Health and Safety Incident Response Procedure

Document Title: Health and Safety Incident Response Procedure

Document Number: HSP-P-001

Effective Date: June 8, 2024

Review Date: June 8, 2025

1. Purpose

The purpose of this procedure is to provide guidelines for reporting and responding to health and safety incidents at Rosehill College. This ensures the safety and well-being of all staff, students, and visitors by effectively managing incidents and mitigating risks.

2. Scope

This procedure applies to all staff, students, contractors, and visitors at Rosehill College. It covers the steps for reporting, responding to, and investigating health and safety incidents.

3. Definitions

  • Incident: Any unplanned event that results in or could have resulted in injury, illness, or damage to property.
  • Near Miss: An incident that did not result in injury or damage but had the potential to do so.
  • Hazard: A source of potential harm or a situation with the potential to cause injury or illness.
  • Risk: The likelihood and consequence of injury, illness, or damage occurring as a result of exposure to a hazard.
  • Incident Report Form: A form used to report details of an incident.
  • First Responder: The first person to arrive at the scene of an incident.

4. Procedure

4.1 Reporting an Incident

  1. Immediate Actions:
    • Ensure Safety: Immediately ensure the safety of all individuals involved. Provide first aid if necessary.
    • Notify Authorities: Contact emergency services if required.
    • First Responder: Notify the First Responder or the nearest available staff member.
  2. Complete Incident Report:
    • Form: Fill out the Incident Report Form available from the college administration or on the college website.
    • Timeline: Submit the completed form within 24 hours of the incident.
    • Where to Submit: Send the form to the Health and Safety Officer via email or in person.

4.2 Responding to an Incident

  1. Initial Response:
    • Secure Area: Ensure the incident area is safe and secure.
    • Provide Assistance: Provide necessary first aid or medical assistance.
    • Prevent Further Risks: Take immediate actions to prevent further incidents or hazards.
  2. Notification:
    • Health and Safety Officer: Notify the Health and Safety Officer as soon as practicable.
    • Management: Notify college management if the incident is serious or involves significant injury or damage.

4.3 Investigating an Incident

  1. Assign Investigator:
    • Selection: The Health and Safety Officer assigns an investigator to conduct a thorough investigation.
  2. Conduct Investigation:
    • Gather Information: Collect all relevant information, including witness statements, photographs, and evidence.
    • Identify Causes: Identify the root causes and contributing factors of the incident.
    • Determine Corrective Actions: Recommend corrective actions to prevent recurrence.
  3. Report Findings:
    • Investigation Report: Prepare an Investigation Report detailing the findings and recommendations.
    • Review: Submit the report to the Health and Safety Officer for review and approval.
  4. Implement Actions:
    • Corrective Measures: Implement approved corrective measures as soon as possible.
    • Monitor: Monitor the effectiveness of corrective actions and make adjustments as necessary.

4.4 Documentation and Record Keeping

  1. Record Incidents:
    • Incident Register: Record all incidents in the Incident Register.
  2. File Reports:
    • Incident Reports: Maintain copies of all Incident Report Forms and Investigation Reports.
    • Secure Storage: Store records securely for a minimum of 5 years.
  3. Confidentiality:
    • Access: Limit access to incident records to authorized personnel only.

4.5 Review and Compliance

  1. Monthly Review:
    • Meetings: Include incident reports and responses in monthly Health and Safety Committee meetings.
  2. Annual Review:
    • Audit: Conduct an annual review of incident records and procedures.
    • Compliance: Ensure compliance with relevant health and safety legislation and standards.

5. Responsibilities

5.1 Health and Safety Officer

  • Role: Coordinate incident response, conduct investigations, and maintain records.
  • Responsibility: Ensure compliance with health and safety policies and procedures.

5.2 First Responder

  • Role: Provide initial response and ensure safety at the incident scene.
  • Responsibility: Report the incident and assist in securing the area.

5.3 Staff and Students

  • Role: Report incidents promptly and participate in the investigation process as required.
  • Responsibility: Follow health and safety procedures and cooperate with incident investigations.

6. Document Control

  • Version Number: V1.0
  • Approved By: CEO
  • Approval Date: June 8, 2024
  • Review Date: June 8, 2025