WHS-PRO-004 WHS Training and Competency Procedure

Intent

This Procedure has been established to define the work health and safety training and competency requirements and expectations for all individuals who work and study at James Cook University (JCU; the University).

Scope

This Procedure applies to staff, students, contractors and affiliates involved in JCU business operations and activities.

This Procedure does not apply to JCU Controlled Entities, JCU Brisbane and JCU Singapore.

Definitions

1 Duty, Obligations and Responsibilities

A detailed list of work health and safety (WHS) duties, obligations and responsibilities is provided in the WHS-PRO-001 Responsibilities Procedure.

1.1  James Cook University

As a person conducting a business or undertaking (PCBU) under the Work Health and Safety Act 2011 (Qld) (the Act), JCU must ensure, as is reasonably practicable, the provision of any information, training, instruction or supervision that is necessary to protect all persons from risks to their health and safety arising from work carried out as part of the conduct of the business or undertaking.

The University is to ensure:

• Information, training and instruction to a Worker is suitable and adequate with regard to:
  • the nature of the work carried out by the Worker;
  • the nature of the risks associated with the work at the time the information, training or instruction is provided;
• Information, training and instruction is provided in a way that is readily understandable by any person to whom it is provided;
• Workers are consulted about the provision of health and safety training;
• Health and Safety Representatives (HSRs) attend health and safety representative initial and refresher training approved by Workplace Health and Safety Queensland to enable them perform their functions and exercise their power under the WHS Act.

1.2  Officers

Officers are responsible for ensuring:

• Mandatory WHS training needs are identified and monitored for the work area, and gaps addressed in accordance with relevant JCU procedures and legislative requirements;
• All workers in areas under their management or control receive sufficient WHS training relevant to their given tasks and work responsibilities;
• HSRs within their area are provided access to training, in accordance with current WHS legislation;
• All staff within their function area(s) are adequately trained and competent in the activities they undertake; and
• Training records for staff are current and maintained.

This responsibility includes ensuring that adequate resources are made available for the provision of WHS training.

As part of their due diligence requirements, Officers are required to take reasonable steps to acquire and update their knowledge on WHS matters which includes attending Officer WHS briefing/training. Staff who hold a position as deputy to an Officer, or who are appointed in an acting capacity are also required to undertake Officer training/briefing.

1.3  Workers and Others

All Workers and Others are required to complete mandatory work health and safety training offered by JCU and to follow all reasonable instructions with regards to work health and safety.

All Workers and Others are responsible for:

• Attending and participating in WHS training sessions and refresher sessions where required;
• Obtaining and ensuring relevant licences, certificates and competencies required for their role remain current, valid and available;
• Notifying their Supervisor of any WHS training needs and requirements specific to their role;
• Adhering to and complying with JCU policies, standards, procedures, safe systems of work, WHS training and instructions given for WHS ;
• Following safe work practices and ensuring the safety of themselves and others whilst at work; and
• Notifying their Supervisor if there is any change, if they become “not competent’, or if they have lost their licence to perform an activity related to their role.

If JCU provides a Worker or Other with personal protective equipment (PPE), the Worker or Other must use or wear the PPE in accordance with any information, training or reasonable instruction.

1.4  Work Health and Safety (WHS)

The WHS unit is responsible for the provision of centralised WHS training as per JCU needs as well as maintenance of JCU WHS Mandatory Training needs.  A WHS Training Plan developed annually which outlines the WHS training which will be delivered or coordinated by the WHS unit.

The WHS Unit will deliver internal WHS training courses within the WHS Training Plan.  Where specialised training is required the training will be delivered by an external training provider with the required qualifications and experience.

The WHS Unit deliver WHS training courses for staff online through the JCU Staff Learning Hub. The WHS Unit monitors and reports training compliance results to management on a regular basis.

Training offered by WHS will be determined by the needs of JCU as follows:

• Changes to legislation;
• Changes to the Health and Safety Management System;
• Feedback from the JCU community;
• Consultation with the WHS Committee or WHS Advisory Committee;
• Results from audits, hazards and incidents investigations.

1.5  Supervisors

Supervisors are responsible for:

• Ensuring all required WHS training has been identified and completed by all Workers and Others under their supervision, and ensuring that the training is successfully completed;
• Ensuring Workers and Others complete the required health and safety training relevant to their role such as the JCU WHS Site Specific Induction, task specific training and general awareness training in accordance with their task demands;
• Ensuring Workers and Others are competent in the activities they undertake for JCU;
• Including relevant safety awareness information and items in team meetings;
• Delivering site specific induction training to Workers and Others where relevant and required (refer clause 2.2 below);
• Providing support to staff who do not complete the mandatory training within the required timeframe.
• Monitoring compliance and providing progress updates where required.

Supervisors are to revise training needs when:

• inducting new staff and students;
• evaluating staff and student performance;
• equipment and or work practices change;
• following an incident investigation.

Supervisors must ensure they are aware of WHS policies, procedures and relevant safety communications required for their operations at JCU.

All Supervisors of Workers and Others must undertake the WHS training package for Managers and Supervisors and any additional training determined by their College/Directorate using the TNA process. The level of health and safety training required will vary according to the level of risk the Workers and Others face and the level of supervision, instruction and training the Workers and Others require.

2  Work Health and Safety Mandatory Training

2.1  Safety Inductions

JCU will ensure that Workers carrying out work on behalf of JCU have relevant training. This includes the JCU WHS Induction Training and any site and task specific/local health and safety induction training. Health and safety induction training (for example, JCU wide and site-specific) must be completed by all Workers and Others at all levels.

JCU contractor health and safety induction are to be completed as per WHS-PRO-025 Contractor Safety Management Procedure.

JCU volunteers health and safety induction are to be completed as per the WHS-PRO-CHK-004c Volunteer Induction Checklist.

2.2  Local Area and Site-Specific Inductions

In addition to the JCU WHS induction training, Supervisors must ensure that all Workers and Others under their supervision are provided with a local area WHS induction using the WHS-PRO-CHK-004b WHS Induction Checklist. This must be completed within the first four weeks of engagement. As part of the local induction process, it is mandatory that all workers complete the work health and safety training as outlined in Appendix 1.

Local Area and Site-Specific inductions can include, but are not limited to

• JCU laboratories;
• JCU workshops;
• JCU research stations;
• JCU accommodation;
• JCU boating and diving.

All JCU policies and procedures must be adhered to as part of local area and site-specific inductions.

Supervisors must also identify hazardous and high-risk work areas and activities and provide a site-specific induction before anyone under their supervision commences work on that activity or in that area.

2.2.1 Student Local Induction

All students must receive information about local hazards/risks and emergency procedures. This must be delivered by staff at the first classes of each semester or via an alternative process. Students may also require additional WHS training relevant to their study.

2.2.2 Visitor Local Induction

JCU Workers who are hosting visitors must inform the visitors about local hazards/risks and emergency procedures.

JCU event organisers must make information about safety available to anyone attending JCU approved events. The information should include emergency procedures and any other hazard-related information specific to that event. The WHS-PRO-CHK-025c Event Contractor Induction Checklist can be used to record event inductions.

Where a person is under competent supervision while visiting an area of low risk, an induction may not be required (for example a meeting on campus). However, in areas where there is inherent risk (e.g. laboratories, workshops, plant rooms) an appropriate induction may be required if observing or working in the area may expose them to a hazard.

2.3  JCU Work Health and Safety Mandatory Training Requirements

As part of the local induction process, it is mandatory that all workers complete the work health and safety training as outlined in Appendix 1.

3  Training Needs Analysis

3.1  Training Needs Analysis

WHS competencies can be identified by completing a Training Needs Analysis (TNA). A TNA is the process of identifying and assessing the training requirements of an individual within an organisation.

A TNA is used to determine:

• What is required to complete the work activity;
• The existing skill levels of persons completing the work;
• The training gap (if any).

The WHS Unit TNA can be used to identify and assess WHS training requirements. This process includes consultation with identified personnel to ascertain specific task training requirements, WHS legislative training requirements and any new WHS training courses which may be required as part of their role.

Following induction, the staff member’s Supervisor will conduct a WHS training needs analysis (TNA) in consultation with the staff member in order to determine the gap between current knowledge, skills and any required competencies for their position. In order to determine the training needs of a staff member, the WHS-PRO CHK-004b WHS Induction Checklist shall be used to determine such training needs for staff.

When completing a TNA it will be necessary for supervisors to determine the specific training courses that are applicable to their staff. Position descriptions and hazard management processes can be used to identify specific health and safety skill requirements for inclusion in the TNA.

Competency and/or licence requirements for staff are to be reviewed regularly in accordance with work task requirements including any information, instruction and/or training relevant to standard operating procedures.

Training needs should be translated into a staff training plan as part of the ongoing performance development & management processes established by the University. Supervisors should refer to the Work Health and Safety website and the course catalogue in the Staff Learning Hub to access detailed information about the available training programs. Supervisors should also make themselves aware of available training provided at the Divisional level.

3.2  Individual Training Plans

An individual training plan, based on the outcomes of the TNA, can be developed and implemented by the relevant Supervisor. The Supervisor, in consultation with the Individual, should capture any individual training gaps and opportunities for improvements. Individual training plans can be developed and integrated into the performance and development plan.

4  Training Records

JCU must ensure that records of all work health and safety training provided to a Worker are kept in accordance with the University Records Management Framework and Policy.

4.1  JCU WHS Mandatory Training Records

The WHS Unit is responsible for maintaining all Safety and WHS Mandatory Training records.

4.2  Divisional/Business Unit Area Training Records

Supervisors are responsible for maintaining training records for site specific and task specific training for all workers and others under their supervision.

5  Health and Safety Representatives (HSR)

A HSR does not require any experience or special qualifications to accept the role. A HSR is required to attend a Workplace Health and Safety Queensland (WHSQ) approved training course.

The HSR is required to complete:

• An initial 5-day training course within 3 months after the day the representative is elected as a HSR for a work group; and
• 1-day refresher training course at least every 3 years after the initial training.

The University must:

• Pay the full cost of the training course plus any reasonable costs associated with the HSR’s attendance at the training; and
• Provide HSRs paid time off to attend an approved HSR legislative training course.

6  Competency Assessment

In order to determine whether the skill or knowledge gap has been successfully attained, assessment of competency is required to be undertaken after completion of training. If the training session has been designed for awareness then a competency assessment is not required.

Managers and Supervisors are responsible for ensuring Workers are competent through ongoing monitoring and review.  Where skill deficiencies are identified or when competencies expire, appropriate training, retraining and/or supervision will be provided before work commences or continues.

Related Policy Instruments

Work Health and Safety Policy

JCU Records Management Policy

WHS-PRO-001 WHS Responsibilities Procedure

WHS-PRO-CHK-004a WHS Induction Checklist

WHS-PRO-CHK-004b WHS Volunteer Checklist

WHS-PRO-025 Contractor Safety Management Procedure

Work Health and Safety Act 2011

Work Health and Safety Regulation 2011

Schedules/Appendices

Appendix 1  JCU Work Health and Safety Mandatory Training Requirements

Administration

NOTE:  Printed copies of this procedure are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Revision History