WHS-PRO-027 Plant/Equipment Safety Procedure

Intent

This Procedure provides direction for the management of health and safety risks associated with University-owned or controlled plant/equipment, and outlines legislative requirements to ensure the University meets relevant sections of the Work Health and Safety Act 2011 (Qld) (WHS Act) and Work Health and Safety Regulation 2011 (Qld) (WHS Regulations).

Scope

This Procedure applies to all staff, students, Affiliates and contractors involved in James Cook University (JCU; the University) business operations and activities.

This Procedure does not apply to the Singapore or Brisbane campuses, or to JCU Controlled Entities.

Definitions

Procedure

1. Duties, Obligations and Responsibilities

1.1 James Cook University

JCU has a responsibility as a Person Conducting a Business or Undertaking (PCBU) to ensure safe provision, use, handling, maintenance, storage, transport and disposal of the plant/equipment. JCU is responsible for managing the health and safety risks, both physical and psychosocial, associated with the plant/equipment.

1.2 Officers

It is an Officer’s duty to exercise due diligence to ensure the PCBU fulfils its health and safety obligations under the WHS Act. Officers must demonstrate due diligence by reviewing and following up on information, for example, enterprise risk registers and audit reports. This also includes taking reasonable steps to ensure there are appropriate resources and processes to eliminate or minimise risks to health and safety from plant/equipment.

1.3 Supervisor/Person in Control of the Activity

The Supervisor/Person in control of the activity is responsible for ensuring that the requirements of this procedure are being met within the area of their control, including:

• Ensure acquisition of plant/equipment is planned and a risk assessment conducted.
• Ensure where reasonably practicable that any plant/equipment meets Australian Standards.
• Ensure the Estate and Technology Solutions Directorates are consulted prior to any purchases associated with the built environment or purchases which require modification of infrastructure to accommodate the plant/equipment.
• Ensure commissioning and installation of plant/equipment is completed by qualified/ competent individuals and as per the manufacturer's instructions.
• Ensure safe work procedures are developed prior to the operation of plant/equipment.
• Determine if registration and/or high risk work licenses apply to the plant/equipment.
• Ensure that the plant/equipment is only used for the purpose for which it was designed, unless the proposed use has had a risk assessment completed and does not increase the risk to health or safety.
• Ensure emergency instructions for the plant/equipment are displayed on or adjacent to the plant/equipment.
• Ensure all individuals operating plant/equipment are provided with appropriate instruction, training and supervision, including confirmation that this information is understood prior to first use. Give particular consideration to individuals whose first language is not English.
• Ensure all operators are fit to operate plant/equipment and are not under the influence of alcohol and/or drugs.
• Ensure operators have current licenses or evidence of competency prior to allowing them to use plant/equipment.
• Ensure there are no unauthorised alterations to, or interference with plant/equipment.
• Ensure the plant/equipment can be maintained (i.e., considering resource requirements, both people and material).
• Ensure maintenance and inspection of plant/equipment in accordance with manufacturer's instructions, risk assessments and Australian Standards.
• Ensure implementation of Isolation/Tag Out procedures is used for defective plant to prevent usage until the plant/equipment can be rectified; and
• Ensure the decommissioning, dismantling and removal of plant/equipment is conducted in accordance with this Procedure.

1.4 Staff, Students, Affiliates, Contractors and Volunteers

All staff, students, Affiliates, contractors and volunteers are required to:

• Work within their level of training, competency and licensing when operating plant/equipment.
• Follow manufacturer's instructions and safe work procedures.
• Attend training to attain and maintain competency and skills inclusive of obtaining licences for high risk plant.
• Conduct pre-start checks prior to operation of plant/equipment to ensure proper working order.
• Be fit to operate plant/equipment and not under the influence of alcohol and/or drugs.
• Report any hazards or faults identified either prior to or during operation.
• Ensure that any faulty plant/equipment is tagged/locked out as per section 2.8 of this procedure.
• Report all incidents and near misses involving plant/equipment via the RiskWare system; and
• Use required personal protective equipment and safety equipment as per risk assessment or manufacturers’ instructions.

1.5 Work Health and Safety Unit

The Work Health and Safety Unit will assist in the implementation of and compliance with this Procedure by:

• Providing advice on minimising hazards with the purchase, installation, maintenance, use, storage and decommissioning/disposal of plant/equipment.
• Referring staff to suitably qualified external individuals where expertise is required beyond that which is available within the team.
• Disseminating relevant information inclusive of legislative updates for the operation and maintenance of plant/equipment.
• Monitoring compliance with this Procedure as part of planned auditing.

2. Plant/Equipment

2.1 Acquiring Plant/Equipment

A staff member or student requesting the purchase of plant/equipment as part of their work or study is responsible for assessing whether the item of plant/equipment will pose a risk to health and safety. A WHS Risk Assessment must be completed prior to approaching the market.

2.1.1 Purchasing new plant/equipment

Before purchasing a new item of plant/equipment the following must be taken into consideration:

a) Safety features and standards:

• Consider what features the plant/equipment should have to ensure safe operation
• Ensure the plant/equipment has been safeguarded to meet Australian expectations as per the Australian Standard AS 4024.
• Ensure compliance with safety standards through certification by a Registered Professional Engineer of Queensland (RPEQ) where required.
• Ensure domestic electrical equipment, is supplied with an Australian power plug and has a Regulatory Compliance Mark (RCM).
• Where the plant/equipment does not have an RCM, the vendor must state the item is compliant with AS/NZS 3820 essential safety requirements for electrical equipment.
• Determine whether additional electrical protection for the facility is required when this plant/equipment is installed.
• Determine whether the plant/equipment requires a backup or an uninterruptable power system.
• Determine whether the plant or equipment being installed is proposed to be located in an area classified as hazardous. If so, confirm that it will not create an ignition source. Consider installation in an alternative area.
• Determine whether there is a less hazardous substitute for the item of plant/equipment.

NOTE: Australian vendors guarantee adherence to electrical safety legislation and safety standards. It is important to take into consideration that if a piece of plant or equipment is not acquired from an Australian vendor, it might not meet Australian safety standards and may need to be certified by an Australian certifier under the Regulatory Authority (RA) or Recognised External Certification Scheme (RECS). The WHS Unit can provide more details on this.

b) WHS risk assessment:

• A WHS Risk Assessment must be undertaken, ensuring the installation, commissioning, operation, inspection, maintenance, storage and disposal of the plant/equipment is considered.
• Ensure the plant/equipment is compatible with existing plant/equipment including accessories, attachments and spare parts.

c) High risk hazards:

Specific hazards that should be considered in the risk assessment include (but are not limited to) whether the plant/equipment:

• is designed to be operated or energized remotely or automatically
• produces hazards such as dusts, fumes, noise or waste.
• includes hydraulic or pneumatic systems.
• contains or may contain asbestos containing materials (e.g. within the mechanism or as insulation). James Cook University’s Asbestos Management and Control Policy states that the University “shall not purchase or lease assets with asbestos containing material”.
• requires or is intended for use within hazardous chemicals or biologicals, particularly if these are being newly introduced into the work environment.
• is an electrical item that will be used in or around water.
• is powered mobile plant.

d) Consultation:

• Workers and other stakeholders should be involved in discussions about plant/equipment requirements, including features the item of plant/equipment should have to ensure safe operation.
• Plant/equipment users can assist with identifying safe operator controls to enable the plant/equipment to be fail-safe.

e) Training and competency:

• Training and competency requirements should be considered for plant/equipment operation, inspection, maintenance and storage. Considerations may include, but are not limited to:
  • Who may use the item.
  • How to safely access and operate the plant.
  • The correct use of guarding.
  • How to carry out inspections, shut-down, cleaning, repair and maintenance
  • Emergency procedures.
• Ensure workers’ familiarity with the plant/equipment is confirmed, and determine whether specific training or technical advice should be sought.
• Determine the operating requirements of the plant/equipment, including any operator licensing requirements, ongoing training needs, instructions, supervision arrangements and verification of competencies.

f) Servicing and maintenance:

• Identify the service requirements for the plant/equipment, including the expected timeframe before servicing, repair and/or replacement is needed.
• Ensure that servicing can be carried out by a competent person where required.
• Identify the future inspection and maintenance requirements, including:
  • The availability of information, assistance and ongoing support from the manufacturer which is specific to Australian requirements.
  • The availability of compatible spare parts.
  • When the next major inspection is required.
  • The availability of suitable competent persons to undertake inspections and maintenance.

g) Modifications:

• Are modifications needed to meet Australian standards as outlined in Australian Standard AS 4024 series. Consider how changes to the design will be documented and managed.
• If modification to an item of plant/equipment is required, the WHS Unit must be contacted for guidance and advice.

h)    Registration requirements: refer to section 2.5.

2.1.2 Purchasing Used Plant/Equipment

In addition to 2.1.1, when acquiring secondhand plant/equipment, the purchaser will seek the following information from the supplier in writing:

• The condition of the plant/equipment, including identified faults (and if appropriate, that the plant/equipment should not be used until the faults are rectified).
• Taking all reasonable steps to obtain information about how to use the plant/equipment correctly and safely from the manufacturer or original supplier.
• All available records including data sheets, test certificates, operations and service manuals, reports and a safety manual.
• Declaration of specific hazards, including:
  • Plant which has the potential for asbestos containing materials to be present.
  • Radioactive sources will not be accepted.

2.1.3 Hiring Plant/Equipment

When hiring plant/equipment the staff member/student must:

• Assess whether the plant/equipment is suitable for its intended use.
• Check that plant/equipment has been inspected and maintained by the supplier according to the manufacturer’s specification (for example checking logbooks and/or maintenance manuals).
• Ensure that the supplier provides the manufacturer’s information.

If plant/equipment is hired for an extended period of time, the staff member/student must work with the supplier to make arrangements to ensure the plant/equipment is inspected and maintained throughout the lease period.

2.2 Plant/Equipment Risk Assessment and Management

2.2.1 A plant/equipment risk assessment must be conducted or reviewed in the following situations:

• When designing, manufacturing, selling or disposing of plant/equipment.
• Before purchasing, hiring, leasing and/or commissioning plant/equipment.
• When erecting or using plant/equipment.
• Whenever new information becomes available regarding plant/equipment.
• When responding to workplace incidents.
• Whenever changes are made to plant/equipment and how it is used.

2.2.2 Refer to the Risk Management Process in WHS-PRO-002 WHS Risk Management Procedure and the following template and examples for Plant and Equipment Risk Assessments:

• WHS-PRO-TEM-002A Plant and Equipment Risk Assessment Template
• WHS-PRO-TEM-002b Plant and Equipment Risk Assessment (example)

2.2.3 Refer to the WHS Regulations for specific controls for certain types of plant/equipment, such as lasers and pressure equipment.

2.2.4 All risk assessments must be uploaded and attached to Riskware for storage, review and access purposes.

2.3 Safe Work Procedures

2.3.1 A Safe Work Procedure (SWP) is a set of step-by-step instructions compiled to help staff/students carry out complex routine operations. SWP's should be developed where identified as a risk control by the plant/equipment risk assessment, and displayed on or near the plant/equipment. SWP’s are used to alert users of the hazards associated with the plant/equipment.

2.3.2 When developing a SWP, the following should be taken into consideration:

• Plant/Equipment risk assessment
• Whether Personal Protective Equipment (PPE) is required
• Regulatory requirements
• Manufacturer’s requirements

2.3.3 For further information refer to WHS-PRO-002 WHS Risk Management Procedure and the Safe Work Procedures template WHS-PRO-TEM-002f Safe Work Procedure (SWP) Template.

2.4 Installation and Commissioning of Plant/Equipment

The person with management and control of plant/equipment at the workplace must ensure the following before allowing the installation and commissioning of plant/equipment:

• That the installation has been approved by the Estate Directorate; and
• That the installation has been approved by Technology Solutions Directorate (if applicable); and
• That any suppliers/contractors involved in the installation and commissioning of plant/equipment are qualified, registered and inducted; and
• That appropriate safe work method statements and other required instruments/permits are approved and in place; and
• That the plant/equipment is, so far as reasonably practicable, without risk to the health and safety of others; and
• That the person who installs, assembles or commissions the plant/equipment is a competent person and is provided with all necessary safety information to minimise risks associated with the plant/equipment; and
• That ongoing inspections will occur to ensure that risks associated with the plant/equipment are monitored.

2.5 Plant/Equipment Requiring Registration

Certain items of plant/equipment and types of plant/equipment designs must be registered. A list of registrable plant designs and registrable items of plant is provided in Schedule 5 of the WHS Regulations.

2.5.1 Plant design registration

Registrable plant designs must be registered prior to being supplied. If JCU modifies an item of plant/equipment with an approved design registration in place, the altered design must be registered if the alteration may affect health and safety.

2.5.2 Plant registration

The purpose of registering an item of plant/equipment is to ensure that it is inspected by a competent person and is safe to operate. A certificate of registration will be issued bythe relevant regulator for all registered plant/equipment (fixed and mobile). Registrable plant/equipment cannot be used in the workplace unless it has been registered with the relevant regulator.

2.6 Licences

The operator of an item of plant/equipment must have the necessary competencies and/or licences prior to operation. Plant/equipment such as forklifts, pressure equipment and some particular types of cranes are identified in the WHS Regulations as plant/equipment requiring a High-Risk Work Licence. A person who does not have the necessary competency or licence must not operate an item of plant/equipment.

2.7 Plant/Equipment Not in Use

Plant/equipment that is not in use must be stored in a manner so that it does not create a risk for any person. Refer to section 2.8.

2.8 Maintenance, repair and cleaning of plant

Plant/equipment must be maintained and repaired in accordance with the manufacturer’s specifications. If the manufacturer’s specifications are not available or sufficient instruction cannot be sourced from the manufacturer, a competent person may provide recommendations on maintenance/repair requirements.

Before any plant/equipment is inspected, repaired, maintained or cleaned it must, where practicable, be shut down and its energy sources locked out and tagged as part of an isolation procedure to ensure the safety of those doing the work and that it does not create a risk to the health and safety of any person.

Damaged or unsafe plant/equipment must be taken out of service and be brought to a state that does not create a risk to the health and safety of any person.

The following types of tags should be used when a piece of plant/equipment is isolated or unsafe for use:

2.8.1 Personal Danger Tag

A Personal Danger Tag (Red and White) must be attached to a piece of plant/equipment when work on it is being carried out. These tags restrict use/access to people who will be working on the plant/equipment. A Personal Danger Tag on an item of plant/equipment is a warning that the plant/equipment is in unsafe condition and that the operation of that plant/equipment may endanger the person who has attached the tag.

If more than one person is involved in the work, each person must attach their own Personal Danger Tag to the plant/equipment. Personal Danger Tags must be securely fixed and clearly visible. A Personal Danger Tag should be removed only by the person whose name is written on the tag, and the tag should be destroyed after use.

Personal Danger Tags can be sourced from the WHS Unit.

2.8.2 Out of Service Tag

An Out of Service Tag (Yellow and Black) on a piece of plant/equipment indicates that it is unserviceable and should not be used. Out of Service Tags can be attached to non-powered plant/equipment, such as ladders and trolleys, as well as powered plant/equipment.

A piece of plant/equipment fitted with an Out of Service Tag must not be operated while the tag is in place.

Out of Service Tags should be attached by a competent person having specific knowledge relating to the plant/equipment. However, this should not prevent another person from attaching an Out of Service Tag in emergency situations where the use of the plant could be dangerous. Out of Service Tags must be securely fixed and be clearly visible.

Out of Service Tags should, where applicable, be placed on devices which isolate energy sources, only when those devices are set in the ‘off’ or ‘safe’ position. Prior to attaching an Out of Service Tag all required details on the tag must be clearly entered in the spaces provided, with emphasis given to the reason for placing the tag.

Out of Service Tags should be removed only by an authorised person who is both familiar with the equipment and fully aware of the reason that the tag was placed, except in an emergency situation.

Out of Service Tags can be sourced from the WHS Unit.

2.9  Record Keeping

WHS legislation places requirements on the person with management or control of registrable plant/equipment to keep a record of all tests, inspections, maintenance, commissioning, decommissioning, dismantling and alterations. The records are required to be kept for the period that the plant/equipment is used, or the person relinquishes control of the plant/equipment.

Plant/equipment with a presence-sensing safeguarding system also have record keeping requirements similar to registrable plant/equipment, however the records must be kept for 5 years regardless of whether the plant/equipment is no longer owned or used by JCU.

It is also good practice to keep records of other types of plant/equipment in the workplace not covered by this Procedure. Keeping records of the risk management process demonstrates compliance activities with the WHS Act and WHS Regulations and supports subsequent risk assessments.

Records of plant/equipment should include:

• The unique plant/equipment identification number
• Relevant design information
• Relevant data from commissioning
• Compliance statement and/or test certificates
• Manufacturer’s specifications and user’s manuals
• Results of inspections
• Information on maintenance and major repairs carried out
• Information on alterations
• Results of risk assessments carried out on plant/equipment
• Information, instruction and training provided to users
• Competencies of operators

2.10 Decommissioning, Dismantling and Disposal of Plant and Equipment

When decommissioning, dismantling and/or disposing of plant/equipment the responsible Work Unit must ensure that the plant/equipment:

a. Has been inspected by a competent person prior to dismantling, decommissioning and/or disposal, including a review of any necessary documentation.

b. Is decommissioned, dismantled and disposed of by competent persons in accordance with the designer and manufacturer instructions.

c. Is stored in a state that does not create a hazard in the workplace.

d. Is disposed of only once all the relevant JCU and regulatory approvals have been obtained. For example, disposal of radiation apparatus requires notification to the WHS Unit then notification to Queensland Radiation Health within seven days of disposal.

e. Has been assessed for the risk of exposure to persons to hazardous chemicals and materials (e.g. asbestos and oils) prior to dismantling, decommissioning or disposal. If the presence of hazardous chemicals or materials is suspected or confirmed, the person responsible must contact the WHS Unit for further guidance

f. If the plant/equipment is to be resold the University takes on the duties of a person supplying the plant/equipment. This means the University must ensure the plant/equipment is safe to load, transport, unload and store. Information relating to the plant design, registration, installation, operation and maintenance must be provided with the plant/equipment to the reseller or buyer.

g. If the plant/equipment is to be scrapped, the University is required to consult with local recycling or local waste disposal authorities or organisations so the plant/equipment can be made safe to load, transport, unload and dispose of; and

h. If the plant/equipment is to be used for scrap or spare parts, the University must inform the person receiving the plant/equipment that it is being supplied as scrap or spare parts and the plant/equipment in its current form is not to be used as plant. This must be done in writing or by marking the item of plant.

Related policy instruments

Work Health and Safety Policy

WHS-PRO-002 WHS Risk Management Procedure

WHS-PRO-GUI-027a Safe Acquisition of Plant and Equipment Guideline

Work Health Safety Act 2011 (Qld)

Work Health Safety Regulation 2011 (Qld)

AS 3533.1:2009 (Amusement Rides and Devices - Design and construction)

AS/NZS 1200:2000 (Pressure Equipment)

Australian Standard AS 4024 (Safety of Machinery)

Schedules/Appendices

Nil

Administration

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

Approval Details

Revision History