• Section 1 - Purpose and Scope
• Section 2 - Definitions 
• Section 3 - General Principles 
• Section 4 - Roles and Responsibilities
• Section 5 - Records of Documentation  
• Section 6 - Revision and approval history 
• Section 7 - References 
• Section 8 - Related Documents 

Section 1 - Purpose and Scope

(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. 

Section 2 - Definitions 

Section 3 - General Principles 

Training Records 

(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.   

Mandatory WHS Training Records 

(6) WHS is responsible for maintaining all WHS Mandatory Training Records. All employees must complete the mandatory WHS training as outlined in Appendix 1. 

Work Unit WHS Training Records 

(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: 

1. Site specific induction records 
2. High-risk work licences  
3. Plant tickets 
4. Industry accreditations  
5. Qualifications 
6. Verifications of competencies 
7. Training records to meet those aspects required in the TNA  

(8) The system and process must at minimum be capable of: 

1. Actively reporting in and alerting appointed managers of expiring or expired licences and competencies to follow up with new records 
2. Be capable of providing a snapshot of the compliance status of the Work Unit 
3. Responsibility remains with the supervisors to verify that all relevant tickets and verifications of competency (VOC) are undertaken before allowing employees to commence a task that has prerequisites.  

WHS Induction including site-specific inductions 

(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: 

1. SCU WHS Policy 
2. University organisation structure and key personnel 
3. Relevant interested parties  
4. WHS objectives and targets 
5. WHS risks and opportunities management processes. 
6. WHS critical safety risks and critical controls 
7. WHS incident management processes 
8. Injury management processes 
9. Emergency Response plan and processes 
10. Basic legal obligations 
11. Communication and consultation methods employed by SCU 
12. Work Unit and Site-Specific Inductions 

(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: 

1. SCU laboratories. 
2. SCU workshops. 

(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.  

Visitor Inductions 

(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.  

Training  

Training Needs Analysis 

(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.   

Completing the Training Needs Analysis 

(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.  

Individual Training Plans 

(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. 

Delivery of Training 

(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: 

1. On-the-job training, i.e. experience, coaching, mentoring. 
2. Workplace-delivered training face-to-face or online. 
3. Training delivered by an external provider. 
4. Training through distance education. 
5. The way the training is delivered shall consider employees with learning and/or literacy difficulties, where appropriate. 

Training Attendance 

(25) All training conducted internally or conducted externally for SCU employees shall be documented via SCOUT. The information on this form shall include: 

1. Training course name 
2. Summary of training course content 
3. Training course venue 
4. Date(s) and time of training course 
5. Duration of training course 
6. Course presenter/facilitator 
7. Attendee names 
8. Training Records 
9. Up-to-date records of all WHS training and competency shall be maintained online and is accessible by WHS and Heads of Work Unit. 
10. Training records shall be maintained for the duration of employment and 7 years after finalisation of employment. 

Health and Safety Representative (HSR) Training 

(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.  

(27) The University must: 

1. Pay the full cost of the training course plus any reasonable costs associated with the HSR’s attendance at the training. 
2. Provide HSRs paid time off to attend an approved HSR legislative training course. 

Competence 

(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.  

High-Risk Work Licences (HRWL) 

(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. 

Section 4 - Roles and Responsibilities

University Council  

(35) The SCU Council has the following WHS responsibilities: 

1. Demonstrate commitment to WHS and set examples for employees. 
2. Ensure regulatory compliance with standards and procedures. 
3. Maintain WHS management systems meeting policy, legal, and regulatory requirements. 
4. Review WHS risks periodically and consider implications in decisions. 
5. Oversight of the development and alignment WHS strategy with university objectives. 
6. Agree on and monitor WHS objectives, targets, and performance. 
7. Provide adequate WHS training and resources for roles. 
8. Review and learn from WHS incidents and trends and ensure corrective actions. 
9. Ensure  crisis management processes for incidents are implemented. 
10. Cooperate with regulators and WHS Manager on legislative requirements. 
11. Monitor and report WHS performance, maintain relevant records, and track progress against objectives. 

Operational Responsibilities 

(36) The SCU Vice Chancellor has the following WHS responsibilities: 

1. Foster a positive WHS culture with continuous improvement and leading by example. 
2. Appoint competent resources for WHS roles based on risk profile, including an advisor for WHS duties. 
3. Allocate resources for WHS systems and training for direct reports. 
4. Manage key stakeholder and regulatory relationships. 
5. Comply with WHS legislative requirements and collaborate with authorities. 
6. Ensure compliance with WHS policy and legal requirements is monitored through plans and reviews. 
7. Take actions to achieve WHS objectives and address deficiencies. 
8. Implement disciplinary measures for WHS breaches as needed. 

Vice Presidents/Pro/Deputy Vice-Chancellor 

(37) Vice Presidents/Pro/Deputy Vice Chancellors have the following WHS responsibilities: 

1. Be aware of, monitor and control critical hazards and controls applicable to their work unit 
2. Ensure compliance with WHS policies, procedures by persons involved in their work unit’s undertaking. 
3. Incorporate WHS risks in the Enterprise risk register and apply controls. 
4. Provide oversight of Work Unit WHS performance, reporting, and sharing lessons from incidents. 
5. Appoint and allocate appropriate WHS resources for risk management and training. 
6. Foster a positive WHS culture, promote continuous improvement, and lead by example. 
7. Cooperate with Regulators/Authorities and WHS to meet legislative requirements. 
8. Review safety performance, discuss with management, and take corrective actions as needed, including disciplinary measures for WHS breaches. 

Head of Work Unit 

(38) The Head of the Work Unit has the following WHS responsibilities: 

1. Ensure compliance with WHS policies, procedures, and controls. 
2. Ensure WHS compliance, communication, and risk management. 
3. Provide oversight for Work Unit WHS performance. 
4. Promote a positive WHS culture and competency. 
5. Manage WHS incidents and reporting. 
6. Obtain and follow WHS professional advice. 
7. Coordinate with regulators and WHS teams. 
8. Conduct audit and assurance activities and ensure action on findings. 
9. Engage with stakeholders on WHS matters. 
10. Report accidents and incidents promptly. 
11. Enforce disciplinary measures for WHS breaches. 

Managers and Supervisors 

(39) Managers and Supervisors have the following WHS responsibilities: 

1. Ensure compliance with WHS policies, procedures, and controls. 
2. Ensure access to competent WHS advice and training. 
3. Provide resources and approval for safe activities. 
4. Cooperate with regulators, WHS Manager, and Partners. 
5. Monitor and act on regulatory visits and incidents. 
6. Conduct assurance activities. 
7. Engage stakeholders on safety matters as needed. 
8. Report and record all WHS incidents promptly. 
9. Review Work Unit WHS performance regularly. 
10. Enforce disciplinary measures for WHS breaches. 

Employees 

(40) All employees have the following WHS responsibilities: 

1. Complete required WHS training and stay updated. 
2. Prioritise health and safety for oneself and others. 
3. Ensure compliance with WHS policies, procedures, and control  
4. Report WHS concerns promptly to relevant personnel. 
5. Cooperate with SCU on WHS matters. 
6. Understand and adhere to WHS procedures and risk assessments. 
7. Notify relevant management of unsafe conditions or practices. 
8. Work within established safety controls and systems. 
9. Support WHS objectives and targets. 
10. Use equipment only with proper training. 
11. Wear issued PPE correctly. 
12. Request additional WHS training if needed. 
13. Follow instructions from authorities and supervisors. 
14. Report accidents, defects, or hazards promptly. 
15. Participate in audits and reviews as required. 
16. To cease work if there is a reasonable concern of a serious risk or an immediate or imminent hazard poses serious risk to health and safety 
17. To inform supervisor if work is ceased. 

WHS Team 

WHS Manager 

(41) The WHS Manager has the following responsibilities: 

1. Develop and lead the University's health and safety strategy. 
2. Implement and maintain WHS policies, procedures, and controls. 
3. Provide oversight and reporting on WHS performance. 
4. Develop and maintain WHS management systems. 
5. Ensure compliance with legal and regulatory WHS requirements. 
6. Assess and manage WHS risks effectively. 
7. Promote visible leadership in WHS. 
8. Communicate progress against WHS plans and objectives. 
9. Ensure adequate WHS resources and training. 
10. Provide WHS advice to management and maintain relationships with regulators. 
11. Investigate and report accidents/incidents, sharing lessons learned. 
12. Develop and monitor a WHS compliance assurance program. 
13. Support SCU in new research, sites, and acquisitions. 
14. Maintain accurate WHS data and reporting. 
15. Regularly review and address WHS incidents and performance. 

WHS Business Partners  

(42) WHS Business Partners have the following responsibilities: 

1. Assist work units with the application of procedures.  
2. Support understanding and compliance with SCU standards and regulations. 
3. Assist in WHS risk assessments and controls implementation. 
4. Actively promote WHS culture and plans. 
5. Maintain skills and stay updated on legal requirements. 
6. Advise on WHS training needs. 
7. Cooperate with regulators and WHS Manager on legal requirements. 
8. Report incidents and support investigations. 
9. Support WHS inspections, audits, and corrective actions. 
10. Ensure accurate WHS data in RiskWare and meet reporting requirements. 

Section 5 - Records of Documentation  

(43) All relevant documentation will be recorded online and kept in accordance with WHS Legislation and other legislative obligations including:  

1. SCU WHS Mandatory WHS Training Requirements as outlined in Appendix 1. 
2. Verification of Competency. 
3. High-risk work licenses. 
4. Refresher training. 
5. Training needs analysis. 
6. Consultation regarding training. 
7. Audit and reviews regarding training. 

Section 6 - Revision and approval history 

(44) This procedure will be reviewed as per nominated review dates or because of other events, such as: 

1. Internal and external audit outcomes. 
2. Legislative changes. 
3. Outcomes from management reviews. 
4. Incidents. 

Section 7 - References 

Section 8 - Related Documents