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WHSMP14: WHS MONITORING, MEASUREMENT AND REPORTING PROCEDURE

Section 1 - Purpose and Scope

(1) The purpose of this document is to outline the processes and information necessary for Southern Cross University (SCU) to: 

  1. Monitor and evaluate the performance of the Work Health and Safety Management System (WHSMS) 
  2. Report on WHS performance outcomes against set objectives and targets 
  3. Identify areas of WHS performance that require improvement 

(2) The purpose of this procedure is to ensure Southern Cross University’s management, employees, contractors, students, visitors and others are aware of the processes for monitoring, measurement and reporting.  

(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. 

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Section 2 - Definitions 

WHS Management System (WHSMS) 
A structured framework enabling Southern Cross University (SCU) to effectively manage its health and safety obligations, policies, and operational practices. 
University Council 
SCU's governing body responsible for overseeing and evaluating WHS performance, ensuring alignment with strategic objectives. 
Performance Indicator 
Metrics utilised to gauge the efficiency of SCU's WHS Management System and progress towards achieving WHS objectives and targets. 
Regulator Notices 
Official communications from WHS regulatory bodies mandating specific corrective actions to address compliance issues. 
Injury Severity Rate (ISR) 
A key metric measuring the severity of the injury in days lost per million hours worked at SCU, indicative of safety performance trends. 
Safety Essentials Training 
An interactive online program designed for SCU leaders, focusing on fundamental WHS principles and best practices. 
Notifiable Incidents 
Incidents at SCU that, due to their severity or potential impact on safety, must be reported promptly to regulatory authorities. 
Workplace Health & Safety Committee (WHSC) 
A dedicated committee involved in consultation associated with SCU work health and safety matters.  
Audit Plan 
A scheduled framework outlining periodic WHS audits over a cycle to ensure compliance and identify areas for enhancement. 
Internal Audit and Assurance Findings 
Results from internal assessments evaluating the effectiveness of SCU's WHS Management System and adherence to established standards. 
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Section 3 - General Principles 

Performance Indicators 

(5) Performance indicators measure the actions performed as part of the WHS Management System. Performance indicators are designed to measure the actions being taken by the University to prevent work related injury and illness.  

(6) Reporting and monitoring of the University’s WHSMS, objectives, targets, plans and performance indicators takes place on an ongoing basis as follows: 

Recipient(s) 
Report 
Performance Indicator 
Frequency 
Responsible  
University Council  
VCG 
WHS Report  
Performance Indicators that may be included: 
Results of WHS audits, including regulator audits, and progress with actions taken in response to medium and high audit findings. 
Results of WHS assurance activities, including critical control verification. 
Updates on legal compliance issues and the impact of legislative changes. 
Likely impact of significant organisational changes on WHS. 
Notifiable incidents, investigation findings, and corrective actions. 
Accident and incident data and trends, the number and severity occurring, frequencies of injuries and comparative data for preceding periods (e.g. Lost Time Injuries, Medical Treatment Injuries, First Aid Injuries). 
Regulator notices issued under WHS legislation and corrective actions taken.  
Hazard, accident, and incident reporting data and trends. 
Corrective actions from audits, accident, incident, and hazard reports. 
Emergency management, including building evacuations, trial exercises, training, and fire warden and first aid officer coverage. 
Workers’ compensation claims and costs: 
Monthly and YTD statistics compared with the same period in the previous year: open workers' compensation claims, workers' compensation claim costs.  
Assurance and Audit plan progress, including medium and high corrective actions. 
Employee assistance programme (EAP) data. 
Training information on Critical Risk. 
Critical control verification reporting data and trends.  
Update on enterprise-wide WHS Critical Risks. 
Significant changes in the risk profile. 
Insights on critical controls and verification process.  
WHS Audit Plan 
Evaluate whether the WHS Management System is meeting the University’s strategic objectives as stated in the SCU WHS Policy by: 
Reviewing progress against the WHS Plan including objectives, targets and performance indicators 
Reviewing WHS internal audit and assurance findings and internal actions 
WHS Plan (inc. Objectives and Targets: 
Reviewing progress against the WHS Plan including objectives, targets and performance indicators for Corporate and Work Units 
Training 
The number of SCU employees completing the online Safety Essentials Training 
Legal compliance 3-yearly audits and the number of non-conformances and opportunities for improvement identified. 
Monthly, each VCG meeting 
 
Quarterly, Council Meetings 
WHS Manager 
University Council  
VCG 
 
WHS Management Review  
As outlined in WHSMP16 WHSMS Management Review 
Annually 
WHS Manager 
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Section 4 - Roles and Responsibilities

University Council  

(7) 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 

(8) 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 

(9) 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 

(10) 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 

(11) 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 

(12) 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 

(13) 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  

(14) 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. 
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Section 5 - Records of Documentation  

(15) All relevant documentation to the above performance indicators will be recorded and kept in accordance with WHS Legislation and other legislative obligations.  

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Section 6 - Revision and approval history 

(16) 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. 
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Section 7 - References 

Work Health and Safety Act 2011 
Work Health and Safety Regulation in applicable jurisdiction that SCU operates  
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Section 8 - Related Documents 

WHSMP04: WHS Planning, Objectives and Targets Procedure 
WHSMP17: WHS Action Management Procedure