WHS ACTIVITIES CALENDAR2016/17

Activity
 / Frequency
 / July / August / September / October / November / December / January / February / March / April / May / June
First Aid Kit Checklist / Quarterly /  /  /  / 
Initial Implementation Plan / Annually / 
Update or review Noticeboard and Forms / 6 Monthly /  / 
Workplace Inspections / Quarterly /  /  /  / 
Consultation: Safety / Team Meetings / Quarterly /  /  /  /  /  / 
Review Workplace Risk Register / Quarterly /  /  /  / 
Review Emergency Management Procedure / 6 Monthly /  / 
Emergency Evac Drill / Annually / 
Chemical/Hazardous Substance Register / Annually / 
Contractor Induction / Annually or as required / 
Safety Training / Annually or as required / 
Workstation Ergonomic Risk Assessment / Annually or as required / 
Workplace Traffic Hazard Management / Annually or as required / 
Managing Plant andEquipment / Annually or as required / 
Maintenance Check of Plant and Equipment / 6 monthly /  / 
Document Management / Annually or as advised / 
Assembled Product Review / Biannually /  / 
Internal Self Evaluation / Annually / 

JULY 2016

INITIAL IMPLEMENTATION PLAN

ACTION / WHO / DUE / COMPLETED / REVIEWED
Confirm the location’s Safety Representative to Dennis Bastas (HR & WHS)
Place Freedom’s WHS Policy, Consultation Statement and RTW Program
(* (NB all policies can be placed on top of each other if space is an issue)
Your agreed WHS Activities Calendar for July 16 – June 17.
Applicable WorkCover/WorkSafe poster (NSW,VIC,ACT)
Completed Emergency Summary Sheet and Evacuation Plan, Diagram or Map
Create a spot for your Record of WHS Discussion on your WHS Noticeboard, or if you have a Committee then WHS Committee Meeting Agenda and Minutes
Any other relevant memo’s or documents such as a Dennis’ Monthly Activities Calendar Reminder.
Ensure the contents of the WHS Induction Checklist have been completed by all new employees.
Ensure you are familiar with the Emergency Management Procedure and First Aid Administration Procedure.
Ensure you have adequate First Aiders, place a copy of the First Aid Contents Checklist near to the first aid cabinet – allocate someone to be responsible for this.
Ensure your employees know about your emergency plans and hazard and incident reporting procedures – document this.
Refer to the Self Evaluation Record Form for more detailed requirements of the system – decide who will conduct this review using the Self Evaluation form to prepare for your audit.

EMERGENCY MANAGEMENT and EVACUATION COORDINATION

NOTE: It is recommended you download this word document and save on your drive. Use the digital copy as the main document and update as required.

Purpose

The purpose of this procedure is to establish, implement and maintain generic procedures for the controlled evacuation of premises arising from foreseeable emergency situations that may pose a threat to the health and safety of employees and non employees. Specific requirements of this procedure will need to be adapted for local requirements.

Scope

This procedure applies to all operations and staff of Steinhoff Asia Pacific.

Emergencies that could impact on Steinhoff Asia Pacific operations include:

  • fire or explosion
  • robbery or violent incident
  • phone threat
  • electrical failure
  • medical emergency
  • hazardous materials
  • air conditioning contamination
  • civil disorder
  • structural fault, and
  • natural disaster (e.g. earthquakes, flooding).

The workplace/facility that this procedure applies to is:

Name of building/workplace:
Address:
Telephone number:
Hours of operation:
Name of building agent:
Telephone number of agent:

Fire Safety and Emergency Features

The following fire safety and emergency features are present in this building:

Review

This procedure was last reviewed on:

A review of this procedure must take place at intervals of not more than 5 years.

References

  • Relevant Work Health and Safety Acts & Regulations.
  • Australian Standard 3745-2010 Planning for emergencies in facilities
  • Building Fire Safety Regulation 2008 (Qld)

Responsibilities

As part of the emergency procedures, an emergency team has been established to carry out specific tasks whilst the evacuation is taking place. These positions (with names) and their responsibilities include:

Emergency Planning Committee (EPC)

(insert name here) / (insert name here)

The EPC shall consist of not less than two people who shall be representative of the stakeholders in a facility, one of whom shall be management.

The EPC is responsible for:

  • identifying events that could reasonably produce emergency situations
  • developing an emergency plan
  • establishing an Emergency Control Organisation (ECO) to operate in accordance with the emergency plan.

Emergency Control Organisation (ECO)

The primary role of the ECO is to give top priority to the safety of the occupants and visitors of the facility during an emergency. Life safety shall take precedence over asset protection during an emergency. The number of ECO members shall be determined in accordance with the size of the facility, the number of occupants and visitors, the occupants warning system in place and other fire safety features of the facility. The members of the ECO consist of:

Chief Warden / Evacuation Coordinator

(insert name here)

The chief warden is responsible for:

  • staff training
  • assessment of emergency
  • deciding to evacuate
  • notifying emergency services, and
  • coordination of emergency services.

The chief warden shall be identified by a white helmet/cap with the words ‘Chief Warden’ labelled. A cheat sheet has been created to be used as a guide in the event of an emergency. It has been designed to be prinited and laminated and located with the wardens hat so in the event of an emergency, the chief has a card which provides guidance on what to do next.

Note: The Chief Warden’s instructions during emergencies shall override normal management structure.

Deputy Chief Warden

(insert name here)

The deputy chief warden is responsible for:

  • staff training
  • fire prevention
  • notifying the emergency services
  • notifying the chief warden and management
  • deciding to evacuate, and
  • coordination of personnel for evacuation duties.

The deputy chief warden shall be identified by a white helmet/cap with the words ‘Deputy Chief Warden’ labelled. A cheat sheet has been created to be used as a guide in the event of an emergency. It has been designed to be prinited and laminated and located with the wardens hat so in the event of an emergency, the chief has a card which provides guidance on what to do next.

Area Wardens / Wardens

(insert name here)
(insert name here)
(insert name here)

Area wardens are responsible for:

  • on becoming aware of an emergency implement the emergency procedure
  • notifying the chief warden of the location and extent of the emergency
  • helping to combat the emergency if trained and if safe to do so, and
  • assisting the deputy chief warden in the above duties.

Area wardens shall be identified by a yellow helmet/cap with the words ‘Area Warden’ labelled. Wardens shall be identified by a red helmet/cap with the words ‘Warden’ labelled. Their area of control shall also be determined as a part of the emergency procedure. A cheat sheet has been created to be used as a guide in the event of an emergency. It has been designed to be prinited and laminated and located with the wardens hat so in the event of an emergency, the warden has a card which provides guidance on what to do next.

Note: Not all locations will require both Area Wardens and Wardens. Smaller locations may manage with Wardens only.

Fire Safety Advisor (Queensland only)

Fire Safety Advisor: / (insert name here)
Date of training:
Work Address:
Work Telephone:

In Queensland, the appointment of a Fire Safety Advisor is a legislative requirement under the Building Fire Safety Regulation 2008. The occupier of a high occupancy building or where 30 or more workers are normally employed must appoint a person who is to be trained as the fire safety advisor for the building. If the occupier is the occupier of 2 or more high occupancy buildings, the occupier may appoint the same person as the fire safety advisor for 2 or more of the buildings. The fire safety advisor must be trained in a course in accordance with the Building Fire Safety Regulation 2008.

Location Manager

(insert name here)

Location managers are responsible for:

  • ensuring an emergency team is established
  • reviewing this procedure as required
  • co-ordinating with the emergency team to conduct drill evacuations annually, and
  • undertaking the role of deputy chief warden if needed with the emergency team to ensure back up of the chief warden.

Receptionist/Administration

(insert name here)

The receptionist is responsible for:

  • notifying the chief warden of the visitors / contractors signed in, and
  • giving the chief warden a copy of the hazardous substance register in the event of an emergency evacuation.

First Aid personnel

(insert name here)
(insert name here)

The First Aid personnel are responsible for:

  • undertaking their first aid duties as required during an emergency response or evacuation.

Note: Once an emergency is declared, the powers of all wardens (including the chief warden and deputy wardens) shall override all normal non emergency management procedures. Area wardens shall have the authority to marshal all staff and any visitors to their area. The purpose of these powers is to ensure that during an emergency situation, life safety takes precedent over asset protection and production matters. The procedures require consideration to be given to ensure the protection of wardens, the person or persons refusing to comply, and other personnel in the area when a refusal situation arises.

Procedure

Emergency Summary Sheet

Location managers are responsible for completing the Emergency Summary Sheet and displaying it permanently in relevant work areas such as the MySafety Noticeboard, staff room and administration area.

Emergency Evacuation Diagram

Location managers are responsible for completing a site specific emergency evacuation diagram for the workplace and displaying it permanently in locations where occupants and visitors are able to view the diagrams, such as the MySafety Noticeboard. The diagram must have the title ‘EVACUATION DIAGRAM’, show the designated emergency exits, the fire fighting equipment, the fire indicator panel and intercommunication system (where installed), any manually operated fire alarms, first aid facilities, the designated assembly area either stated in words or pictorially represented, the validity date of the diagram, and a legend which shall reflect the symbols used. It is also required to show the words “YOU ARE HERE” with an arrow pointing to a red dot on the diagram where the diagram is displayed, and show the exit routes from the place where that diagram is displayed to the nearest exit of the building. The diagram must have the correct orientation with regard to the direction of egress. Assembly areas shall, so far as is reasonably practicable, be sufficiently distant from the emergency for the protection of evacuees.

Refer to Appendix A for an example of an Evacuation Diagram.

Note: A qualified fire safety services and training company may be consulted by the location manager to assist with the development of the emergency evacuation diagram.

Emergency and Fire Awareness Training

Location managers are to:

  • ensure emergency training is included in all employee inductions (refer to the WHS Induction Checklist and the Emergency and Fire Awareness Induction Checklist)
  • ensure all workplace occupants undertake a skills retention activity annually to enable them to act in accordance with an emergency. This can be facilitated via a team meeting.
  • ensure all wardens are trained in their responsibilities by competent persons (i.e.: external fire services training provider). This may include first attack and fire extinguisher training

Emergency and Fire Awareness training summary
Training / Frequency
All employees WHS Induction Checklist / Commencement of employment
All employees Emergency and Fire Awareness Induction Checklist / Commencement of employment
General occupant emergency response procedures training / Annually
ECO (Warden and Fire Extinguisher) training / 2 year intervals
ECO skills retention activity / 6 monthly intervals
Fire Safety Advisor (Queensland only) / Within 1 month of commencement

Warden training is to account for as a minimum:

  • the layout of the area or floor for which they are responsible. They should know the existence of, and the positions of, rooms leading off blind passages, doors leading to dead ends and other concealed areas in which persons could be located
  • evacuation routes and safe places
  • the operation of, and procedures for use of, the communications equipment and alarm-initiating devices
  • the number, location and means of assistance for persons with disabilities on their floor or in their area. In such as case a Personal Emergency Evacuation Plan (PEEP) may be required.
  • the operation of all fire-detection and suppression systems
  • any special procedures that may exist to protect strategically significant items located in their area
  • any dangerous goods / hazardous substances that may need special attention or isolation, and
  • the operation of portable fire extinguishers, fire hose reels and fire blankets.

Emergency Response Exercises Planning

Location managers shall schedule emergency response exercises to be held at least annually. These exercises shall be documented on the WHS Activity Calendar.

In addition to the emergency response exercise, the emergency team shall meet at 6 monthly intervals to review the Emergency Procedure, participate in skills retention and revise their responsibilities.

Conducting Emergency Response Exercises

Emergency response exercises shall be conducted in accordance with the schedule in the WHS Activity Calendar. The chief warden shall communicate the following to all area wardens:

  • the identity of the chief warden, the deputy chief warden and each warden
  • alarm system
  • the method of reporting emergencies
  • actions they are to take in response to the alarm signals
  • location of the evacuation meeting point for their area
  • the evacuation route they are to take, and
  • what is required at the completion of the exercise.

The chief warden shall post a notice on the staff notice board with the above details. This shall be done at least one week prior to the exercise.

Area wardens shall then communicate these details within their area of control. This shall also be done at least one week prior to the exercise.

An observer shall be appointed by the chief warden to assess the evacuation exercise. The observer is required to use the Emergency Evacuation Exercise Observers’ Checklist. This form is to be submitted to the chief fire warden at the completion of the exercise. Records of non conformances and the associated corrective action shall be maintained on this form. Location managers are responsible for verifying that all corrective actions are effective.

The exercise shall be conducted in accordance with this procedure.

Emergency Evacuation

All employees are responsible for notifying their warden or their supervisor of emergency scenarios (supervisors will then be responsible for notifying their warden).

Once an emergency scenario has been reported to a warden, the warden is to determine whether emergency procedures are to be activated.

If emergency procedures are to be activated, the warden is to sound the ‘Alert’ signal and notify the chief warden.

Once the ‘Alert’ signal has been activated, wardens and deputy chief warden are to attend their meeting post and await further instruction from the chief warden.

All people on site are to prepare to evacuate, but are to remain in their work area at this time.

The chief warden is to decide whether or not to evacuate.

If the decision is to cancel the evacuation, the ‘Alert’ signal is to be cancelled and a response given to all persons by the chief warden as follows:

“This is the chief warden. An incident was identified earlier and an investigation conducted. You are not required to evacuate. Please return to work and a debrief will be conducted with all wardens. Can all wardens please proceed to the location manager’s office where a debrief will be conducted”.

If the decision to evacuate is executed, the ‘Evacuate’ signal is to be activated and the Emergency Services “000” contacted.

NOTE: in some cases, there may be not be a two-stage ‘Alert/Evacuate’ alarm system but only a single stage ‘Evacuate’ alarm. In this case, the full evacuation is to begin immediately. If there is no emergency alarm at all, alternative procedures must be used to alert occupants of the emergency.

Once the ‘Evacuate’ signal is activated, all persons are required to evacuate to the emergency assembly area.

The warden is to conduct a sweep of their area with the view to:

  • directing all persons to the relevant meeting point
  • identifying any hazards, and
  • assisting injured / disabled persons.

Once the sweep has been conducted, the warden is to proceed to the evacuation meeting point and report back to the chief warden.

At the evacuation assembly area, the wardens conduct a roll call for all persons for their area. They are to ask occupants if they notice anyone who was present prior to the evacuation is now missing. This includes contractors and visitors who have signed in. Any unaccounted for persons are to be reported to the chief warden who in turn reports to the Emergency Services with their likely whereabouts.

Occupants and visitors are not to re-enter the site until allowed by the chief warden.

If the sweep identifies any injured / disabled persons, the warden is to assist those persons to a safe zone (i.e. stair well) and notify the chief warden who in turn notifies the emergency services with location and other details. The warden is to remain with the injured / disabled person until assistance arrives.

Any persons requiring first aid will have access to first aid personnel at their evacuation assembly area.

If it is safe to do so, the chief warden will instruct all persons to return to their work area.