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(1) The purpose of this procedure is to ensure the management of requirements when undertaking inductions, training, and verifying competencies of employees and others at Southern Cross University (SCU) are appropriately managed and controlled. (2) The purpose of this procedure is to ensure Southern Cross University’s management, employees, contractors, students, visitors and others are aware of the requirements when undertaking inductions, training, and verifying competencies of employees and others in the workplace, management strategies and to provide advice on appropriate controls. (3) All employees, students and others including both independent contractors and contractors under SCU control are to be made aware of and follow this procedure. (4) This Procedure applies to all SCU Work Units and sites. The procedure aligns with WHS legislation in the relevant jurisdictions SCU operates in. (5) SCU utilises the SCOUT Learning Management System as the primary preferred method to assign, manage, record and report on the WHS training requirements of SCU employees. The development of the training need analysis matrix will be supported by the Workplace Health and Safety (WHS) team together with relevant Heads of Work Unit and senior managers. (6) WHS is responsible for maintaining all WHS Mandatory Training Records. All employees must complete the mandatory WHS training as outlined in Appendix 1. (7) Work Units are required to implement a system or process that allows for the effective management, recording, and review of employees training and compliance information. The system must be able to adequately manage the capturing of: (8) The system and process must at minimum be capable of: (9) All employees, students and others shall participate in a Work Unit WHS Induction before commencing work or study at the University. The induction shall communicate the WHS content including emergency information relevant to the campus. The induction is conducted in person by the supervisor, and a copy of WHSMP06 - FOR - 02 - WHS Induction Checklist is retained with the work unit and a copy provided to the employee and HR. The following WHS elements are communicated in the WHS induction: (10) In addition to the SCU WHS induction training, managers must ensure that all employees and students under their supervision are provided with site-specific inductions if relevant. This could include, but are not limited to: (11) Managers must also identify hazardous and high-risk work areas and activities and provide a site-specific induction before anyone under their supervision commences work on that activity or in that area. (12) Where a person is under competent supervision while visiting an area of low risk, an induction may not be required (for example a meeting on campus). However, in areas where there is inherent risk, employees who are hosting visitors must inform the visitors about local hazards, risks and emergency procedures specific to the site or campus. (13) SCU event organisers must make information about WHS available to anyone attending SCU approved events when relevant. The information should include emergency procedures and any other hazard-related information specific to that event. The SCU event contractors supplying services must go through the Visitor Induction via Property Services. (14) WHS competencies can be identified by completing a Training Needs Analysis (TNA). A TNA is the process of identifying and assessing the training requirements of an individual within an organisation. (15) The WHSMP06 – FOR - 01 Training Needs Analysis (TNA) Matrix outlines all the relevant role requirements and specific training requirements for all employees, students and others to ensure they can undertake their required tasks in compliance with SCU and legislative WHS requirements to limit the potential for safety incidents. Any training required to be provided shall be done so within suitable timeframes based on the risk profile. (16) The TNA shall be reviewed biannually as part of the WHSMP15: WHS Audit and Assurance, after changes to legislation, changes to Faculty scope or risk register, addition of new roles required, or after significant events on a SCU site. Records of revisions shall be archived and maintained onlineas evidence of compliance. (17) Following induction, the Work Unit Manager or HDR supervisor will conduct the WHS training needs analysis in consultation with the employee, student or HDR student to determine the gap between current knowledge, skills and any required competencies for their position. To determine the training needs of an employee or HDR student, the Training Needs Analysis shall be used. (18) When completing a TNA it will be necessary for supervisors to determine the specific training courses that apply to their staff. Position descriptions can be used to identify specific health and safety skill requirements for inclusion in the TNA. (19) Competency and/or licence requirements for employees are to be reviewed regularly per work task requirements including any information, instruction and/or training relevant to procedures. (20) Training needs should be translated into an employee training plan as part of the ongoing performance development and management processes established by the University. Managers should refer to the SCOUT to access detailed information about available training programs. (21) An individual training plan, based on the outcomes of the TNA, can be developed and implemented by the Manager. The Manager, in consultation with the employee, should capture any individual training gaps and opportunities for improvements. Individual training plans can be developed and integrated into SCU annual employee performance and development plans. (22) WHS training programs should be developed and delivered by competent people with the relevant knowledge, skills and experience. (23) All training programs shall have clearly defined learning outcomes. (24) Training delivery methods can include: (25) All training conducted internally or conducted externally for SCU employees shall be documented via SCOUT. The information on this form shall include: (26) A HSR does not require any experience or special qualifications to accept the role. HSRs appointed in Queensland are required to attend a Workplace Health and Safety Queensland (WHSQ) or equivalent approved training course. HSRs in other jurisdictions are entitled to attend an approved 5-day training course in work health and safety and a 1 day refresher course each year during their term of office. (28) Competency is comprised of knowledge and skills and the consistent application of that knowledge and skill to the standard of performance required in the workplace. (29) If the training session has been designed for awareness then a competency assessment is not required. (30) Managers and supervisors are responsible for ensuring employees and HDR students are competent through ongoing monitoring and review. Where skill deficiencies are identified or when competencies expire, appropriate training, retraining and/or supervision will be provided before work/research commences or continues. (31) Certain types of work can be hazardous and require specific skills, capabilities and licences. Under WHS Regulations high-risk work licenses are required to operate certain items of plant or machinery, the erection of scaffold, or undertake dogging or rigging work. (32) High-risk work licences are available to persons over the age of 18, are sourced from a registered training organisation (RTO), are valid for five (5) years, and recognised nationally in most instances. However, some state jurisdictions require specific licences and certificates and therefore the work units should verify the requirements and request the WHS Team add this to WHSMP03: WHS Legal and Other Requirements Procedure. A list of the current licence classes and the descriptions is available on the Safework Australia website. (33) All licences and certificates held by those required to perform tasks must be provided as part of the onboarding process before commencing employment. Details of the licence and certificates for employees will be held online . Contractor HRWL will be retained in the Contractor Management System managed by Property Services. (34) Prior to undertaking any task that requires a HRWL, the employee shall be verified competent by an authorised Work Unit or WHS team representative. (35) The SCU Council has the following WHS responsibilities: (36) The SCU Vice Chancellor has the following WHS responsibilities: (37) Vice Presidents/Pro/Deputy Vice Chancellors have the following WHS responsibilities: (38) The Head of the Work Unit has the following WHS responsibilities: (39) Managers and Supervisors have the following WHS responsibilities: (40) All employees have the following WHS responsibilities: (41) The WHS Manager has the following responsibilities: (42) WHS Business Partners have the following responsibilities: (43) All relevant documentation will be recorded online and kept in accordance with WHS Legislation and other legislative obligations including: (44) This procedure will be reviewed as per nominated review dates or because of other events, such as: WHSMP06: WHS Training and Competency Procedure
Section 1 - Purpose and Scope
Section 2 - Definitions
Top of Page
Section 3 - General Principles
Training Records
Mandatory WHS Training Records
Work Unit WHS Training Records
WHS Induction including site-specific inductions
Visitor Inductions
Training
Training Needs Analysis
Completing the Training Needs Analysis
Individual Training Plans
Delivery of Training
Training Attendance
Health and Safety Representative (HSR) Training
Competence
High-Risk Work Licences (HRWL)
Section 4 - Roles and Responsibilities
University Council
Operational Responsibilities
Vice Presidents/Pro/Deputy Vice-Chancellor
Head of Work Unit
Managers and Supervisors
Employees
WHS Team
WHS Manager
WHS Business Partners
Top of PageSection 5 - Records of Documentation
Top of PageSection 6 - Revision and approval history
Top of PageSection 7 - References
Top of Page
Section 8 - Related Documents