participation activities risk assessment handbook

Cur rent as a t Nov ember 2012. Hardcop ies o f th is doc ument a re cons ide red uncont ro l led . P lease re fer t o the PACE for S ta f f in te rnet s i te for l a tes t vers ion .

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Participation Activities

Risk Assessment Handbook


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1. Contents

1. Introduction ............................................................................................................................. 4

1.1. Why is risk assessment and risk management important? ...................................................... 5

1.2. ‘Reasonably practicable’ ......................................................................................................... 5

2. Overview: Risk assessment process in Participation units....................................................... 6

2.1. Key steps in the risk assessment process ............................................................................... 7

2.2. Key focus questions to assist you to assess risk ..................................................................... 7

3. The usual scenario .................................................................................................................. 8

4. Identifying the gaps scenario ................................................................................................... 8

4.1. Indications of possible risk....................................................................................................... 8

4.2. Steps if you are concerned about an answer(s) on the completed Participation Activity Design Form or WHS Check ............................................................................................................ 10

4.3. Risk assessment process in detail ......................................................................................... 10

4.4. Conducting an On-Site Risk Assessment .............................................................................. 14

5. Levels of risk and Approval of the Participation Activity ......................................................... 15

6. Student involvement in risk management .............................................................................. 15

7. Streamlined process for PACE Activities which are not based at the Partner Organisation.... 16

8. Review of the Risk assessment process and Risk controls ................................................... 16

9. Frequently Asked Questions (FAQs) .................................................................................... 17

10. APPENDICES ....................................................................................................................... 23

A. The hierarchy of risk controls/control measures ................................................................. 24

B. Risk Assessment FORMS and DOCUMENTS .......................................................................... 25

i. WHS Workflow diagram ..................................................................................................

ii. Participation Activity Design Form and WHS Check ........................................................

iii. Risk Assessment Form for Unit Convenors ....................................................................

iv. Workplace Health and Safety Responsibilities for students .............................................

v. Participation Activity WHS Declaration for repeat Participation Activities .........................


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1. Introduction Participation and Community Engagement (PACE) connects Macquarie University students with partner organisations and gives them the chance to contribute their academic learning, enthusiasm and fresh perspective to the professional workplace and to make a contribution to the community. PACE is structured to allow students to work with a range of organisations and engage in a variety of activities. It is clearly important that in doing this, students are safe and not exposed to harm. As Unit Convenors1 you will be helping to ensure student safety by:

1. assessing information provided by the Partner organisation about the organisation, the proposed activity and the location of the activity,

2. reviewing any proposed risk minimisation plans; and 3. making a decision and/or recommendations about whether the activity should proceed.

You are not alone in this process. There are many resources to assist you, including this Handbook2, the training that accompanies it, the ability to call on expert advice from your Faculty Health and Safety Coordinator (H&S Coordinator) when needed, and mechanisms to refer difficult decisions further up the ‘chain of command’. It is also important to bear in mind that the vast majority of Participation Activities will not present any significant risks to student safety. Most importantly, Partner Organisations (Organisations) are by law, responsible for the safety of the students in their workplace. Moreover, by signing the Work Place Health & Safety Check, (WHS Check) organisations have formally acknowledged that they are aware of these obligations and have undertaken to incorporate appropriate risk controls into the Participation Activity as necessary. Students also have a legal obligation to look after their own safety by undertaking mandatory orientation and training, following safety instructions and advising of any concerns regarding the possible risks associated with activities. To feel satisfied about student safety in any Participation Activity and to know what steps to take when you are concerned about possible risks, this Handbook will guide you through the process.

REMEMBER:

Organisations are the key to risk management for participation activities. It is their policies, procedures and practices that will ensure student safety. Your review of the activities and organisation in the Participation Activity Design Form which includes the WHS Check will generally allow you to approve student participation activities. Your key focus is to ensure that any risks identified will be sufficiently managed by the Organisation and the student.

1 Often Faculty Participation Managers (FPMs) will assist the Unit Convenor manage the logistics of the Participation

Unit and therefore references to Unit Convenor generally includes FPMs where this is the case. However, the primary responsibility for the Risk Assessment process lies with the Unit Convenor. 2 Please note that the processes outlined in this Handbook apply to PACE Local and Regional Participation Activities

only. Please contact the PACE Hub for information regarding risk assessment processes for international participation activities


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1.1. Why is risk assessment and risk management important? Risk assessment helps us understand what risks the students may be exposed to. Once we understand the nature of the risk it allows us to work with the organisation to eliminate or minimise the risk. This is called risk management. This is important because we want students to be safe and we also want to protect the University, its staff and programs. Under the new Work Health and Safety Act 2011, the University has what is called a ‘primary duty of care’ to ensure the health and safety of its workers and students. In your role as Unit Convenor this means that you have a duty to take reasonable care to avoid foreseeable harm to students.

1.2. ‘Reasonably practicable’

Unit Convenors, the University and Organisations are required to do what is ‘reasonably practicable’ to ensure the health and safety of the students. Another way of describing what is ‘reasonably practicable’ is what can reasonably be done in the circumstances. When considering what is reasonably practicable, you can take into account and weigh up a range of factors including:

the likelihood of the hazard or the risk concerned occurring;

the degree of harm that might result from the hazard or the risk;

what the person concerned knows, or ought reasonably to know, about the hazard or risk, and ways of eliminating or minimising the risk; and

the availability and suitability of ways to eliminate or minimise the risk.

Cost is also a factor that can be considered including whether the cost is grossly disproportionate to the risk. However, cost can only be considered after assessing the extent of the risk and the available ways of eliminating or minimising the risk. The more likely the risk or hazard is or the greater the harm, the less weight the cost should be given to eliminating the risk or hazard.

REMEMBER: It is critical to keep notes at each stage of the assessment process to ensure a full record is kept showing that all the required steps were taken to assess the risks involved in the Participation Activity. This will help protect you and the University in the event of an incident. The Risk Assessment form for Unit Convenors will enable you to record this information. Please see the Appendix or the PACE for staff website: http://staff.mw.edu.au/teaching/participation_and_community_engagement/forms_and_resources/ to access this form.

http://staff.mw.edu.au/teaching/participation_and_community_engagement/forms_and_resources/


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2. Overview: Risk assessment process in Participation units The Participation Activity risk assessment process is not as complex as you might initially expect. The key to being able to assess any risk(s) is to ensure that you have enough information about the Organisation itself, the site and the activities that the students will undertake. This information will be provided in the Participation Activity Design Form3 which also contains a section called the WHS Check. The information is completed by the Organisation (in consultation with the Unit Convenor where necessary). This should give you all the necessary information about the nature of the activities and also assist you to identify any concerns you might have about an activity. Your review of the information/responses provided by the Organisation in the Participation Activity Design Form and WHS Check will result in two possible scenarios.

1. ‘the usual scenario’ In the vast majority of cases you will be able to review the documents provided by the organisation and undertake a simple risk assessment process using the Risk Assessment Form for Unit Convenors. This will require minimal work and allow you to quickly and confidently assess if the Participation Activity (the Activity) can go ahead; or

2. ‘identifying the gaps scenario’ In a small number of cases, after considering the

information provided, you may feel that further information or action is required before you can complete the risk assessment process and decide whether or not to approve the Activity.

The process to follow in each of the scenarios is outlined in the next sections. Also see the Appendices for the Workplace Health and Safety Workflow chart.

IMPORTANT: If the Participation Activities involve field/remote area work or laboratory work/hazardous chemicals one of the following additional forms may need to be completed to obtain more detailed information:

Hazardous Chemicals Risk Assessment Form

Field work Risk Assessment Form Please see the Faculty of Science website at: http://bio.mq.edu.au/bio-fieldwork http://web.science.mq.edu.au/intranet/ohs/hazsub/ to access these forms.

Please refer to the WHS Workflow chart for information on when these forms may be required.

3 All the Forms and Guides referred to in this Handbook can be accessed online on PACE for staff website in the ‘Forms

and Resources’ Section http://staff.mq.edu.au/teaching/participation_and_community_engagement/forms_and_resources/ .

http://bio.mq.edu.au/bio-fieldwork

http://web.science.mq.edu.au/intranet/ohs/hazsub/

http://staff.mq.edu.au/teaching/participation_and_community_engagement/forms_and_resources/


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2.1. Key steps in the risk assessment process As you review the information provided by the organisation about the activity, complete the Risk Assessment form for Unit Convenors using the following 4-step approach:

1. Identify the hazard (ie write down any risks) 2. Assess the level of risk(s) (ie assess whether the risk is for example, very low, low

medium or high) 3. Control risks (ie look at what steps are being taken/need to be taken to eliminate/minimise

risks) 4. Review control measures (ie make sure any measures to control risks are working

effectively)

REMEMBER: Often you will find that application of ‘common sense’ and in particular your previous knowledge and experience with risk assessment are sufficient for you to make necessary evaluation of the risks and to make the decision on whether to proceed with the Activity. This handbook will guide you through the process and provide valuable additional information and tools to use in combination with your ‘common sense’.

2.2. Key focus questions to assist you to assess risk This process can be also be put simply in the form of questions you should consider when going through the forms:

What will the student be doing as part of the Participation Activity?

What sorts of risks could the student be exposed to (taking into consideration the nature

of the Activity and the site where the student undertakes the Activity)?

What is being done by the Organisation to manage those risks?

Are the management strategies sufficient to manage the risk?

The Risk Assessment form for Unit Convenors will take you through the described steps and will enable you to record the risk assessment processes undertaken (see the Appendices and PACE website).

REMEMBER: The Participation Activity Design Form (including the WHS Check) must contain sufficient information to identify any risk. If you are not satisfied that any risk is adequately managed, further inquiry/assessment will be required. You will be guided through this process in more detail below under ‘Steps if you are still concerned about the answers in the Activity Design Form’.


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3. The usual scenario In most cases, your review of the information/responses provided by the Organisation in the Participation Activity Design Form and WHS Check will allow you to undertake a brief Risk Assessment and to approve the Activity. Overall, Organisations are likely to have solid risk management strategies in place and to have undertaken their own risk assessment process. This is because all organisations regardless of their size or status are legally obliged to do so, in compliance with the Work Health and Safety Act 2011. What this means for Unit Convenors is that your risk assessment process will often simply be working through the risk assessment steps, making brief notes on the Risk Assessment form for Unit Convenors about how any risks have been identified and managed by the Organisation, and assessing the risk as low or very low. In such circumstances, the Participation Activity can then be approved.

When risks are identified, it is important to remember that you can only approve Activities if there is enough specific information about how the risks will be eliminated or minimised in the Participation Activity Design Form and WHS Check. The following section provides a guide on how to analyse the answers/information provided by the Organisation and how to identify any gaps.

4. Identifying the gaps scenario

The completed Participation Activity Design Form and WHS Check is important because it gives you the information you need to identify any areas where there may be risk to students and/or where the risks may not be sufficiently managed. The two most important things to remember are:

Further information must be obtained if not enough information has been provided on the completed Participation Activity Design Form and WHS Check to allow you to reasonably assess the risk

Any answer on the completed Participation Activity Design Form or WHS Check that ‘rings alarm bells’ indicates that further assessment/inquiry/action is needed.

4.1. Indications of possible risk

If you consider that the Activity may involve risks not identified in the completed Participation Activity Design Form and WHS Check OR the strategies for managing the identified risks are not adequate, this indicates that there are possible areas of concern. Particular attention must be given where the answers in the completed forms indicate that the activities involve potential risks such as those outlined in the following table. If you suspect that the Activity may involve these risks, but they are not identified in the Participation Activity Design or WHS Check, you will need to contact the Organisation for more information.


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INDICATIONS OF POSSIBLE RISK

EXAMPLES CONSIDERATIONS

Hazardous substances or laboratory work

eg, in circumstances where students may be engaging in laboratory work.

It is important to be clear about the nature of the work and the substances that they may be exposed to and to ensure that appropriate action is taken to eliminate or minimize the risk

Confronting environments

eg, some activities may expose students to stressful or distressing situations including contact with clients with challenging behaviours, mental health concerns, or drug & alcohol addiction

It is important to be clear about the nature of the work, clients, support, training and supervision and to ensure that the action taken to control these risks is sufficient for the risks involved. It is important to encourage students to consider whether they have any pre-existing conditions / issues which might impact on their ability to undertake certain types of participation activities.

Extended or unusual work hours

eg, students may be engaging in work that involves leaving the workplace late at night.

It is important to identify the nature of the hours required, any concerns about the safety of the location and whether appropriate measures are in place to ensure student safety

Exposure to violent or aggressive behaviour

eg. in some activities, there may be a risk of violent or aggressive behaviour from clients or others

It is important to consider what controls are in place or would need to be in place including always being accompanied by an experienced staff member, duress alarms, receiving training and supervision and whether these are sufficient in light of the risks involved

Activities requiring specialized training

eg. dealing with complex clients, using hazardous substances

For activities involving / requiring specialized training, there may be additional risks that need to be considered

Fieldwork / remote area work

eg. remote locations with limited infrastructure

Consideration needs to be given to any risks that the particular environment presents and students’ access to facilities and support, especially in an emergency situation.

Activities involving the driving of vehicles

eg. the use of a vehicle in the course of the participation activity

It is important to identify whether the student will be driving their own vehicle or the partner organisation’s vehicle, and whether they will be required to drive persons other than themselves.

Physically demanding tasks

eg. involving heavy lifting It is important to be clear about the nature of the physical demands of the work, and whether appropriate training, supervision and other control measures are in place

Extreme heat / cold environments

eg. being located in a remote area, with extreme temperatures

Consideration needs to be given to any risks that the particular environment presents, and whether appropriate measures are in place to ensure student safety

Third party locations

eg. visiting client homes, or undertaking a survey at a location other than the partner organisation’s premises

It is important to consider what controls are in place or would need to be in place including being accompanied by an experienced staff member, and to ensure that the action taken to control these risks is sufficient for the risks involved

Use of equipment / machinery

eg. equipment which can cause impact / entanglement / burn / fall / crush / laceration injuries. Tasks involving cleaning / repairing machinery

It is important to consider whether specialized training and supervision will be provided and whether appropriate measures are in place to ensure student safety

Working at heights eg. requiring the use if ladders, mobile platforms, fall arrest or restraint equipment


Activities where personal protective equipment is required

eg. laboratory work, food preparation settings

For activities involving / requiring personal protective equipment, there may be additional risks that need to be considered

Exposure to agricultural / horticultural environments

Eg. Some activities may expose students to plantsor other potential allergens (e.g. compost, garden chemicals)

It is important to encourage students to consider whether or not they have any allergies that may impact on their ability to undertake certain types of participation activities. Personal Protective Equipment may also be required


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4.2. Steps if you are concerned about an answer(s) on the completed Participation Activity Design Form or WHS Check

Step 1. Seek clarification from the Organisation

If you are concerned about any potential risk/s of an Activity, the first step is to contact the Organisation to discuss the concern and seek clarification. Clarification may reveal that there are in fact risk management strategies in place which have not been articulated. Alternatively, the Organisation may not have considered the particular risk you have identified and may be willing to take steps to eliminate or minimise the risk. Either way you will need to be satisfied after seeking clarification that any risks are being appropriately managed. Details of your concerns and the response of the partner organisation are to be documented on the Risk Assessment form for Unit Convenors.

Step 2. Detailed risk assessment

If you are still concerned after seeking clarification from the organisation, you will need to consider the nature of the risk and any action that can be taken to minimise the risk.

Consultation / guidance from the Macquarie University Health and Safety Unit may be necessary in this case.

REMEMBER: Any concerns about potential risk to students may be easily addressed by discussion with the Organisation. The Organisation may not have considered a particular risk and may be willing to put appropriate risk management strategies in place once they are aware of it.

4.3. Risk assessment process in detail Whether analysing the risks by yourself or in consultation with the Macquarie University Health and Safety Unit, use the following four steps to guide you through this process, recording this information in the Risk Assessment form for Unit Convenors:

1. Identify the hazard

2. Assess the level of risk(s)

3. Control risks

4. Review control measures

1. Identify the hazard

Look at the completed Participation Activity Design Form and WHS Check and write down anything that worries you about the safety and support of the student(s). What you are effectively doing is identifying the hazard(s).


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2. Assess the level of risk(s)

To assess the level of risks, consider:

the nature of the harm that could occur from the hazard

how serious the harm is

the likelihood of the harm occurring.

the assessment also involves evaluating the level of risk as either: very low/ low, medium,

high/critical

The following steps are involved in evaluating the level of risk:

a) Consider the Consequences

b) Consider the Likelihood

c) Determine the Level of risk

The risk matrix below will help you to evaluate the level of risk.

CO

NS

EQ

UE

NC

E

5. Catastrophic

MEDIUM

HIGH

CRITICAL

CRITICAL

CRITICAL

4. Major

LOW

MEDIUM

HIGH

CRITICAL

CRITICAL

3. Moderate

LOW

LOW

MEDIUM

HIGH

CRITICAL

2. Minor

VERY LOW

LOW

LOW

MEDIUM

HIGH

1. Insignificant

VERY LOW

VERY LOW

LOW

LOW

MEDIUM

1.Rare 2 Unlikely 3 Possible 4 Probable 5 Almost Certain

LIKELIHOOD

The matrix helps you to ‘score’ the level of risk by considering the potential consequences and likelihood of the harm occurring as described below.

Risk can be assessed by using the above matrix or by way of a simple written appraisal. The Risk Assessment Form for Unit Convenors will assist you in this process.


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Below is an example of how to undertake a risk assessment:

SIMPLE RISK ASSESSMENT: student leaving late from workplace The student has to leave from the participation activity late at night. The workplace is located in an area known to be unsafe at night. In the past, people have been threatened and their money taken while walking alone. Potential hazards for the student may include possible assault, sexual assault and even death. The potential harm is significant and given the crime statistics for that area, the likelihood of something occurring is high. However, control measures (measures to eliminate/reduce risk) are in place to ensure that the risks are minimised. The student has a car and the partner organisation has a secure car space in its workplace. The risk of the harm occurring is therefore significantly reduced. On occasions when the student has to catch public transport the student will be accompanied to the bus stop and, once on the bus, there is a bus driver who can raise an alarm if any assistance is required. The bus takes the student very close to home. The student also has a mobile phone in case of an emergency. The student is aware that it is important to ensure that the agreed control measures are in place for his/her own safety. It would be very unlikely that the student would be harmed with the agreed control measures in place. As long as the control measures are in place, the risk is assessed as low.

a) Consider the Consequences

What are the consequences of this harm occurring? Consider what could reasonably happen as well as what has happened in the past. Look at the descriptors for consequence in the table below and choose the most appropriate descriptor.

Using the example of the student leaving the workplace late at night, at its most serious, without appropriate controls in place, the student could be assaulted and hurt or even die. As such the consequence rating would be moderate to major.

Rating Score Criteria

Catastrophic 5 The Activity that gives rise to the risk should be prohibited. For example, it could involve multiple deaths or injuries.

Major 4 The Activity needs to be halted until the risk has been reduced or sufficient control measures are in place. For example, it could involve a single death and/or multiple injuries.

Moderate 3 Efforts need to be made to reduce the risk. For example, the Activity could lead to a need for medical treatment/psychological support.

Minor 2 No further action is needed at present, but monitoring will be necessary to ensure that controls are present and sufficient.

Insignificant 1

No action is required.


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b) Consider the Likelihood

What is the likelihood of the consequences in step 1 occurring? Consider this with the current controls in place. Look at the descriptions in the table below and choose the most appropriate rating.

Rating Score Description

Almost Certain

5 High likelihood of risk event happening several times within the next year.

Probable 4 A risk event is likely to occur more than once in the next 12 months.

Possible 3 Would not surprise if risk event occurred, and will probably occur at some time in the coming 2 to 5 years.

Unlikely 2 The risk event could occur at some time but is unlikely.

Rare 1 Within the realms of possibility but extremely unlikely to occur. Occurs once in 10 years. May occur in exceptional circumstances.

Using the same example, without controls in place the likelihood of the risk event occurring is possible or probable. However, with appropriate controls in place, for example using the workplace car space or leaving the workplace with another person and having a phone number to call for help, the likelihood is reduced to rare or unlikely.

c) Determine the Level of risk

Using the risk matrix on page 11, match the ‘consequence’ with the ‘likelihood’ and where they meet on the table will give you the risk score.

Using the same example, with the controls in place the consequence is major/moderate, the likelihood is rare/unlikely, resulting in a risk score of low to medium.

3. Control risks Consider what action could be taken to eliminate or minimise the risk. These are ‘control

measures’. You may need to determine appropriate control measures in discussion with the

Organisation and/or the Faculty Health and Safety Co-ordinator.

It is important to implement the control measures that are most effective and reasonably

practicable. Control measures will vary greatly depending on the nature of the activities and could

include debriefing, counselling, training and preparation, supervision and protective equipment for

hazardous material. The relevant risk score, also referred to as the ‘residual risk rating’ is the risk

score obtained when controls are taken into account. C

on

sequ

ence

5

MEDIUM

HIGH

CRITICAL

CRITICAL

CRITICAL

4

LOW

MEDIUM

HIGH

CRITICAL

CRITICAL

3

LOW

LOW

MEDIUM

HIGH

CRITICAL

VERY LOW

LOW

LOW

MEDIUM

HIGH

1

VERY LOW

VERY LOW

LOW

LOW

MEDIUM

1 2 3 4 5

Likelihood


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The hierarchy of risk controls/control measures

It is also helpful to remember that under the current Work Health and Safety Act and Regulations

2011, some ways of dealing with or ‘controlling’ the risks to students are considered more effective

than others. The ‘hierarchy of risk control’ is a list of risk ‘controls’ starting from what is considered

to be the highest protection and reliability in dealing with risk (eliminating the hazard) to what is

considered to be the lowest protection. Please refer to the Hierarchy of Risk controls / control

measures diagram, in the Appendix, when evaluating the control measures taken by the

Organisation.

4. Review control measures

In the process of general monitoring of the activity, it is important to ensure the control measures were implemented and are working as planned. This will involve checking in with the student and/or Organisation within the first 2 weeks from the commencement of the Activity to also obtain information about the effectiveness of the control measures. A revised risk assessment may need to be conducted if circumstances or conditions of the Participation Activity change.

4.4. Conducting an On-Site Risk Assessment

On occasion, it may be necessary to arrange for an On-Site Risk Assessment to be conducted. The Macquarie University Health and Safety Unit is available to conduct this Assessment if necessary. This may be appropriate in the following circumstances:

The information provided by the Organisation raises particular concerns about the risk to students in relation to the activities and the site where the Participation Activity is based;

You are not able to reach conclusions about the nature of the risk without obtaining further information about the activities and the site where the Participation Activity occurs; or

You are not satisfied with the detail provided by the organisation despite seeking clarification

Additionally, where the proposed Activities indicate a greater potential for risk and the nature of

that risk and/or the control measures in place need further clarification, a site inspection may be

required. Greater risk factors may include potentially hazardous field work, use of hazardous

material, exposure to challenging environments including possible aggressive behaviour etc.

If you feel an On-Site Risk Assessment may be necessary, please consult with the Macquarie University Health and Safety Unit.


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5. Levels of risk and Approval of the Participation Activity Consider the ratings given to the hazards / risks identified in the Risk Assessment process. According to the highest risk rating, identify and seek the following approval for the sign-off of the Participation Activity, using the Risk Assessment form for Unit Convenors:

ASSESSMENT OF RISK APPROVAL / SIGN-OFF Assessment of VERY LOW to LOW: No consultation with the Faculty Health & Safety

Coordinator is required (however, the Health & Safety Unit is always available for consultation if desired). As the Unit Convenor you may approve the activity. Complete and sign the relevant sections of the Risk Assessment form for Unit Convenors.

Assessment of MEDIUM Consultation with the Faculty Health and Safety

Coordinator is required. Head of Department is the appropriate approval authority for the activity. In the case of Faculty Participation Units, this will be the Associate Dean, Learning & Teaching. The relevant sections of the Risk Assessment form for Unit Convenors need to be filled in and signed.

Assessment of HIGH to CRITICAL Firstly discuss your assessment with the Faculty Health

and Safety Coordinator. If they confirm your assessment the Activity must not proceed. The Organisation and the student must be advised as soon as possible that the activity cannot proceed. The relevant sections of the Risk Assessment form for Unit Convenors need to be filled in and signed.

6. Student involvement in risk management Students need to be advised about their important contribution to ensuring their Health and Safety and that of others in the workplace. In particular, students need to be made aware that they are important to the management of any risk associated with Participation Activities. Their communication with the University about any concerns regarding risks associated with the Activity that have not previously been identified or that do not seem to be adequately managed is essential.

Overall, students need to be informed that they have a responsibility to:

read any Health & Safety policies, procedures and guidelines relating to the activity,

attend briefing sessions and return relevant forms to the Unit Convenor or FPM;

take action to avoid, report, eliminate or minimise hazards of which they become aware;

comply with all Health & Safety instructions, policies and procedures;

make proper use of all safety devices and personal protective equipment;

be familiar with emergency and evacuation procedures;

not wilfully or recklessly endanger the health and safety of any person at the workplace.

The document Workplace Health & Safety Responsibilities for Student (in Appendix B (iv)), outlines this information.


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7. Streamlined process for Participation Activities which are not based at the Partner Organisation

While most Participation Activities are likely to be undertaken at the Organisation, or a third party location, some Participation Activities may be undertaken in other locations, such as:

a) Wholly on-campus or at home4

b) Mainly on-campus or at home, with only occasional visits to the Organisation

In these cases, streamlined WHS Risk Assessment processes apply (see also the WHS Workflow chart in Appendix B(i)):

a) On-campus or at home:

If the Activity is a desk-based project, that is not likely to cause distress to the student, sign-

off can be given by the Unit Convenor

If the Activity is not a desk-based project (e.g. if it involves lab-based work, tending animals,

etc), the relevant Faculty of Science Health and Safety forms are to be completed

If the Activity is a desk-based project, which could potentially be confronting or distressing

to the student, a streamlined version of the WHS Check is to be completed by the

organisation. Using this information, the Unit Convenor then completes the Risk

Assessment form for Unit Convenors.

If the Activity involves interviewing people off-site, a streamlined version of the WHS Check

is to be completed by the organisation. Using this information, the Unit Convenor then

completes the Risk Assessment form for Unit Convenors.

b) On-campus or at home, with only occasional visits to the Organisation

If the student undertakes the Activity mainly at home or on-campus, but with occasional visits to the Organisation, the process outlined under (a) should be followed. In addition, the partner should be asked to ensure that students are given the same induction as all visitors to their Organisation would be given.

8. Review of the Risk assessment process and Risk controls

It is important to liaise with the student / partner organisation within two weeks of the

commencement of the Participation Activity to ensure that the student has received induction

(including WHS training) and to ensure that there are no concerns / issues (including WHS issues).

Is it also important to monitor the activity regularly throughout the duration of the Participation

Activity. Should an accident/incident occur during the Activity, refer to the PACE Local and Regional

(Critical) Incident Response Plan immediately for further actions. This document can be found at


At the end of each Academic Session or at the conclusion of the Activity you will need to conduct a

review (in consultation with the Organisation) to evaluate whether the risk controls / treatments

were effective and whether there are any changes / adjustments to be made for future Participation

Activities of this kind.

4 Please see FAQ 18 regarding insurance and students working from home



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9. Frequently Asked Questions (FAQs) 1. Why do I have to undertake the risk assessment? Under the new Work Health and Safety Act 2011, the University has what is called a ‘primary duty of care’ to ensure the health and safety of its workers and students. In your role as Unit Convenor this means that you have a duty to take reasonable care to avoid foreseeable harm to students. A risk assessment will help you to determine the level of exposure of risks to students engaging in Participation Activities, and to ensure that risks are eliminated or minimised. You will be assessing any potential risk to students from the information that the Organisation provides and making decisions and/or recommendations about whether Participation Activities should proceed. Risk assessment is important for ensuring student safety and protecting the University, its staff and programs. It is important to remember that you are not alone in this process. There are many resources to assist you, including this Handbook, the training that accompanies it, the ability to call on expert advice from your Faculty Health and Safety Coordinator (H&S Coordinator) when needed, and mechanisms to refer difficult decisions further up the ‘chain of command’. It is also important to bear in mind that the vast majority of Participation Activities will not present any significant risks to student safety and will only require a simple risk assessment process. 2. Do I have to conduct a risk assessment for every participation activity? Yes, you will need to assess risk for every Participation Activity. However, if you have Activities so similar that your risk assessment would be exactly the same (for example in an office environment, with the same conditions, projects etc), you may be able to use the same risk assessment for a number of activities. In most cases, Activities will vary to some extent and will need to be assessed individually. However, it is important to remember that the majority of the Activities will only require a simple risk assessment process that will not be too onerous or time consuming. 3. The Activity was approved last year. Do the forms need to be filled in again for this

year? Not necessarily. If the conditions and location of the Activity remain the same as the previous year, the Organisation does not need to complete the WHS Check and the Participation Activity Design form again. The Organisation simply completes a declaration form called the Participation Activity WHS Declaration for repeat Activities (see Appendix B (v)) confirming that all conditions, relevant policies and procedures are up to date and remain unchanged. 4. Do I have to go to every site to assess potential risks?

No. Generally you will be able to rely on the Organisation’s information regarding the site details provided in the WHS Check and Participation Activity Design form. However, a site inspection may be required if:

1. the information provided by the Organisation raises particular concerns about the risk to students in relation to the activities and the site where the Participation Activity is based;

2. you are not able to reach conclusions about the nature of the risk without obtaining further information about the activities and the site where the Participation Activity occurs; or

3. you are not satisfied with the detail provided by the Organisation despite seeking clarification


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Additionally, where the proposed Activities indicate a greater potential for risk and the nature of that risk and/or the control measures in place need further clarification, a site inspection may also be required. This would normally be undertaken by staff of the H&S unit. Your Faculty Participation Manager or the Faculty Health and Safety Coordinator will be able to assist you in making the decision of whether an on-site risk assessment is necessary.

5. In signing off on an activity what is my personal liability? You have a duty to take reasonable care to avoid foreseeable harm to students. Identifying and assessing risk, and implementing suitable control measures, is part of that duty. When you approve an Activity, you are indicating that you have identified and assessed the risks and worked with the Partner Organisation to implement relevant control measures to reduce the risk to the lowest possible level. Your approval indicates that you are reasonably satisfied that the Participation Activity is appropriate and safe to proceed. If the process detailed in this Handbook is followed and appropriate risk assessment measures are taken to avoid foreseeable harm to students, a person will satisfy their duty of care and be protected from personal liability. Furthermore, the University is protected by professional indemnity insurance. This insurance covers legal liability for negligent acts, errors or omissions committed by University staff in their professional capacity. It covers claims made for breach of professional duty in respect of civil liability. This insurance also covers a range of ‘protected persons’ like employees and students “under the direction or control of the University whilst undertaking any activity approved, requested or recognised by the University”. Such may include practical training both on and off campus including, practical placements, enterprise / work experience and field assignments and Participation Activities.

6. If I have any questions or concerns about the risk assessment process, who do I call? If you have any questions or concerns please contact your Faculty Participation Manager and/or the Faculty Health and Safety Co-ordinator. 7. How do I know if an answer in the Participation Activity Design Form indicates possible

risk? You need to consider whether there is anything that worries you about the safety and support of the student(s) in relation to the Participation Activity. This may be based on information provided to you by the Organisation about the risks or relate to possible inadequacies of the risk management strategies. Alternatively, in considering the Activity, you may be concerned about possible risks that have not been identified in the completed WHS Check but that you consider might be likely. Additionally particular attention must be given where the answers in the completed WHS Check indicate that the activities involve the following potential higher risk work (see section 4.1 for more information):


Confronting environments


Exposure to violent or aggressive behavior


Remote fieldwork and other activities in remote locations with limited infrastructure


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Physically demanding tasks


Third party locations


Working at heights


Exposure to agricultural/horticultural environments

8. Do I have to assess every Participation Activity even if they are of the same nature but

with different Partners? Yes. It is important to assess each Activity even if they seem to be similar in nature to that of another Partner Organisation. Different Organisations may have different conditions, policies and procedures. However, it is likely that the risk assessment process will not be too onerous if you have completed risk assessments for similar Activities and you can draw on the findings from the risk assessment of the other activities of the same kind. 9. When is an on-site risk assessment required? An on-site risk assessment may be required when:

1. the information provided by the Organisation raises particular concerns about the risk to

students in relation to the activities and the site where the Participation Activity is based; 2. you are not able to reach conclusions about the nature of the risk without obtaining further

information about the activities and the site where the Participation Activity occurs; or 3. you are not satisfied with the detail provided by the organisation despite seeking clarification Additionally, where the proposed Participation Activities indicate a greater potential for risk and the nature of that risk and/or the control measures in place, need further clarification, a site inspection may be required. Greater risk factors could include remote field work, use of hazardous material, exposure to challenging environments including possible aggressive behaviour etc. In general, site inspections would normally be undertaken by staff of the H&S unit. 10. Who can undertake the on-site risk assessment? Where required, the Faculty Health & Safety Coordinator can undertake an on-site risk assessment in consultation with the Unit Convenor and Partner Organisation representative. The decision to conduct an on-site risk assessment should be made in consultation with the Faculty Health & Safety Coordinator. If you are unsure whether an on-site risk assessment should be conducted, always consult with the Faculty Health & Safety Coordinator. 11. What do I do if the activity changes half-way? Do I have to do the risk assessment

again? Yes. You will need to conduct a risk assessment in relation to any new aspects of an Activity. If only one aspect of an Activity has changed, an assessment of that part of the Activity will be required.


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12. What if I am not confident to approve/sign-off the activity? What do I do?

There are many supports in place to assist you if you do not feel confident in approving an Activity. It is important to remember that you are not alone in this process. There are many resources to assist you, including this Handbook, the training that accompanies it, the ability to call on expert advice from your Faculty Health and Safety Coordinator (H&S Coordinator) when needed, and mechanisms to refer difficult decisions further up the ‘chain of command’. First point of contact to consult with is always the Faculty Participation Manager and/or Faculty Health and Safety Coordinator. After the initial conversation with them, next steps will be decided according to the process outlined in this handbook. 13. What do I do if there is not enough/confusing/inadequate information/answers in the

Participation Activity Design Form (including WHS Check)?

If there is insufficient information in the Participation Activity Design Form or WHS Check, the first step is to contact the Organisation to discuss your concerns and seek clarification. The key information required relates to the nature of the Activity, risks involved and the control measures in place. The Organisation may not have provided sufficient initial information but may be able to provide further information that provides the necessary clarification. For instance, clarification may reveal that there are in fact risk management strategies in place which have not been articulated. Alternatively, the Organisation may not have considered a particular risk you have identified and may be willing to take steps to eliminate or minimise the risk. Either way you will need to be satisfied after seeking clarification that any risks are being appropriately managed. Details of your concern/s and the response of the partner organisation are to be documented on the Risk Assessment form for Unit Convenors.

14. What do I do if I am still concerned about the answers on the WHS Check after seeking clarification from the Organisation?

If you are still concerned after seeking clarification from the organisation, you will need to consider the nature of the risk and what action is being taken/can be taken to minimise the risk. It is important to undertake a risk management process and assess the level of risk with any control measures in place. Consultation / guidance from the Macquarie University Health and Safety Unit may be necessary in this case It is important to remember that if the risk is assessed as medium, consultation with the Faculty Health and Safety Coordinator is required. The Head of Department (or Associate Dean Learning & Teaching for Faculty Participation Units) is required to approve the Activity. The relevant sections of the Risk Assessment form for Unit Convenors need to be filled in and signed. You should record on this form any comments regarding what actions are needed/appropriate to eliminate or minimise the risk. If you assess the risk as High or Critical, you will want to discuss your assessment with the Faculty Health and Safety Coordinator. If they confirm your assessment the Activity must not proceed. The Organisation and the student must be advised as soon as possible that the Activity cannot proceed. The relevant sections of the Risk Assessment form for Unit Convenors need to be filled in and signed.


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15. Where do I store completed Participation Activity Design Forms (including WHS Check)?

The completed and approved Participation Activity Design Forms are to be uploaded into iParticipate (SONIA). Your Faculty Participation Manager can provide assistance where required. 16. Where do I access the Participation Activity Design Form (including WHS Check) from?

The Participation Activity Design Form template and guideline can be accessed from the PACE for staff website (http://staff.mq.edu.au/teaching/participation_and_community_engagement/forms_and_resources/)

website. An online Activity Design Form using survey tool Qualtrics has been developed to make the process much more efficient. You can contact your Faculty Participation Manager for assistance. 17. Where do I access the student WHS information document from?

The Student WHS document can be accessed from the PACE for staff http://staff.mq.edu.au/teaching/participation_and_community_engagement/forms_and_resources/

website or you can contact your Faculty Participation Manager for assistance. 18. Do I have to undertake a risk assessment when a student is working on a project from

home?

Not usually, e.g. if the activity is a desk-based project that is not likely to cause distress to the student. Please refer to the WHS Workflow chart in Appendix B(i) to determine under what circumstances a risk assessment is required. Please note that if students work on their Participation Activities / projects from home, they should be aware that they are not covered by the University insurance. If the Participation Activity requires students to work offsite (from the Organisations premises), they can use University learning spaces (eg Library, computer rooms) if they wish to ensure they are covered by the relevant insurance. Students are covered by the University’s insurance policy while they are on-campus. 19. If students are working at a number of locations/sites, do I have to undertake individual

risk assessments of each site?

Yes. If there are a number of sites, the risks of each site need to be assessed. However, each site does not need a separate risk assessment process. A risk assessment for a Participation Activity can be tailored to allow assessment of a range of elements, including a number of sites. Organisations should provide all the information in the Participation Activity Design Form and WHS Check. If there is information missing, you will need to contact the Organisation to seek further details. 20. If students are working with / visiting a number of Partner organisations, do I have to

undertake an individual risk assessment of each Partner? It depends on the format of the Participation Activity. If the student(s) are spending a significant amount of time with a number of different Partner Organisationss, the risk assessment will need to be conducted for each of the Partner Organisations separately. However, if students only make occasional visits to the Partner(s), a streamlined risk assessment and WHS check process applies.




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Please refer to Section 7 and the WHS Workflow chart in Appendix B(i) for details. 21. Do I need to conduct a risk assessment if the Participation Activity is based on-campus

at the University?

For some cases, where the activity is based entirely or mainly on-campus or at-home, a streamlined process applies. Please refer to Section 7 and the WHS Workflow chart in Appendix B(i) for details.


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10. APPENDICES


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A. The hierarchy of risk controls/control measures

Under the current Work Health and Safety Act and Regulations 2011, some ways of dealing with or ‘controlling’ the risks to students are considered more effective than others. The ‘hierarchy of risk control’ is a list of risk ‘controls’ starting from what is considered to be the highest protection and reliability in dealing with risk (eliminating the hazard) to what is considered to be the lowest protection (personal protective equipment).

Working through this hierarchy will help you decide which risk ‘control’ most effectively eliminates or minimises the risk in the circumstances

The preferred option in any Participation Activity would be to eliminate the hazard or risk. If this is not possible, it would be necessary to continue down the list to find a suitable way to reduce the risk, starting with whether you could substitute the hazard.

Examples of control measures at different levels of hierarchy are detailed below starting from what is considered to be most protective and effective at 1. to least protective and effective at 5.

1. Eliminate the hazard

E.g: Remove dangerous machinery; do not expose student to activities with particular toxic chemical; prohibit students from having contact with clients

who are known to have aggressive behaviour.

2. Substitute hazard with safer alternative

E.g.: Replace machine with a safer one; use less toxic chemical; only allow students to have contact with clients who are well-known to

the organisation and who pose no safety risk; substituting a telephone handset with a headset

3. Isolate the hazard

E.g.: Keep machine or highly hazardous chemicals away from students and stored safely, students to work with low

risk clients and kept away from high risk clients, students prohibited from entering particularly dangerous parts of

sites which are isolated with barriers

4. Use engineering controls to reduce risks (control measures that are physical in

nature eg mechanical device or process)

E.g.: Attach guards to machinery; install duress alarms; trolleys or hoists to move heavy loads, guards around moving machinery or hazardous material; having walkie-talkies available when

working with higher risk clients

5. Use administrative controls to reduce the risk

E. g.: Provide instruction & training on how to use machinery; provide

adequate preparation, debriefing and supervision of students who may be

exposed to confronting situations

6. Use personal protective equipment

E.g.: Hearing protection; eye protection; gloves; face masks

25 | P a g e *Questions with the asterisk are compulsory.

B. Risk Assessment FORMS and DOCUMENTS All the Forms and Documents referred to in this Handbook can be accessed online on PACE for staff website in the ‘Forms and Resources’ Section http://staff.mq.edu.au/teaching/participation_and_community_engagement/forms_and_resources/ .

i. WHS Workflow diagram

ii. Participation Activity Design Form and WHS Check

iii. Risk Assessment Form for Unit Convenors

iv. Workplace Health and Safety Responsibilities for students

v. Participation Activity WHS Declaration for repeat Participation Activities



PARTICIPATION ACTIVITY DESIGN FORM TEMPLATE -- Electronic version of the Form is under development --

UNIT CODE, NAME OF THE UNIT AND YEAR* (to be filled in by unit convenor prior to sending the form to the partner

organisation)

This form is designed to help in the process of designing a participation activity. It consists of a number of questions, areas that should be addressed by the Partner, Unit convenor or/and Student prior to the activity design being finalised and approved. It could be used to develop a participation activity/project design form (to be filled in by a partner with a unit convenor) or used as a guide in different process of designing the activity by the unit convenor in consultation with the partner organisation. This form outlines sets of questions/areas about: the site where the participation activity will be undertaken, work health & safety, supervisor, actual activity, student selection process, student information (where relevant) and other optional questions regarding logistics. Whilst there is a range of information that can/is needed to be gathered (depending on the nature of activity or the unit the particular activity is taking place in), the ones with asterisk * are compulsory. An electronic version of this form is currently being developed and access will be available through PACE for staff website. Completed forms will feed information directly to the student matching database iParticipate. Soft copies of this form shall be uploaded into iParticipate.


SECTION A: to be completed by the Partner organisation, Supervisor and the Unit Convenor 5

1. ORGANISATION & SITE DETAILS

Organisation name*

Participation activity name *

Participation activity location / address*

Description of site(s) where student will be undergoing the participation activity* (eg office environment, outdoors area- eg construction site, park, laboratory, field work ....)

Does the organisation require student/s to have background check(s)?

Yes

No

If yes, what type of check is required and who is responsible for undertaking check?* See: Background checks document Check Responsible

National Criminal History Record Partner/Student

Working with Children Partner/Student

Referee Partner/Student

Health Partner/Student

Vaccination Partner/Student

Other ____________________________________________________________

5 As relevant per individual questions.


2. WORKPLACE HEALTH & SAFETY CHECK* (to be completed by partner organisation)

QUESTIONS Yes/No

1 Does your organisation have a health & safety policy that will apply to the student undertaking their Participation Activity for your organisation?

2 Does your organisation have a Workplace Harassment, Bullying and Anti-discrimination policy that will apply to the student?

3 Are there regular workplace inspections and monitoring to ensure all equipment, processes and systems of work are safe?

4 Does your organisation have a procedure to report injury/incidents in place that the student will be able to access?

QUESTIONS Yes/No Details

5 Has a risk assessment been conducted of the types of activities that the student will be undertaking for your organisation, and of the location of the site?

6 Have any risks related to the activities and/or the location been identified? Please provide details of the specific risks.

7 Have risk reduction measures been implemented to mitigate these risks? Please provide details of the risk controls.

8 Will the student receive a safety induction prior to the commencement of the Participation Activity covering:

- First aid;

- Fire and emergency evacuation;

- Injury/incident reporting;

- Any specific hazards and risks associated with their working environment and the types of activities they will be undertaking?

9 Will the student be given specialised training, instruction and supervision to carry out their role as safely as possible? Please provide brief details of the training/instruction/supervision.

By signing below, the partner organisation agrees that they are aware of their responsibilities under the current Work Health and Safety legislation. The organisation confirms that all the information provided above is correct and that the organisation will incorporate any agreed risk treatments/controls into the participation activity as necessary. Partner organisation:

Name of the organisation: Participation Activity title:

Name and signature: Date:


3. SUPERVISOR DETAILS Supervisor name and contact details:

Title (Mr, Mrs, Ms, Dr, Professor etc)

First*

Last*

Preferred

Email*

Work phone number*

Mobile phone number

Position*

Additional contacts (if required) Any previous supervision experience?

Supervisor’s professional qualifications (if required, specify minimum requirements)


4. PARTICIPATION ACTIVITY / PROJECT DETAILS Participation activity description* (ie what exactly will the student be doing - nature of the work, specific tasks, clients and co-workers the student will deal with in the course of the participation activity)

Partner organisation’s objectives* (ie what the partner is aiming to achieve from the activity/project and the key outcomes)

Unit objectives: Does Activity enable student(s) to meet the learning outcomes of the Unit? *

Will the participation activity/project be a discrete activity/project or a part of broader activity/project (please provide details of the broader project)?

Preferred timing of participation activity*

March-Jun

July

August-November

December-February

Other, please specify __________________________

Work pattern required by the partner organisation: Number of days; hours per week/day*

Overall length of the participation activity/project*

Number of students required for the particular participation activity/project*

Will the student receive remuneration for the activity? If so, please provide details?


5. STUDENT SELECTION PROCESS

Position title

Skills & knowledge required of student*

Special competencies / preferred attributes of student*

Fields of study required

Minimum years of completion of studies

Candidate will be selected:

by Partner

by University

the activity is student-sourced

Provide details about the application and selection process: o Application/CV (whether required and who to)

o Shortlisting, interview and selection

o Letter of appointment/offer

6. LOGISTICS AND OTHER INFORMATION Release of Information* Do you give a permission to Macquarie University to use the use any of the following to market and promote the PACE initiative:

your organisation name Yes/No

details of the Activity undertaken by the student Yes/No

your logo Yes/No

any testimonial provided by your staff involved in the Activity Yes/No

photographs taken of students/supervisor at your workplace Yes/No

Details (if permission restricted):_________________________________________________________________ Public transport / parking available


Will the student required to use company vehicle/own vehicle? / Does the student need driving licence?

Accessibility – do the site(s) have disability access?

Activity commencement arrangements:

o Should the student liaise with the organisation/supervisor prior to the start of the activity?

Please provide details.

o Does the student need to visit the organisation to complete any paperwork prior to the

commencement? Please provide details.

o Does the student need to buy/bring anything?

o Who should the student report to on the first day?

Appropriate attire

Will the student be provided any equipment? (eg PC, phone)

Details of induction/orientation provided to student (other than WHS induction- eg organisation/community overview, confidentiality/privacy, policies/procedures, dress code, harassment/grievances, any other specific training)


SECTION B: to be completed by student (where applicable)

STUDENT CONTACT DETAILS Name

Student ID

Unit of enrolment

For office use only:

SECTION C: to be completed by Unit convenor

PARTICIPATION ACTIVITY APPROVAL/SIGN-OFF Any consultation (who with and outcome):

Any recommended changes to the participation activity design:

Unit Convenor’s name and signature:

Hardcop ies o f th is document are cons ide red uncont ro l led . P lease re fer t o the PACE for S ta f f in te rnet s i te for l a tes t vers i on .

36

RISK ASSESSMENT FORM FOR UNIT CONVENORS

This form is to be used to conduct a Risk Assessment of a Participation Activity.

Name of Organisation Title of Participation Activity Name of student (when available)

Complete the table on page 3, using the steps below. 1. IDENTIFY THE HAZARD/S IN THE PARTICIPATION ACTIVITY Review the information provided by the partner organisation about the Participation Activity and the completed WHS Check. In column 1, write down any risks / hazards that concern you regarding the safety of the student/s in undertaking the Participation activity . Refer to the table of Indicators of Possible Risk on page 6 for more information.

2. ASSESS RISKS

Taking into account any control measures taken by the Partner Organisation to eliminate or minimize risk:

(a) Consider the Consequences

Look at the descriptors in the table below and put the most appropriate rating / score in column 2 (a).

(b) Consider the likelihood

Look at the descriptions in the table below and put the appropriate rating / score in column 2 (b).

Rating Score Criteria

Catastrophic 5 The activity that gives rise to the risk should be prohibited. For example, it could involve multiple deaths or injuries.

Major 4 The activity needs to be halted until the risk has been reduced or sufficient control measures are in place. For example, it could involve single death and/or multiple injuries

Moderate 3 Efforts need to be made to reduce the risk. For example, the activity could involve the need for medical treatment/psychological support

Minor 2 No further action is needed at present, but monitoring will be necessary to ensure that controls are present and sufficient.

Insignificant 1 No action is required


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Rating Score Description

Almost Certain

5 High likelihood of risk event happening several times within the next year.

Probable 4 A risk event is likely to occur more than once in the next 12 months.

Possible 3 Would not surprise if risk event occurred, and will probably occur at some time in the coming 2 to 5 years.

Unlikely 2 The risk event could occur at some time but is unlikely.

Rare 1 Within the realms of possibility but extremely unlikely to occur. Occurs once in 10 years. May occur in exceptional circumstances.

2 (c). Assess the level of risk Now look at the risk matrix to determine your initial risk rating. Complete column 2 (c).

CO

NSE

QU

ENC

E

5. Catastrophic

MEDIUM

HIGH

CRITICAL

CRITICAL

CRITICAL

4. Major

LOW

MEDIUM

HIGH

CRITICAL

CRITICAL

3. Moderate

LOW

LOW

MEDIUM

HIGH

CRITICAL

2. Minor

VERY LOW

LOW

LOW

MEDIUM

HIGH

1. Insignificant

VERY LOW

VERY LOW

LOW

LOW

MEDIUM

1.Rare 2 Unlikely 3 Possible 4 Probable 5 Almost Certain

LIKELIHOOD

3. CONTROL RISKS Consider what action (control measures) could be taken to eliminate or minimise the risk further. It is important that the most effective and reasonably practicable control measures are implemented. You many need to discuss this with your Health & Safety Coordinator. In column 3(a), write down any possible measures. Consult with the Partner Organisation to determine whether they are willing to implement these control measures.

Please circle: Yes/ No/ Partly Make brief notes regarding what action has been agreed and/or where the Organisation has indicated that it cannot implement certain control measures.

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ _______________________________________________________________________________________ Level of Risk, with control measures in place What is your revised risk rating based on all the control measures being in place? (Complete column 3(b)).


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1. Hazards / Risks

/ Potential

Harm

2. Assess

the Risk

a) Consequences of harm

(b) Likeli-hood of conse-quences occur-ring

(c) Initial Risk rating

3. Control Risks (a) Control measures

(b) Final Risk Rating


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APPROVAL OF THE PARTICATION ACTIVITY

Looking at the completed table, identify the highest level of risk rating for column 3(b)- Final Risk Rating ie. Level of Risk, with controls in place. Approval / sign-off of the participation activity is required, according to the highest level of risk rating for the Final Risk Rating (level of risk, with controls in place). Eg. If the highest Final Risk Rating is medium, sign-off by the Head of Department is required. Refer to the table below for the approval / sign-off, according to assessment of risk.

ASSESSMENT OF RISK APPROVAL / SIGN-OFF Assessment of VERY LOW to LOW: As the Unit Convenor you may approve the activity. Complete and

sign the relevant sections below.

Assessment of MEDIUM Consultation with the Faculty Health and Safety Coordinator is required. The Head of Department (or Associate Dean Learning & Teaching for Faculty Participation Units) are the appropriate approval authorities. Arrange for completion and signing of the relevant sections below.

Assessment of HIGH to CRITICAL Firstly discuss your assessment with the Faculty Health and Safety Coordinator. If they confirm your assessment the Activity must not proceed. The Organisation and the student must be advised as soon as possible that the activity cannot proceed. Arrange for completion and signing of the relevant sections below.

1. Recommendations

Unit Convenor/Faculty Participation Manager

Recommendation to Proceed with the Participation Activity Yes No Comments: Name and signature: Date:

Faculty WHS Coordinator (where required)

Recommendation to Proceed with the Participation Activity Yes No Comments: Name and signature: Date:

2. Approval Very low/Low Level of Risk: Unit Convenor

Proceeding with the Participation Activity approved Yes No Name and signature: Date:

Medium Level of Risk: Head of Department or Associate Dean (Learning & Teaching)(for Faculty Participation Units)

Proceeding with the Participation Activity approved Yes No Name and signature: Date:

High Level of Risk: Unit convenor/Head of department

Do not proceed with the Participation Activity Name and signature: Date:


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4. REVIEW CONTROL MEASURES Ensure the control measures are working effectively. It is important to liaise with student/s / partner organisation within two weeks of the commencement of the participation activity to ensure that student/s have received induction (including WHS training) and to ensure that there are no concerns / issues (including WHS issues). Make notes of your review and if any further action is required.

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ ______________________________________________________________________________________________________________________________________________________________________________ _______________________________________________________________________________________

Date of Review: Further Review date:

Signature:

Date:

Name:

Title:


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INDICATORS OF POSSIBLE RISK

INDICATIONS OF POSSIBLE RISK

EXAMPLES CONSIDERATIONS


Eg. In circumstances where students may be engaging in laboratory work. It is important to be clear about the nature of the work and the substances that they may be exposed to and to ensure that appropriate action is taken to eliminate or minimize the risk

Confronting environments Eg. some activities may expose students to stressful or distressing situations including contact with clients with challenging behaviours, mental health concerns, or drug & alcohol addiction

It is important to be clear about the nature of the work, clients, support, training and supervision and to ensure that the action taken to control these risks is sufficient for the risks involved. It is important to encourage students to consider whether they have any pre-existing conditions / issues which might impact on their ability to undertake certain types of participation activities.


For example, students may be engaging in work that involves leaving the workplace late at night.

It is important to identify the nature of the hours required, any concerns about the safety of the location and whether appropriate measures are in place to ensure student safety

Exposure to violent or aggressive behaviour

For example, in some activities, there may be a risk of violent or aggressive behaviour from clients or others

It is important to consider what controls are in place or would need to be in place including always being accompanied by an experienced staff member, duress alarms, receiving training and supervision and whether these are sufficient in light of the risks involved


eg. dealing with complex clients, using hazardous substances For activities involving / requiring specialized training, there may be additional risks that need to be considered

Fieldwork / remote area work

eg. remote locations with limited infrastructure Consideration needs to be given to any risks that the particular environment presents and students’ access to facilities and support, especially in an emergency situation


eg. the use of a vehicle in the course of the participation activity It is important to identify whether the student will be driving their own vehicle or the partner organisation’s vehicle, and whether they will be required to drive persons other than themselves.

Physically demanding tasks eg. involving heavy lifting It is important to be clear about the nature of the physical demands of the work, and whether appropriate training, supervision and other control measures are in place


eg. being located in a remote area, with extreme temperatures Consideration needs to be given to any risks that the particular environment presents, and whether appropriate measures are in place to ensure student safety

Third party locations eg. visiting client homes, or undertaking a survey at a location other than the partner organisation’s premises

It is important to consider what controls are in place or would need to be in place including being accompanied by an experienced staff member, and to ensure that the action taken to control these risks is sufficient for the risks involved


eg. equipment which can cause impact / entanglement / burn / fall / crush / laceration injuries. Tasks involving cleaning / repairing machinery


Working at heights eg. requiring the use if ladders, mobile platforms, fall arrest or restraint equipment



eg. laboratory work, food preparation settings For activities involving / requiring personal protective equipment, there may be additional risks that need to be considered

Exposure to agricultural / horticultural environments

Eg. Some activities may expose students to plants or other potential allergens (e.g. compost, garden chemicals)

It is important to encourage students to consider whether or not they have any allergies that may impact on their ability to undertake certain types of participation activities. Personal Protective Equipment may also be required


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Work Health & Safety Responsibilities for Students

A participation activity is an experiential activity allocated to, and undertaken by, a student within a participation unit which may take place in premises other than the University (usually the Partner organisation’s premises). When working or studying in non-University premises, the primary responsibility for the health and safety of our students becomes that of the Partner organisation hosting the student. However, as a student, you also have a legal responsibility under the Workplace Health & Safety Act 2011 and the Macquarie University Health & Safety Policy to ensure the health and safety of yourself and of others in the workplace. Each student has a moral and legal responsibility for ensuring that his or her work environment is conducive to good health and safety, by:

Ensuring that their work and work area is without risk to the health and safety of themselves and others

Complying with the University’s and Partner Organisation’s Work Health & Safety Policy and Procedures

Reporting hazards and incidents as they occur in accordance with University policy

Actively participating in all health and safety activities and briefing sessions (e.g. emergency evacuation procedures, site inspections etc)

Each student is also required to advise their Unit convenor or Faculty Participation Manager as soon as possible in case:

he/she feels unsafe at any stage during the participation activity

he/she did not receive a safety induction prior to the commencement of the activity covering: First

aid, Fire and emergency evacuation; and Injury/incident reporting

he/she did not receive any specialised instructions/training necessary to carry out the role

an incident/accident happens (even when reported to the Partner organisation/supervisor and

managed by them)

Non compliance with the above may result in withdrawal of the student from the participation activity.


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Participation Activity Work Health & Safety Declaration for a repeat Participation Activity

A Participation Activity is an experiential activity allocated to, and undertaken by, a student within a participation unit. Each Participation Activity requires approval by the University prior to a student commencing the Activity. One of the key aspects of this approval process is the risk assessment, which is undertaken using the information provided by the partner organisation in the Participation Activity Design Form which includes the Participation Activity Risk Assessment Questionnaire. However, where an Activity is a repeat Activity and the Work Health and Safety circumstances remain unchanged from the original Participation Activity Design Form and the Activity is exactly6 the same as it was when undertaken by other students in the past, the Participation Activity Design Form does not need to be completed again by the Partner organisation. The Partner Organisation, by signing this Declaration, agrees that there have been no changes to the Participation Activity Design which was outlined in the Participation Activity Design Form completed and approved in the past. Name of Organisation: Participation Activity title: Date of completion of the original Participation Activity Design Form: Date: Signature: Print name: Position: