal requirements matrix upon changes to relevant legislation or at intervals not exceeding three years.
4.6 The Director, OHS and Injury Management must publish OHS licensing and registration requirements relevant to the University’s operations (see Licensing and registration requirements).
4.7 Heads of budget division must ensure these OHS licensing and registration requirements are maintained where relevant.
- Advice topics: Responsibilities of personnel
- Advice topics: Licensing and registration requirements
- Occupational Health and Safety Act 2004 (Vic)
- National Self-Insurer OHS Audit Tool 2.0
- AS/NZS 4801: Occupational Health and Safety Management Systems – Specifications with Guidance for Use
- Information for Senior Officers of Organisations, 1st Ed., WorkSafe Victoria, 2005
- Occupational Health and Safety in Boards, WorkSafe Victoria, July 2006
Contractors or labour-hire employees.
Divisional senior (executive) officer
A person who makes, or participates in making, decisions that affect a substantial part of the organisation (e.g. head of budget division, head of a semi-autonomous body, CEO of wholly owned subsidiary, executive director, head of department/school, general manager or administrative department manager).
Emergency response personnel
Personnel who have been assigned responsibility for emergency response, including: first aid officer, building emergency controller, deputy building emergency controller, floor warden or emergency response team member.
Representatives of employees, including: employee health and safety committee member, elected employee health and safety representative (HSR) or deputy health and safety representative (DHSR).
Health and safety advisory/support personnel
Personnel who have been assigned responsibility for providing health and safety advice and support, including: common services OHS specialists, local OHS practice experts, OHS coordinators, radiation safety officer or biosafety officer.
Manager and/or supervisor
A person who is responsible for planning and/or directing the work of others, including staff, contractors or students (e.g. academic staff members responsible for the supervision of staff and/or students; professional staff members responsible for the supervision of staff and/or students; appointed OHS management representatives).
OHS legal requirements
Acts and regulations (local government, state and Australian Government), standards, codes, industry standards, agreements and other guidance material related to occupational health and safety. Includes licensing, registration and other OHS requirements.
Others in the workplace
Other persons who may be present in the workplace, including: undergraduate student, postgraduate student, client/customer, occupant of University of Melbourne-controlled workplace or visitor/member of the public.
Senior (governance) officer
A person who makes, or participates in making, decisions that affect the whole or a substantial part of the organisation in a governance capacity (e.g. Council members and non-executive board members of auxiliaries and subsidiaries).
Academic or professional staff who are not required to supervise staff or students.
University of Melbourne senior (executive) officer
A person who makes, or participates in making, decisions that affect the whole or a substantial part of the organisation in an executive or management capacity (e.g. Senior Executive Committee members).
The Director, OHS and Injury Management is responsible for the development, compliance monitoring and review of this procedure and any associated guidelines.
The Director, OHS and Injury Management is responsible for the promulgation and implementation of this procedure in accordance with the scope outlined above. Enquiries about interpretation of the procedure should be directed to the Implementation Officer.
This procedure is to be reviewed by 30 June 2015.
9 May 2012
18 June 2012
Merger of two separate procedures:
Senior Vice Principal
28 June 2012
28 June 2012
New version arising from the Policy Simplification Project. Loaded into MPL as Version 1.