<Service name>
Maintenance of Buildings and Equipment Policy
Services have a responsibility to protect the health and safety of each individual at all times. A service’s health and safety policies and practices affect an individual’s physical and psychological health and safety.
The Maintenance of Buildings and Equipment Policy is important not only for children, families and educators, but relates to every person who enters the service’s premises or uses the service’s equipment.
Federal, state and territory governments have their own Occupational Health and Safety (OHS) legislation and regulations, which govern the standards of health and safety in the workplace. Therefore, services must comply with the relevant OHS legislation.
Services should regularly review policies in collaboration with educators, families, and if appropriate, children; and seek recommendations from recognised authorities. The date the policy is reviewed should be clearly documented on the policy.
Policy Number <number>
Link to CCQA Principles Family Day Care Quality Assurance (FDCQA)
Quality Practices Guide (2004) – Principles 2.3, 4.1, 5.4 /
Outside School Hours Care Quality Assurance (OSHCQA) Quality Practices Guide (2003) – Principles 7.2, 7.3, 8.1 /
Quality Improvement and Accreditation System (QIAS) Quality Practices Guide (2005) – Principles 5.4, 5.5
Policy statement
· <Service name> has a duty of care to provide all persons[1] with a safe and healthy environment.
· The service defines ‘buildings’ as <definition of buildings>.
The term buildings is specific to each service; they can be purpose built, operate from more than one site, mobile vans, private homes, church halls and high rise. Services should state:
o How it defines a ‘building’. For example, is the building exclusively the main structure or does it include open or enclosed verandas, pergolas, outside sheds, garages, car parks, other carer’s homes or shared facilities, such as school toilets or amenities in a park? Are the outdoor grounds, fences, gates, sandpits and other external areas considered part of the building?
o The location, street or postal address of the buildings or areas utilised. For example, the service’s car park may be located away from the main building. In family day care, there could be more than one coordination unit location. In vacation care, the location of the building may change for each vacation care period.
· The service defines ‘equipment’ as <definition of equipment>.
The term equipment is specific to each service and can include children’s toys, outdoor swings and slides, computers, photocopiers, tables, chairs and shelves.
· It is understood that there is a shared legal responsibility and accountability between, and a commitment by, all persons to implement the service’s Maintenance of Buildings and Equipment Policy, procedures and practices.
· The service also complies with <OHS National Standards, codes of practice, Australian Standards> and best practice recommendations from recognised authorities.
Rationale
The rationale represents a statement of reasons that detail why the policy and/or procedures have been developed and are important to the service.
Please refer to:
· <title of federal/state/territory legislation and regulations[2]
Please refer to the relevant federal, state or territory OHS legislation and worksafe management agency[3].
· The service also complies with the <title of state/territory children’s services licensing regulations or national standards> which reflect additional health and safety requirements.
· Standards Australia – www.standards.org.au
There are several Australian Standards relating to the construction and installation of fixed and temporary outdoor play equipment. This includes the type of materials and installation requirements used for outdoor surfaces. There are numerous building standards, and in some states and territories, children’s service regulations relate specifically to buildings and equipment. For example, the height of door handles, perimeter fence requirements, power sockets, key locked cupboards and storerooms or the temperature of hot water used in dishwashers.
· The strategies, procedures and practices documented in the Maintenance of Buildings and Equipment Policy reflect the service’s OHS Policy.
Responsibilities of different stakeholders
· Services can link this section by stating:
Please refer to the service’s OHS Policy.
Important: Some services use facilities that are managed by external organisations or bodies such as schools or local councils. While the managing body may employ OHS representatives or ‘maintenance personnel’ to conduct safety checks, services are required to independently conduct and document safety checks of their buildings and equipment.
Strategies and practices
These are examples. Services are encouraged to develop and adapt the following strategies and practices as required to meet their individual circumstances and daily best practices.
Risk management strategies
· Services can link this section by stating:
Please refer to the service’s OHS Policy.
Register of buildings and equipment
· This may be titled the ‘Maintenance Register’.
· A register can track the maintenance of buildings and equipment and can be a useful tool to monitor the effectiveness of safety checks.
· Registers can also document the lifespan of equipment, which may assist services to identify risks or the value of investing in certain pieces of equipment.
Identified Risks
· The following list are examples of identifiable risks relating to buildings and equipment:
o Falling and tripping
o Fires
o Electrocution
o Flooding
o Choking
o Sudden Infant Death Syndrome (SIDS)
o Bleeding through cutting, piercing or stabbing
o Burns
o Illness and infection
o Poisoning from chemicals, animal bite or plant
o Traffic accident involving the service’s vehicle.
· Services can link the maintenance of buildings and equipment relating to fire prevention, evacuations in an emergency and first aid by stating:
Please refer to the service’s Emergency Policy.
Please refer to the service’s First Aid Policy.
Please refer to the service’s Rest and Sleep Policy.
Register and risk assessment of new equipment
· The service can state how it assesses the risks relating to purchasing new equipment.
· This can assist services to make informed decisions when deciding to purchase equipment and is more objective than simply choosing the cheapest product, which may not be the safest.
· Services should consider the following reflective questions, which may also be useful for equipment safety checklists:
o Does the equipment meet Australian Standards?
o What is the age appropriateness of the equipment? Are there any risks for older or younger children using the equipment? Does the equipment have a ‘suitable ages’ label?
o What is the quality of design and manufacture of the equipment? Does it meet the needs of the service?
o Is the equipment flammable or combustible?
o Is there a risk of choking, strangling, piercing, cutting, jamming or burning?
o What is the condition of surfaces?
o Can the equipment be cleaned and hygienically maintained?
o Are there special cleaning considerations or maintenance requirements that the service currently does not practice?
o Does the equipment contain lead?
o If second hand, are the safety features in working order and if electrical, has the cord been safety checked, tagged and labelled safe?
· Please note: Second hand equipment poses a risk if current Australian Standards supersede the safety of older equipment, such as a second hand cot and mattress or painted surfaces that may contain lead. Services should assess the risks with second hand equipment and carefully consider current Standards before purchasing.
Register and risk assessment of damaged and repaired equipment
· Services should consider the following reflective questions:
o How does the service assess the risk of damaged equipment?
o What are the factors that determine if equipment is worth repairing?
o How does the service assess the repair value of equipment?
o Does the service maintain a list of equipment that has been disposed of?
Register and risk assessment of buildings
· Services should consider the following reflective questions:
o What type of risk assessment can the service register? For example, are there periodic inspections of the building’s structure, foundations, power supply, drains, sewage facilities and pest control?
o Does the service plan for long term strategies based on major works to buildings and grounds?
Controlling risks: safety checks
· Safety checks can assist services to maintain the health and safety of persons using buildings and equipment.
· Services should consider the following reflective questions:
o How are safety checks conducted and documented?
o Who conducts, and how frequently are safety checks implemented?
· The frequency between safety checks and the person who conducts them may vary depending on what is being checked; therefore, services can identify specific practices when documenting each safety check.
· For example, the OHS representative may conduct all the safety checks except for the kitchen safety checklist, which may be the responsibility of the person who regularly handles and prepares food.
Safety checklists
· Safety checklists are records of the service’s safety checks.
· Safety checklists should be titled to identify the building or equipment being inspected, such as ‘Perimeter Fence Checklist’ or ‘Baby Nursery Furniture Checklist’.
· Services should consider the following reflective questions:
o How are safety checklists utilised in risk management strategies?
o Where are safety checklists stored and maintained?
o How are safety checklists analysed to identify trends or potential risks?
o How are the results of safety checklists communicated to educators?
Documenting procedures and practices
· The primary documentation relating to this policy are safety checklists and risk management plans.
· The service can state who is responsible for, and where records relating to safety checks are located, maintained and stored.
· Services can link this section by stating:
Please refer to the service’s OHS Policy.
Maintaining safe environments
Equipment: safety checks
· Services can state how equipment is categorised, which assists in developing risk management strategies and corresponding safety checklists.
· Services can develop safety checks that categorise the intent and use of the equipment. For example:
o Art and craft – trolleys, easels, brushes, paint pots, scissors
o Gross motor – balls, trucks, planks, A-frames, tricycles, bats
o Cleaning – buckets, mops, brooms, dustpans
o Food safety – dishwasher, fridge, oven, freezer, sinks
o Management – photocopier, computer, desks, chairs, fax, files
o Environment – air conditioner, heaters, fans
o Electrical equipment including cords and cables
· Alternatively, services can categorise the equipment in relation to where it is located. For example:
o Kitchen – dishwasher, fridge, oven, freezer, sinks
o Office – photocopier, computer, desks, chairs, fax, files
o Outdoors – sandpits, slides, swings, climbing forts
o Storeroom – hazardous chemicals, vacuum, hardware tools
o Laundry – washing machine, dryer, buckets, mops, brooms, dustpans
o Outdoor shed - balls, trucks, planks, A-frames, tricycles, bats
Buildings: safety checks
· Services can state how the building is categorised, which assists in developing risk management strategies and corresponding safety checklists. For example:
o Utilities – water, gas, electricity
o Environmental controls – air conditioners, heaters, fans
o Indoor surfaces – floor, walls, ceilings, windows, doors
o Indoor space – bathrooms, staff room, offices, laundry, kitchen, toilets
o Outdoor surfaces – ground, walls, fences
o Outdoor spaces – car park, gardens, playgrounds
o Poisons – plants and animals, such as spiders, snakes, bees, wasps
Vehicle and traffic: safety checks[4]
· Services should consider the following reflective questions:
o Is the vehicle registered and licensed with the state or territory roads and traffic authority[5]?
o How does the vehicle support the service’s health and safety policies?
o How does the vehicle meet Australian Standards for seat belts, booster seats or baby capsules?
o Who is authorised to drive the vehicle? Do they have a valid driver’s licence? Is the driver’s license appropriate for the vehicle? Has the driver had any criminal convictions relating to driving? Does the service allow learning or provisional licensed persons to drive the vehicle?
o How often is the vehicle inspected and by whom?
o Is the vehicle fully insured?
o What number of children and adults will be transported in the vehicle at any one time? Is this the legal limit for the vehicle?
o Where is the vehicle parked when not in use?
o What is the security status of the vehicle? Does the vehicle have an alarm? Is the vehicle locked when not in use?
o Does the service have a spare set of keys for the vehicle? Where is the spare set of keys located? This may be important if children are locked in the car.
o Does the service act to ensure that children are never left unsupervised in a vehicle?
o If a person who is not employed by the service is driving the vehicle, how does the service ensure the safety and protection of children? Is a bus driver required to complete a ‘working with children check’ before joining an excursion?
o How does the service ensure the safety of children when dealing with traffic? For example, does the service endorse traffic and road safety strategies, such as looking both ways before crossing the street, using cross walks or plotting the safest walking route?
Monitoring tools
The service may further specify tools that assist in measuring the effectiveness of the policy. The following is a list of possible safety checklists that the service can develop:
· Daily environment safety checklist: indoors
· Daily environment safety checklist: outdoors
· Hazardous chemicals and substances safety checklist
· Security checklist
· First Aid Kit checklist
· Fire equipment and alarm checklist
· Fire drills and evacuations checklist
· Electrical cords safety checklist
· Equipment safety checklist
· Children’s toys safety checklist
· Storage of equipment and toys safety checklist
· Car park safety checklist
· Vehicle safety checklist
Links to other policies
The following are a list of examples:
· Child protection
· Dangerous products
· Emergency
· Employment of educators
· First aid
· Food safety
· Hygiene and infection control
· Illness
· Immunisation and health related exclusion
· Medication
· Occupational health and safety
· Rest and sleep
· Smoke free environments
· Supervision