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Workplace Inspections

GO SEE FIX - Workplace Inspections at the University of Tasmania

It is important that our work and study places are safe.

Checking these spaces is the responsibility of Colleges and Divisions who occupy these spaces.

The objectives of workplace inspections are as follows:

  • all spaces are checked to ensure the safety and wellbeing of building users;
  • all space owners are aware of the spaces they control and all spaces have oversight;
  • all hazards noted are controlled, as far as reasonably practicable;
  • inspections happen on schedule;
  • actions needed are completed without delay.

Reference – Work Health and Safety Regulations (Tas) 2012 Chapter 3.

  • Identify the rooms and spaces under the control of your College or Division.

    A conversation maybe required between organisational units who have shared spaces about who will take responsibility.

  • Group locations into zones, based on risk level:

    High risk areas (every 3 months) - laboratories, clinics, studios, workshops, greenhouses, dive sheds, aquariums, animal facilities, farm sheds and loading bays.

    Low risk areas (every 6 months) offices, hallways, stairways, lounges, meeting rooms, waiting rooms, bathrooms, kitchens

  • Choose inspection checklist based on risk e.g. General, Laboratory, Workshop, Clinical

  • Assign staff to each zone.

Resources:

  • Conduct inspection for assigned areas.
  • Enter Checklist findings and actions into MySAFETY.
  • Assign actions to responsible person with due date

Resources:

MySAFETY Guide to Workplace Inspections (PDF 1.4MB) - This guide provides information step by step on how to use the MySAFETY checklists and inspections module.

All checklists are entered into the MySAFETY system in the Checklist and Inspection Module.

Templates of the checklists from MySAFETY are listed below:

  • Track completion of inspections for all locations
  • Track that Actions have been assigned.
  • Follow up on outstanding Actions
  • Report action status in local operational meeting
  • Schedule inspections for continuous improvement

Resources

MySAFETY Guide to Workplace Inspections (PDF 1.4MB) Section 4 of this guide provides information for Managers to download a report to review current status of outstanding actions.

Question: How do we know who is responsible for inspecting spaces in a shared building/facility?

Answer: ISD can provide detailed information about room and facility ownership from their records in Archibus building management system. Any staff member can access Sisfm

Question: There are lecture theatres in our building that are controlled by central booking systems. Do we inspect these areas or not?

Answer: ISD manages all centrally booked areas, and inspects and manages these as part of their process. If you have lecture theatres and similar centrally booked spaces, and you notice any problems at any time, lodge a work request with ISD, or if the problem relates to IT facilities in the room, log a Service No request with ITS to have the problem fixed.

Question: Who is responsible for inspecting shared spaces in a building such as a kitchen?

Answer: Under WHS legislation, co-operation and co-ordination is required when spaces are shared. A conversation is required between Organisational Units as to how shared areas will be inspected and a clear decision made and documented about who will take responsibility.

Question: There are lecture theatres in our building that are controlled by central booking systems. Do we inspect these areas or not?

Answer: ISD manages all centrally booked areas, and inspects and manages these as part of their process. If you have lecture theatres and similar centrally booked spaces, and you notice any problems at any time, lodge a work request with ISD, or if the problem relates to IT facilities in the room, log a Service Now request with IT to have the problem fixed.

Question: What happens if we find problems that are expensive or complex to fix?

Answer: Document the issue in your inspection checklist, attach photos and download your report as a PDF with attachments. Provide this information to your line manager to be escalated. Instructions on how to download a pdf report of your inspection can be found here (PDF 1.4MB)

Consult with Safety and Wellbeing Unit at any time by logging a ServiceNow request.

Question: What if my access to MySAFETY Inspection and Checklist module is not working as per the instructions provided?

Answer: Log this with the Safety and Wellbeing in a Service Now request, and we will ensure that you have correct access to the Inspection module

Question: What is meant by “as far as reasonably practicable”?

‘Reasonably practicable’ means that the controls that we use are a proportionate response to the level of risk, and the potential consequences of the hazard.