Consultation and communication

WHS Consultation and Communication Procedures

These procedures are designed to ensure that there are mechanisms in place to ensure that consultation and communication occur across the University. Consultation and communication procedures apply to all Flinders University workers, health and safety representatives and others who undertake activities for the University. The procedures also outline the need to consult, co-operate and coordinate with other Persons Conducting a business or undertaking (PCBUs) where there is a shared duty in relation to health and safety matters. Other PCBUs may be:

Controlled entities
Contractors
Labour hire companies
Landlords
Tenants and co-tenants
Host organisations of students

Consultation is required in a number of different situations such as:

The risk management process.
Developing WHS policies and procedures.
Investigating hazards and incidents.
When making decisions about resolving health and safety matters, monitoring health of workers, monitoring the conditions of the workplace and providing work health and safety information and training.
Discussing provision of facilities.
Workplace changes such as work systems, physical workspace changes, new hazards are introduced or modification of work / study / research activities that may introduce new risks.

The University maintains consultation and communication opportunities through the following mechanisms:

a. Local work area meetings.

b. Circulation of information via email, newsletters, electronic noticeboards or posted on the University web site.

c. Health and safety hazard alerts.

d. Tool box talks.

e. Heath and safety representatives.

f. Health and safety committees.

Below is a summary of the health and safety representative and health and safety committee roles on consultation and communication:

Health and safety representatives

The Health and Safety Representative (HSR) is a voluntary role.

The primary role of a Health and Safety Representatives (HSRs) is to represent workers through the consultation process. Where a HSR has been elected they must be given the opportunity to raise and be included in consultation around work, health and safety matters that affects or is likely to affect, the members of their workgroup.

The University encourages HSRs to become members of the relevant College / Portfolio Health and Safety Committee.

For more information about the powers and functions, consultation, disqualification, term of office etc. of HSRs see the Worker Representation and Participation Guide.

Nomination and Election process

The University facilitates the election of HSRs to represent staff in their workgroup on work health and safety matters. HSRs are elected through a nomination poll and election process using a University approved online election tool. During this process the workgroup staff and management are notified, nominations are called for and an election takes place if more than one candidate nominates in the workgroup. The workgroup HSR, staff and management are notified of the results. HSRs are elected for a 3-year term.

Training

Health & Safety Representatives and Deputy Health & Safety Representatives are entitled to undertake prescribed training. This training assists in enabling HSRs with the skills and knowledge to implement their powers and functions as defined by the Work Health and Safety Act 2012 (SA) or Work Health and Safety (National Uniform Legislation) Act 2011 (NT).

HSRs may attend training, noting that HSR can only exercise all their powers and functions as specified under the WHS legislation if they have completed the initial prescribed training.

South Australia – initial 5 days in the first year of office. A further entitlement to 3 days in the second year and 2 days in the third year is available.

Northern Territory – initial 5 days training, with 1 day refresher training available after that.

Note: HSRs must consult with their supervisor around time to attend the training at their chosen dates.

Bookings: Please contact the WHS Unit to book the training.

Members

The following is a list of HSRs representing each workgroup in the University.

Health and safety representative list

Health and Safety Committees

Flinders University has a University Health and Safety Committee consisting of management and staff representatives and reporting to the Vice-Chancellor.

The University Health and Safety Committee is the principle forum for management to consult with staff on broad health and safety and policy issues across the University.

The Committee is responsible for:

assisting in the development, monitoring and review of health and safety policies and procedures;
considering proposals for, or changes to, the workplace, policies, work practices or procedures which may affect the health and safety of workers;
monitoring the University’s work health and safety performance, including the development and implementation of WHS strategic and operational plans;
reviewing and monitoring any issues associated with injury management of injured staff;
assisting in the resolution of health and safety issues; and
providing advice to the Vice-Chancellor on health and safety matters.

College/Portfolios Health and Safety Committees

Each College and the Portfolios have a Committee consisting of management and staff representatives to monitor and provide advice to the relevant College Vice-President and Executive Dean / Portfolio Senior Executives on all matters relating to work health and safety of workers and students in the College/Portfolio.

Members

The University Health and Safety Committee meets four times per year, as do the Colleges & Portfolio Committees. Meeting dates can be obtained below. Meeting minutes can be obtained by contacting the WHS Unit or your relevant College/ Portfolio elected Health and Safety Representative (HSR).

Health and safety committee members

Health and safety committee dates