Follow WHS Procedures To Work Safely

Follow WHS procedures to work safely
Learner Guide
Copyright, 2016 by North Coast TAFEnow
Date last saved: 28 September 2016 by Miller, Alexandra
Version: 1.0
# of Pages = 19
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Contents
WHS Induction Program................................................................................................................................................. 1
Ergonomics.......................................................................................................................................................................... 2
The Office Environment .................................................................................................................................................. 3
Computer Ergonomics .................................................................................................................................................... 4
Computer Furniture .................................................................................................................................................... 4
Demonstrate appropriate posture......................................................................................................................... 5
Adjusting the Workstation ........................................................................................................................................ 6
Ergonomic Accessories .............................................................................................................................................. 6
Monitors ........................................................................................................................................................................... 6
Exercise and Rest Periods .......................................................................................................................................... 7
Personal Protective Equipment .............................................................................................................................. 7
Workplace signs & safety symbols .............................................................................................................................. 8
Hazardous manual tasks...............................................................................................................................................10
Health and safety monitoring ....................................................................................................................................11
Identifying and reporting incidents ....................................................................................................................12
References .........................................................................................................................................................................15
Follow WHS procedures to work

safely
WHS Induction Program
A PCBU (Person Conducting a Business or Undertaking) must provide induction training to
new workers, contractors and others who will access the work environment. When starting a
new job part of your induction will include information on WHS policies and procedures.
Depending on your organisation the workplace inductions should give you the following
information on WHS:
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>
location of WHS policies and procedures
>
PCBU and worker responsibilities
>
safe work practices
>
person/s responsible for WHS in the organisation and contact details
>
recording and reporting formats
>
seeking assistance and sources of information
>
emergency procedures and evacuation plan
>
ergonomic requirements
>
hazard and risk management
>
correct manual handling techniques
>
personal protective equipment requirements
>
safety signs and symbols
>
environmental issues
>
equal opportunity and anti-discrimination
>
industrial relations
As a worker you are required to participate in WHS consultative processes within your
organisation and will need to report queries and concerns about safety in the workplace to
the designated person/s in accordance with organisational procedures.
Ergonomics
Ergonomics is the study of the physical relationship between people and their working
environment. When attention is paid to the ergonomic design of a workplace there are many
benefits, some of which are that:
>
work efficiency is increased
>
errors due to fatigue are decreased
>
health and injury problems are reduced
>
work satisfaction is increased
For more information on ergonomics, view the Human Factors and Ergonomics Society of
Australia website, http://www.ergonomics.org.au/
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The Office Environment

The office environment can affect work performance and be a health and safety issue. Some
of the issues are temperature, humidity, ventilation, lighting and area or space.
The Australian Temperatures standard is 21C to 24C. The degree of tolerance is very small
but a person will work comfortable at 24C in summer but find that too hot in winter. Office
temperatures can be localised due to desks being situated in sunlight, draughts or under air
conditioning vents. The implications of heat can be that the workers can feel lethargic and
lack of concentration which in turn affects productivity.
The optimum comfort range for humidity is 40-60%. Low humidity can lead to mild
dehydration, causing dryness of the eyes and nose or throat irritation. Low humidity can result
in a build-up of static electricity that can be very dangerous for computers and electronic
technology. High humidity leads to fatigue and stuffiness.
Ventilation (movement of air) is required for air contaminants such as dust, solvents, chemical
fumes, Ozone (gases from photocopiers and printers) and toner dust from photocopiers.
Office lighting is important. Sharp differences in lighting should be avoided and light should
fall from a side rather than in front. Glare should be avoided particularly with computer
screens. Fluorescent lights should be regularly maintained to avoid flickering lights.
The colours used in the office can affect lighting and glare. Below is the colour standards
recommended for workplaces:
>
ceilings reflect 75% light or more (white)
>
Walls 50% to 75% reflectance
>
Floors 20% or less reflectance
In the office floor space the recommended personal workspace is 6.25sq metres. This is quite a
large area and most offices do not have the space available to them.
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Computer Ergonomics
Ergonomics of computer usage is a most important issue in WHS. If the workstation is only to
be used by one person then it can be customised to suit their needs. However if it is going to
be used by multiple people then it needs to be adjustable e.g. TAFE classrooms. Also consider
the types of computer work as word processing or data entry is keyboard intensive whereas
web surfing, desktop publishing, and graphics is mouse intensive.
Computer Furniture
Consider the following when purchasing or setting up a computer workstation.
Desks need to be:
>
stable
>
plenty of room - 1500 x 900mm
>
height - 680 to 720 fixed 580 x 730 adjustable
Chairs need to be:

>
stable base
>
solid construction
>
appropriate back and thigh support
>
ability to adjust height and back
Most office furniture and computer equipment comes with the ability to make adjustments
which can make the working environment safer and more comfortable for the individual.
Some of the adjustments available are for:
>
screen brightness and angle
>
keyboard tilt
>
desk height
>
chair height and back support
Standing work stations can be adjusted to allow the worker to stand or sit while working. This
will decrease the risk of musculoskeletal injuries that may result from poor working postures.
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Demonstrate appropriate posture

Check the following points while examining your position:
>
Your eyes should be approximately an arm's length from the screen with your eye level
so that the centre of the screen is approximately 20 degrees below your line of vision.
Your reading material should be placed in front, at eye level or just below.
>
Your chair should be positioned so that your body is centred in front of the screen and
the 'J' key on the alphanumeric keypad is opposite the middle of your body.
>
Your wrists should be held flat so that the fingers slope down towards the keyboard.
Fingers should be curved over onto the keys.
>
Feet should be flat on the floor, one slightly in front of the other. If you are short, you
should use a footrest.
>
Your forearms should be either parallel with the floor or sloping slightly downwards.
Elbow angle should be 80 - 120 degrees.
>
Your chair should be adjustable so that when you are sitting the seat height positions
your thighs parallel to the floor.
>
The back of your chair should be adjusted so that it supports the small of your back.
>
The desk at which you are sitting should be just high enough for you to be able to
comfortably fit your knees underneath.
>
Shoulders should be back and relaxed. Your back should be straight, with your body
sloping slightly forward from the hips. Your bottom should be set well back on the chair.
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Adjusting the Workstation

Figure 1 How to set up your chair and workstation
http://www.working-health.com/blog/how-to-set-up-your-chair-and-workstation/
Ergonomic Accessories
There are many ergonomic accessories available which can help reduce injuries such as
adjustable standing work stations, ergonomic keyboards, ergonomic mice, wrist rests, mouse
pads, support braces, document holders and foot rests.
Monitors
Radiation
Computer screens emit small amounts of radiation. A workplace should be organised to
ensure that screen operators are no closer to any other screen than they are to their own.
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Refresh Rates
Screens refresh rates need to be 75Hz or greater to ensure that eyes do not get effected.
Lighting and Screens

Place screen to side of light source and try not to place screen near a window
Glare
Place an object such as a book above the eyes at eyebrow level and establish whether the
screen image becomes clearer. Tilt the screen so that the reflections are directed below eye
level. Turn the screen brightness down or rest eyes regularly.
Exercise and Rest Periods

Computer users should take regular rests and exercise periods and intersperse their computer
tasks with other work. A variety of work and exercise are important in preventing repetitive
strain injuries. Breaks should be taken from the computer every 30 minutes.
Personal Protective Equipment

Personal protective equipment (PPE) is industrial clothing and other equipment designed to
protect workers from injury or disease from exposure to hazards. PPE is used in many
industries - e.g. laboratory work, spray painting, welding, high pressure cleaning, and working
with radioactive substances or machinery.
PPE includes a range of equipment such as gloves, footwear, hard hats, ear protection,
respirators, safety harnesses, face masks, and high visibility clothing. The equipment used as
PPE must meet Australian Standards, be designed and suitable for the task, be in good repair,
and be a suitable size for the worker.
PCBU duties
If it is not reasonably practicable to eliminate a foreseeable risk to the health and safety to
anyone at the place of work, a PCBU must eliminate the risk. If it is not reasonably practicable
to do so, a PCBU must control the risk. Controlling the risk may involve the use of personal
protective equipment (PPE) by workers, in order to reduce their exposure to hazards.
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PCBUs must provide PPE if appropriate to reduce a particular risk which cannot otherwise be
eliminate altogether, often in conjunction with other control measures. This may be a specific
requirement in legislation or a code of practice, or may be covered under the PCBU's general
duty of care to provide a safe working environment.
It is a requirement that workers receive training in the use, maintenance and storage of PPE to
enable workers to understand the need for and the correct application and use of PPE.
Education and training in the use of required PPE should be an essential part of the induction
process for new workers.
The requirement to use PPE should be reinforced by appropriate signage.
Worker duties
Under WHS legislation, workers are under a duty to use PPE in accordance with instructions
given by the PCBU:
>
supplied to the worker by the PCBU
>
necessary to protect your health and safety
Workplace signs & safety symbols

As part of the conveying of safety information the use of workplace signs and safety symbols
may be appropriate. In some situations, signs and safety symbols will be required by
regulation whereas in other situations they need to be assessed as to whether they increase
safety as there is some evidence that the overuse of signage can decrease compliance and
increase risk.
>
Section 4 of AS1319-1994 states: When considering placement of several signs close

together, care should be taken. Having so much information in one place may result in
little or none of the content being absorbed. The visual effect may be so confusing that it
is difficult to distinguish individual messages.
Signage, like PPE (discussed below) cannot be the first or only method used to control risks. In
the section that discusses controlling risks (see Hierarchy of Control) it will be noted that
controlling of risk must start at the highest level of elimination whereas the use of
administrative controls such as signage is one of the two lowest level options.
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In many cases a combination of control methods will be required to minimise risk. For
example, where there is dangerous machinery that cannot be eliminated or substituted it may
be appropriate to isolate the danger by having a locked door as well as having a sign on the
door to indicate the danger that exists behind the door.
Common workplace signs and safety symbols are:
>
First Aid Signs such as First Aid Equipment
>
Fire Safety Signs such as Fire Evacuation
>
Danger Signs such as Electrical voltage
>
No Smoking Signs such as No Smoking Areas
>
Flammable Material Signs such as Hazardous Substances
>
Prohibition Signs such as Authorised Personnel Only
>
Specific Hazard Warning Signs such as Asbestos Warning
>
Poison signs these indicate the presence of poisons and in some cases may indicate
where to call in the event of an emergency
>
Exit Emergency Signs such as Evacuation signage
>
Kitchen and Food Safety Signs such as All Food Must Be Covered
>
Lockout Signs such as Caution Disconnect Power and Lock Out before Servicing
>
Safety Symbols such as those that indicate Radiation or Biohazards
>
PPE Signs such as those that indicate Ear Muffs or Goggles must be worn
When using signs, it is important to ensure that the signage complies with any applicable
Australian Standards. For example, Section 4 of AS1319-1994 covers Construction, Installation
and Maintenance of Signs and in part states:
>
Signs should be located where the messages are legible and attract attention and are
clearly visible to all concerned.
>
Signs should not be erected hazardously. Example: those projecting into passageways at
such heights that persons, vehicles or mobile plant may strike them.
>
Signs should not be placed on moveable objects such as doors, windows or racks where
a change in position would void the purpose of the sign or cause it to be out of sight. This
does not apply to signs intended to be portable or moveable.
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>
The sign mounting location should remain accessible and visible. The possibility that the
sign may become obscured by stacked materials or other visual obstructions should be
minimised.
>
Sign visibility will be enhanced if a contrast exists between the predominant colour of the
sign and that of its immediate surroundings.
>
External or internal illumination of signs should be considered where the general lighting
(either natural or artificial) does not provide for adequate visibility of signs.
>
For maximum effectiveness, signs should be maintained in good condition and kept
clean.
>
When considering placement of several signs close together, care should be taken.
Having so much information in one place may result in little or none of the content being
absorbed. The visual effect may be so confusing that it is difficult to distinguish individual
messages.
Hazardous manual tasks

The most common workplace injuries across Australia are the result of hazardous manual
tasks that result in an injury or disease of the musculoskeletal system.
A hazardous manual task, as defined in the WHS Regulations, means a task that requires a
person to lift, lower, push, pull, carry or otherwise move, hold or restrain any person, animal or
thing involving one or more of the following:
>
repetitive or sustained force
>
high or sudden force
>
repetitive movement
>
sustained or awkward posture
>
exposure to vibration
Conditions may include:

>
sprains and strains of muscles, ligaments and tendons
>
back injuries, including damage to the muscles, tendons, ligaments, spinal discs, nerves,
joints and bones
>
joint and bone injuries or degeneration, including injuries to the shoulder, elbow, wrist,
hip, knee, ankle, hands and feet
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>
nerve injuries or compression (e.g. carpal tunnel syndrome)
>
muscular and vascular disorders as a result of hand-arm vibration
>
soft tissue hernias
>
chronic pain
These conditions occur in two ways:

>
Gradual wear and tear to joints, ligaments, muscles and inter-vertebral discs caused by
repeated or continuous use of the same body parts, including static body positions.
>
Sudden damage caused by strenuous activity, or unexpected movements such as when

loads being handled move or change position suddenly.
Injuries can also occur due to a combination of these mechanisms, for example, body tissue
that has been weakened by cumulative damage may be vulnerable to sudden injury by lower
forces. (Safe Work Australia, 2016)
Risk of injury can be reduced by:
>
redesigning the workplace
>
lightening loads
>
adding appropriate handles or labelling handling instructions
>
using correct lifting techniques - reducing bending, twisting, reaching movements
>
using mechanical aids (e.g. trolley or forklift)
>
if required handling is prolonged, the taking adequate rest periods
>
preventing muscle strain by warming up before activity
Health and safety monitoring

Workplace health and safety monitoring is conducted within an organisation to prevent injury
and harm to workers, property, the environment and the general public.
Monitoring programs are designed to promote health and safety within an organisation with
the added benefit of increasing worker productivity through raising morale, reducing
absenteeism, equipment downtime, while securing savings on insurance premiums, workers'
compensation benefits and litigation expenses.
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Identifying and reporting incidents

Workplace incidents
Incidents and accidents should be reported to the person conducting the business in the
manner requested which in most cases will require the completion of an Incident Report. An
Incident Report will collect information about the type of incident, what happened, what were
the results or consequences of the incident, what was done to prevent a reoccurrence of the
incident, and the details of those involve or who witnessed the event.
Some incident are notifiable incidents in which case they must be reported to the
appropriate authorities.
The WHS law requires: (Safe Work Australia, n.d.)
>
a notifiable incident to be reported to the regulator immediately after becoming aware

it has happened
>
if the regulator asks - written notification within 48 hours of the request, and
>
the incident site to be preserved until an inspector arrives or directs otherwise (subject to
some exceptions).
Failing to report a notifiable incident is an offence and penalties apply.

A notifiable incident is the death of a person, a serious injury or illness, or a dangerous
incident arising out of the conduct of a business or undertaking at a workplace.
Notifiable incidents may relate to any person - whether an employee, contractor or member
of the public.
Only the most serious health or safety incidents are notifiable, and only if they are workrelated. They trigger requirements to preserve the incident site pending further direction from
the regulator.
For detailed information regarding notifiable incidents check out the Incident Notification
Fact Sheet available on the Safe Work Australia website at
http://www.safeworkaustralia.gov.au.
An incident does not need to result in injury or illness. A near miss, with or without injury is
still considered to be an incident.
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Incident reporting
Work Health and Safety legislation requires that PCBUs keep records of incidents and
dangerous occurrences, in a prescribed format. Incident reporting is a key component of
incident prevention programs, providing valuable information for managing risks.
Incident reports state:
>
what occurred (e.g. a fall or a slip)
>
who was injured
>
what type of injury was suffered
>
which part of the body was injured
>
where the incident occurred
>
when it occurred (date and time)
>
how it occurred
Reportable incidents are those which occur at the workplace, including any travel or other
activities undertaken during paid work hours and also include travelling to and from work.
The information recorded in Incident Reports is invaluable for review of the safety
performance of the organisation and for monitoring hazards in the workplace. The PCBU can
then investigate the circumstances and review safety procedures accordingly.
Worker duties
Workers have a legal responsibility to report incidents. A report must be completed for any
incidents which result in a personal injury or disease regardless of the severity, and all other
reportable incidents including near misses of which they are aware. The Incident Report must
be completed and given to the immediate supervisor within 24 hours (or one working
day/shift) of any incident.
Supervisor Duties
Supervisors must ensure the Incident Report is correctly completed. The worker must be
consulted before any changes can be made to the report.
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A supervisor must complete an incident report to document:

>
Any injury or disease where the worker involved is unable to complete an Incident Report
within one working day/shift of the incident.
>
Any incident which results in a fatality to a worker.
>
Other reportable incidents including near misses of which the supervisor is aware. Refer
to your State or Territory WHS regulator for a list of notifiable incidents.
The supervisor must send the Incident Report to the appropriate WHS Unit or Authority within
the specified timeframe (normally 24-48 hours) of the incident.
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References
>
NSW Government, SafeWork Australia, n.d. Legislation and Codes, viewed 18 August 2016
http://www.workcover.nsw.gov.au/law-and-policy/legislation-and-codes
>
SA Government, SafeWork SA, n.d. Checklist Office Workstation, viewed 18 August 2016
http://www.safework.sa.gov.au/uploaded_files/OfficeWorkstationChecklist.pdf
>
Safe Work Australia, n.d. viewed 18 August 2016

http://www.safeworkaustralia.gov.au/sites/SWA/Pages/default.aspx
>
Safe Work Australia, n.d. Incident Notification on Fact Sheet. Viewed 18 August 2016
http://www.safeworkaustralia.gov.au/sites/swa/about/publications/pages/incidentnotification-fact-sheet
>
Safe Work Australia, 2016, Guide to the Model Work Health and Safety Act. Viewed 18
August 2016
http://www.safeworkaustralia.gov.au/sites/swa/about/publications/pages/guide-to-thework-health-and-safety-act-
>
Safe Work Australia, 2016, Model Codes of Practice - Hazardous Manual Tasks Viewed 18
August 2016
http://www.safeworkaustralia.gov.au/sites/swa/about/publications/pages/hazardousmanual-tasks-cop
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Date last saved: 28 September 2016 by Miller, Alexandra

Follow WHS procedures to work

location of WHS policies and procedures

PCBU and worker responsibilities

safe work practices

person/s responsible for WHS in the organisation and contact details

recording and reporting formats

seeking assistance and sources of information

emergency procedures and evacuation plan

hazard and risk management

correct manual handling techniques

personal protective equipment requirements

safety signs and symbols

equal opportunity and anti-discrimination

work efficiency is increased

errors due to fatigue are decreased

health and injury problems are reduced

work satisfaction is increased

The Office Environment

ceilings reflect 75% light or more (white)

Walls 50% to 75% reflectance

Floors 20% or less reflectance

plenty of room - 1500 x 900mm

height - 680 to 720 fixed 580 x 730 adjustable

Chairs need to be:

appropriate back and thigh support

ability to adjust height and back

screen brightness and angle

chair height and back support

Demonstrate appropriate posture

Adjusting the Workstation

Lighting and Screens

Exercise and Rest Periods

Personal Protective Equipment

supplied to the worker by the PCBU

necessary to protect your health and safety

Workplace signs & safety symbols

Section 4 of AS1319-1994 states: When considering placement of several signs close

First Aid Signs such as First Aid Equipment

Fire Safety Signs such as Fire Evacuation

Danger Signs such as Electrical voltage

No Smoking Signs such as No Smoking Areas

Flammable Material Signs such as Hazardous Substances

Prohibition Signs such as Authorised Personnel Only

Specific Hazard Warning Signs such as Asbestos Warning

Exit Emergency Signs such as Evacuation signage

Safety Symbols such as those that indicate Radiation or Biohazards

Hazardous manual tasks

repetitive or sustained force

high or sudden force

sustained or awkward posture

Conditions may include:

sprains and strains of muscles, ligaments and tendons

nerve injuries or compression (e.g. carpal tunnel syndrome)

muscular and vascular disorders as a result of hand-arm vibration

soft tissue hernias

These conditions occur in two ways:

Sudden damage caused by strenuous activity, or unexpected movements such as when

redesigning the workplace

adding appropriate handles or labelling handling instructions

using correct lifting techniques - reducing bending, twisting, reaching movements