Go See Fix Workplace Inspections UTAS Safety Wellbeing

Go See Fix Workplace Inspections UTAS Safety & Wellbeing Team, October 2019

Workplace Inspections - Objectives Reference – Work Health and Safety Regulations (Tas) 2012 Chapter 3. ü All spaces are checked to ensure safety and wellbeing of building users ü All space owners are aware of the spaces they control AND all spaces have an owner providing oversight ü All hazards present are controlled as far as reasonably practicable ü Inspections happen on schedule ü Actions recommended are completed without delay 2

Tasks and Timeline 2019 We recommend you set up your Inspection Schedule and Process as follows: Verify the scope of your inspections using ISD data provided and share findings with your Safety and Wellbeing Advisor (SWA) Divide up areas under your control into zones based on risk level and give each Zone a description and number. Enter this information into the Schedule of Inspections for this time, and for future inspection rounds Completed Before 16/12/ 2019 Arrange for training in the My. Safety Inspection Module for all staff and students involved in Inspections with your SWA Training available see Inspection, People & Safety Webpages Nominate responsible people to inspect each zone in the schedule Before 16/12/2019 Appoint an Inspection Co-ordinator to oversee completion of inspections and assist the team with any roadblocks Conduct the inspection using the most suitable checklist – GO SEE FIX General, Workshop, Laboratory or Clinical Ensure all inspections are completed in My. Safety Before 16/12/2019 Monitor and Report to management using My. Safety Reports available – plan next inspection round from your schedule Ongoing By 16/12/2019 3

Summary Inspection Zone Suggestions • Create logical zones • High Risk Areas together (for a 3 monthly inspection) • Low Risk Areas together (for a 6 monthly inspection) • Spaces with common purpose, dispersed throughout a building (HDR studios) can be grouped in a Zone • UTAS Floor plans available by going to ISD webpage – these are used in example here • Inspecting in pairs is recommended -Subject matter expert + another person = optimal observation 4

My. Safety for Workplace Inspections Get the most value for time and effort - Checklists in My. Safety • Ability to put all your observations on one Go See Fix checklist • Visibility of whole School or Divisional Unit in one place • Tasks can be allocated to people – finalised 100% and closed • List of tasks for individuals appears on their My. Safety Home Page, until closed • UTAS business structure and staff names embedded and updated weekly • Some filters and reports available 5

1. Sort Go See Fix 1. Use the spreadsheet provided to see all the areas under your effective control, that you will be inspecting now and into the future. 2. Define – High Risk areas will need an inspection every 3 months, Low Risk areas will need an inspection every 6 months 3. Choose the checklists that best suit the areas to be inspected and print, save and share: Go See Fix – General is designed for inspecting administrative areas and accommodation including kitchens and bathrooms Go See Fix – Workshop is designed for inspecting engineering spaces, machine shops, studios and associated storerooms Go See Fix – Laboratory is designed for inspecting science and laboratory environments and associated store-rooms Go See Fix – Clinical Research is designed for inspection of psychology and medical suites and exercise science facilities 4. Delegate the Inspection team – minimum 2 people, 1 of whom must be familiar with the environment being inspected or similar-type environments. 6

2. Set Go See Fix 5. Appoint a Workplace Inspection Co-Ordinator in the team to communicate with the inspection team about their areas and checklists they will use, give oversight that inspections are done and to ensure they are entered in My. Safety 6. The role of your WHS Advisor is to work with the Inspection Co-Ordinator to assist you to structure inspections with your work or study setting in mind, ensuring that the process goes smoothly, and to facilitate use of systems and methods to help get your inspections done and into the system 7. You lead and manage the inspection process, using the tools provided. 7

3. Shine Go See Fix 8. Work with your WHS Advisor to review completed Inspection Checklists, and use Management Report in My. Safety to track team progress in fixing problem areas – closing 100% 9. Refine and make adjustments for next time. 10. All the actions coming out of the Workplace Inspections now need to be fixed. Use reports in My. Safety to track completion of tasks. 8

4. Standardise Go See Fix Celebrate and reward the effort - you have completed important work. (Chemistry has a big morning tea after their Inspections – Brendon accepts completed checklist as the ticket!) 9

5. Sustain Go See Fix Now its up to you to sustain Workplace Inspections! Work Health and Safety Advisors are here to help you stay on track and share winning ideas that will work for your teams. Resources: Go See Fix – Training Guide for Inspection Checklists Workplace Inspection page – find on the Safety and Wellbeing UTAS website Schedule of Inspections template – defining zones, frequency and responsible people Safety Health and Wellbeing Calendar of Events template 10