Training, Teaching and Learning Materials Development

Basic clerical Work

Level-I

Learning Guide-18
Unit of Competence:Participate in OHS
Processes
Module Title: Participating in OHS Processes
LGCode:EISBCW1M06LO1-LG-18
TTLM Code: EIS BCW1M01 TTLM 09 19v1

LO 1: Working safely

1|Page
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Instruction Sheet Learning Guide #18

This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
 Following Established safety procedures
 Carrying out Pre-start systems and equipment checks

This guide will also assist you to attain the learning outcome stated in the cover page.
Specifically, upon completion of this Learning Guide, you will be able to:
 Follow Established safety procedures when conducting work
 Carry out Pre-start systems and equipment checksin accordance with workplace
procedures
Learning Instructions:
1. Read the specific objectives of this Learning Guide.
2. Follow the instructions described below 3 to 10.
3. Read the information written in the information “Sheet 1,and Sheet 2,
4. Accomplish the “Self-check 1,andSelf-check t 2, in page -8, and 10 respectively.
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Information Sheet-1 Following Established safety procedures

In Ethiopia there are many work-related deaths and cases of work-related injuries or
disease every year. Such deaths and injuries have disastrous consequences for the
person involved, their families and their colleagues. They also result in a loss of
production for industry, and pay-outs in compensation.
Workplace accidents are not limited to the farming, construction, mining, transport and
manufacturing industries, however, many accidents occur within those industries – office
employees can also be victims of workplace accidents or workplace incidents.
All new employees can contribute to the health and safety of a workplace, in order to
reduce the number of workplace accidents and incidents.
1.1 Following safety procedures
1.1.1 Safety procedures may include:-
 completing required documentation
 local, state and federal legislation
 Materials Safety Data Sheets (MSDSs)
 National Health and Medical Research Council guidelines
 following OHS guidelines relevant to workplace
 maintenance and use of cleaning apparatus in a work environment, such as:
 disposing of spilled substances, dangerous products, 'sharps' and waste correctly
 maintaining stocks of cleaning equipment (e.g. disposable gloves, liquid repellent
aprons, disinfectant)
 sterilizing and/or disposing of cleaning equipment
 using appropriate cleaning equipment to clean spillages and breakages
 wearing protective clothing, protective eye wear when in contact with body fluids or
chemicals that may splash
 using and storing toxic and hazardous materials correctly
 keeping workplace clean and tidy
 office practice manual
 displaying health and safety brochures, magazines and other material
 undergoing operator training when using new equipment or processes
 special guidelines in a medical setting
1.2 Your role in Workplace Health and Safety
Businesses in Ethiopia must provide a safe and healthy workplace for their employees,
customers, visitors and the general community. You must follow the workplace OHS
policies and procedures of your organisation. You have a responsibility to:
 Cooperate with OHS representatives
 Report any hazards to your supervisor
 Report any job-related injury or illness to your supervisor or health and safety
representative
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 Understand and exercise your rights under OHS

 Wear personal protective clothing and equipment if appropriate
1.3Workplace risks and hazards
Risk in the workplace is the chance of something happening that will cause injury or
damage. Workplace hazards are those things in your workplace that pose a risk to you
and/or your work colleagues.
 Hazards that office workers could be exposed to include anything that is a
source of:
 Potential harm in terms of human injury or ill health
 Damage to property
 Damage to the environment
 General sources of potential harm in an office may include:
 Cramped working conditions
 Extreme temperatures
 Inefficient fire and emergency procedures
 Lifting heavy loads
 Overwork or interpersonal issues
 Poor lighting
 Poorly designed workstations
You should become actively involved in your organisation and assist to identify hazards
and then eliminate or minimise the risk of harm they pose.
1.4What you can do to prevent, eliminate or minimise risks and hazards
You can prevent, minimise and/or manage workplace risks and hazards by being alert to
potential hazards and reporting them to your supervisor and/or your organisation’s
designated health and safety officers and/or representatives. If you are in a medical
setting, you can talk with doctors, nurses and/or the practice manager about safety issues.
You can also adopt safe work practices by following workplace policies and procedures,
which are based on laws that include regulations and standards. Your organisation must
follow these laws and regulations or else it will risk being fined or taken to court.
1.5OHS legislation
Each state and territory in Australia has its own OHS legislation. There is a
Commonwealth Act covering Commonwealth employees. The OHS act in your state or
territory describes the legal requirements to ensure workplaces are kept safe and healthy
including the following:
 Identify, assess, eliminate or control risks to health and safety
 Promote and maintain the health, safety and welfare of people at work
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 Protect people at work from injury and illness

 Protect the health and safety of the public in workplaces
 Consult workers and encourage participation in maintaining workplace health and
safety
 Provide rehabilitation and maximum recovery for injured workers
 Show the main OHS legislation in our country
 State bodies responsible for OHS in our country.
It is essential that you work in line with legislative requirements, Ethiopia and industry
standards, and the relevant codes of practice.
1.6OHS regulations
Every state in Australia has regulations that establish requirements, duties and procedures
applying to specific work areas. Some regulations apply to all workplaces and some apply
to specific industries.
1.7Codes of practice
Codes of practice provide practical advice to organisations, employers and workers in
specific industries to help them meet their obligations. Codes of practice are developed
through consultation involving industry representatives, employers, workers, professional
associations and relevant government agencies.
1.8 Workplace policies and procedures
A policy describes the overall approach the organisation has adopted toward a particular
aspect of its operation. A procedure is a set of instructions that an employee must follow
to complete a task effectively and/or safely, in a way that maximises efficiency and
effectiveness. When you are unsure of how to perform a task at work, your supervisor
may expect you to access your workplace procedures for information. A procedures
manual may be available in printed form or electronically on your organisation’s computer
system and you should familiarise yourself with this information.
1.9OHS policy and procedures
OHS procedures are a set of instructions that have been developed to ensure all
employees work safely and effectively. OHS policies and procedures will include
important information about:
 Use of personal protective clothing and equipment
 Personal presentation
 Standard precautions
 Safe handling of chemicals, poisons and dangerous materials, including material
safety data sheets (MSDS)
 Emergency, fire, accidents and drills
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 General safety precautions

 Housekeeping
 Implementation of hazard identification and control systems
 Manual handling
 Staff development and training programs
 Waste management
 Workstations
 Emergency contact numbers
 OHS personnel
 Location of first aid equipment
 Selection, use and storage of personal protective equipment
 Information on local doctors, hospitals and ambulance services
1.10Personal presentation
Employees in retail, health and hospitality may have to ensure they maintain a clean, neat
and tidy appearance and dress in a manner that is not likely to offend customers or
patients, or risk contamination. You may be required to wear a uniform. It is important
that your clothing is ironed, clean and kept in good condition. Jewellery and makeup
should be kept to a minimum, with long hair tied back neatly.
1.11Personal protective equipment(PPE)
Some aspects of your work may require you to wear personal protective equipment (PPE).
PPE is clothing and equipment designed to protect workers from direct exposure to blood,
body fluids, and potentially infectious materials. PPE is provided by your workplace and
you should use PPE correctly to protect your own health and safety.
PPE may include:
 Overalls (to protect the body from grime and hazardous substances)
 Safety boots (to protect feet – compulsory on a construction site)
 Safety gloves (to protect hands against cuts, extreme hot and cold, chemicals and
poisons)
 Safety helmets (to protect the head against injury from falling objects)
 Respirators (to protect lungs where workers may be working in noxious
atmospheres or confined spaces)
 Ear muffs (to protect against industrial deafness)
1.12Standard precautions
Standard precautions are work practices. In a medical environment standard precautions
include washing and drying hands before and after patient contact and exercising care
when handling sharps and contaminated or infectious waste.
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1.13Material safety data sheets

Organisations use a range of chemicals, hazardous substances and work-related
equipment. Workers in office environments may be exposed to chemicals (toners for a
printer or photocopier) that pose a risk to workplace health and safety if they are not used
correctly.
Manufacturers of chemicals and hazardous substances must provide material safety data
sheets (MSDS) to their customers. MSDS explain the correct storage, care and handling of
manufacturers’ products.
As an employee you have a responsibility to ensure you follow the MSDS instructions.
You will be given training on how you can use the information on the MSDS to assist with
health and safety in the workplace.
1.14OHS in your workplace
When you start work you will receive an induction, where you will receive information
about the organisation and your conditions of employment and basic information about
OHS. Other information covered in an induction may include the following:
 Duty of care
 Employer duty of care
 Employee duty of care
 Fire and emergency procedures
 First aid facilities
 General work instructions
 Health and safety rules
 OHS committee and health and safety officers
 OHS training programs available in the workplace
 The organisation’s health and safety policy
 Risk management
 Personal protective equipment
1.15Duty of care
Duty of care describes the legal obligation that individuals and organisations have towards
customers, visitors and each other in ensuring the workplace is kept safe. A person or
organisation is obliged to remove or minimise any possible cause of harm.
1,16Employer duty of care
An employer must provide, as is practicably possible, a safe and hazard-free workplace for
employees. Your employer’s duty of care requires them to do the following:
 provide competent staff to manage and supervise the business
 provide sufficient staff to carry out the work safely
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 provide and maintain a safe working environment and equipment

 provide information, instruction, training and supervision so you can perform your
role safely
1.17Employee duty of care
An employee’s responsibilities may vary depending on the type of work performed by your
organisation. You should clarify your duty of care with your supervisor. You may find it
involves some or all of the following:
 Being careful and look after your own safety
 Cooperating with your employer in their efforts to comply with their OHS
responsibilities
 Ensuring customers and visitors are aware of any special OHS requirements
 Following all safety regulations and procedures in your workplace
 Never putting the safety of colleagues and others at risk
 Reporting hazards, accidents and injuries
 Taking care not to interfere with health and safety equipment
 Taking care not to deliberately endanger another’s safety
 Wearing personal protective equipment as required
Self-Check -1 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:
1. Describe the following words:-
a. OHS (2point)
b. PPE (2point)
2. Write the important information’s includedin OHS policies and procedures.(3 points)
3. ---------is the chance of something happening that will cause injury or
damage(2point)
4. What are maintenance and use of cleaning apparatus in a work environment(4)
5. What is your role in workplace health and safety (3point)

Note: Satisfactory rating – above 8 points Unsatisfactory - below 8points

You can ask you teacher for the copy of the correct answers.

Answer Sheet
Score = ___________

Rating: ____________
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Name: _________________________ Date: ______________

Information Sheet-2 carrying out Pre-start systems and equipment checks

At work you may be required to use a range of technology and equipment. Equipment can
pose a risk to health and safety if it isn’t in correct working order or used incorrectly.

2.1Equipment and systems safety checks

As part of your daily routine you should check the various systems and equipment you will
use during the day and make sure it is in correct working order. You may need to perform
this checking procedure at the beginning of your working day or at specified intervals
during the day.

 Documenting equipment and systems safety checks

Records may need to be kept of regular safety checks carried out on medical instruments
if you work in a medical office. Maintenance records are kept for the equipment that is
used to sterilise instruments. Records would usually document information such as:

 Model and serial number of each steriliser

 Date of servicing
 Reason for the service request
 Maintenance performed and a description of the parts that were used
 Equipment start up and operation procedures
Your workplace policies and procedures should include detailed information on how to
clean, start and operate machinery. You should receive training in the safe operation of
this machinery and equipment. You will be required to wear appropriate PPE including
goggles, gloves, hairnets, safety boots or shoe covers. It is your responsibility to ensure
you wear the PPE correctly.
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Self-Check -2 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:
1. Maintenance records are kept for the equipment that is used to sterilise
instruments. So what Records would usually document information (4points)
2. Write the workplace policies and procedures.(3 points)

Note: Satisfactory rating – above 4 points Unsatisfactory - below 4points

You can ask you teacher for the copy of the correct answers.

Answer Sheet
Score = ___________

Rating: ____________

Name: _________________________ Date: _______________

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Basic clerical Work

Level-I

Learning Guide-19
Unit of Competence:Participate in OHS Processes
Module Title: Participating in OHS Processes
LG Code: EIS BCW1M06LO2-LG-19
TTLM Code: EIS BCW1M06 TTLM 09 19v1

LO 2: Implementing safety requirements

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Instruction Sheet Learning Guide # 19

This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
 Identifying designated personsfor reporting queries
 Identifying , recording, and reporting existing and potential hazards
 Identifying and implementingwork place procedures and instructions
 Reporting emergency incidents and injuries
This guide will also assist you to attain the learning outcome stated in the cover page.
Specifically, upon completion of this Learning Guide, you will be able to:
 Identify designated persons for reporting queries and concerns about safety in the
workplace
 Identify existing and potential hazards in the workplace, report them to designated
persons and record them in accordance with workplace procedures
 Identify and implement workplace procedures and work instructions for controlling
risks
 Report emergency incidents and injuries to designated persons
Learning Instructions:

1. Read the specific objectives of this Learning Guide.

2. Follow the instructions described below 13 to 23.
3. Read the information written in the information “Sheet 1, Sheet 2, Sheet 3 and Sheet 4
4. Accomplish the “Self-check 1,Self-check t 2, Self-check 3,and Self-check 4in page -14,
17, 20, and 23respectively.
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Identifying designated persons for reporting

Information Sheet-1
queries
2.1 Designated persons may include :
 designated health and safety officers
 health and safety representatives
 supervisors
 managers
 team leaders
 other persons authorised or nominated by the enterprise or industry
Participating in OHS in your workplace involves asking questions and reporting concerns
to either your supervisor or specialised OHS personnel.

Your supervisor

If you are unsure about any aspect of your work it is important to ask questions. Your
supervisor has a duty of care toward you and they are responsible for identifying any risks
and minimising or eliminating those risks. Supervisors will generally appreciate your
participating in workplace health and safety.

OHS representatives

Staff can elect health and safety representatives to promote their interests with regards to
OHS. The role of an OHS representative is to:

 Investigate incidents and accidents

 Identify hazards
 Accompany government safety inspectors on inspections in the workplace
Health and safety officers

Health and safety officers have extensive experience in workplace safety, and expert
knowledge of legislation, regulations, and codes of practice, equipment and work systems.
They are employed by the organisation and perform the following tasks:

 Analyse incident reports

 Assist in preparing standard operating procedures
 Conduct safety audits
 Coordinate fire and emergency responses
 Coordinate OHS training
 Inspect plant, equipment, processes and working methods
 Investigate accidents and incidents
 Provide advice on safety matters to supervisors and senior management
 Provide information to employees
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 Provide specialist advice to the OHS committee

Self-Check -1 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:
1. What is the involvement of Participating in OHS in your workplace (4points)
2. Health and safety officers are employed by :- (6 points)
3. Write the role of an OHS representative (3points)

Note: Satisfactory rating – above 7 points Unsatisfactory - below 7points

You can ask you teacher for the copy of the correct answers.

Answer Sheet
Score = ___________

Rating: ____________

Name: _________________________ Date: _______________

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Information Sheet-2 Identifying , recording, and reporting existing and potential

hazards

2.1Hazard

A hazard is a source, or potential source, of human injury, ill health or disease.

A risk is the likelihood of a hazard resulting in an injury or disease, together with the
seriousness of the injury or disease; for example, electricity is a hazard, and there’s a risk
that someone may receive a shock if it is incorrectly wired or if wiring is exposed. A toxic
chemical is a hazard, and there’s a risk that a person may be poisoned, burned or suffer
breathing problems if it is not handled according to the manufacturer’s instructions and
with the necessary PPE.

2.2 Hazards may include anything which is a source of:

potential harm in terms of human injury or ill health
damage to property
damage to the environment
potential harm in terms of human injury or ill health including:
 toxic or hazardous materials
 hazardous work processes
 unsafe work practices
 hazardous equipment and unstable personnel
potential harm in a medical setting:
 blood
 breakage / spillage
 drug hold-ups
 needle sticks
 medical emergencies (e.g. Falls, bleeding, seizures, fainting,
collapses, panic attack, psychosis)
 spread of infection
potential sources of infection:
 breakages
 contaminated waste
 patients with colds, flu and other infectious diseases
 sharps (e.g. needles, scalpel blades)
 spillage
 used dressings, bandages and equipment
 unsterilized/poorly sterilized equipment and work surfaces
 unwashed hands
2.3The five basic types of hazardsare :
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 Biological (bacteria, viruses, mould, mildew, spillages of blood or body fluids and
waste, needle stick injury, contaminated sharps, dressings and waste, fumes and
insects)
 Chemical (acids or poisons and those that could lead to fire or explosion, cleaning
agents, materials and fumes, scheduled drugs and poisons)
 Mechanical and/or electrical (electricity and equipment, plant and machinery)
 Physical (floors, stairs, work platforms, steps, ladders, fire, falling objects, slippery
surfaces, manual handling, excessively loud and prolonged noise, vibration,
radiation, poor lighting, ventilation, hold-ups, threatening customers or patients)
 Psychological (workplace stressors arising from sources such as workplace
bullying, conflict and poor time management)
2.4 TYPES OF HAZARDS IN THE WORKPLACE

Area Hazard

Surfaces Wet floor

Electrical Frayed electrical cords, incorrectly wired equipment,

poorly maintained equipment

Knives Poorly trained staff

Chemicals Incorrectly labelled or stored, lack of MSDS or

appropriate PE

Training Insufficient induction or on-the-job training

Clothing Slippery soles on shoes

Work practices Shift work may lead to fatigue-related hazards

Manual handling Medical staff lifting patients

Imaging equipment in Risk of exposure to chemicals and radiation

a medical centre

2.5Hazard identification

The hazard identification plan for your organisation may include the following:

 Analysing injury and illness records

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 Analysing work processes

 Collecting information on trends and developments in workplace health and safety
 Consulting with OHS representatives and OHS committee members
 Gathering feedback from employees (consultation)
 Investigating workplace incidents and near-miss reports
 Performing inspections or safety audits
 Reviewing the potential impact of new work practices or equipment introduced at
work
2.6Workplace inspections

Workplace inspections are conducted on a regular basis with the assistance of the OHS
representative or health and safety officer. The purpose of these inspections is to identify
the health and safety hazards in the workplace before they cause harm.

Self-Check -2 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:
1. Demonstrate the difference between hazards and risk (4points)

1. Demonstrate the five basic types of hazards .(5 points)

2. Identify the hazard identification plan for your organisation(5point)

Note: Satisfactory rating – above 7 points Unsatisfactory - below 7 points

You can ask you teacher for the copy of the correct answers.

Answer Sheet
Score = ___________

Rating: ____________

Name: _________________________ Date: _______________

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Information Sheet-3 Identifying and implementing work place procedures and

instructions to control risk

3.1 Risk assessment

Risk assessment involves:

o Identifying hazards
o Working out the chance of injury or damage occurring as a result of the hazard
o Working out the likely degree of seriousness of the injury or damage
o Finding the most appropriate method for managing that risk
Once a hazard has been identified, the next step is to assess the risk it poses. Your
supervisor may collaborate with OHS specialists to give priority to:

o Control or
o Eliminate the risk based on the likely degree of seriousness of the injury or damage
After a risk assessment is carried out, results should be recorded and employees affected
by the hazard should have access to this information.

Hierarchy of controls

Risks can be managed using a hierarchy of controls. If the first option is not available,
choose the next best option.

1 Eliminate the hazard (get rid of)

2
Substitute or modify the hazard (replace)

Isolate the hazard (remove or secure it)

3

4Engineering methods to control the hazard

Administrative controls
5
(Instructions and signs)

6
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Personal protective equipment

(goggles, gloves and masks)

Eliminating the risk

In your workplace you may be able to control some situations such as the following:

o Move objects that people may trip over

o Replace hazardous materials or equipment with less dangerous items
o Move files that are normally stored on high shelves to waist height
o Replace a manual-lifting task by using a hoist
o Help workers eliminate back strain by providing training in better posture and work
breaks
Taking action

Where you feel an immediate risk to health and safety, you should take action to protect
your colleagues and other people in the work environment. You may need to clean up a
spill, turn off the electricity, or shut down machinery to control an immediate hazard.

After a risk assessment your organisation may take the following actions to control risk in a
specific department or work team:

 Analyse existing work practices to find ways to make them safer

 Arrange fire or emergency response training and drills
 Coordinate workplace health and safety training
 Counsel employees about unsafe work practices
 Investigate an accident or incident
 Maintain or modify plant and equipment
 Revise or prepare standard operating procedures or manuals
 Purchase new equipment
Commonly used hazard signs and safety symbols

Signs and symbols are used to warn people of existing hazards, to inform them of the
location of safety equipment and give guidance in an emergency. The advantage of signs
and symbols is that everyone can interpret them, regardless of their literacy level or
nationality.
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Self-Check -3 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:
1. How can you eliminate risk from your work place (4points)
2. Write the methods of riskassessment(6 points)

Note: Satisfactory rating – above 5 points Unsatisfactory - below 5points

You can ask you teacher for the copy of the correct answers.

Answer Sheet
Score = ___________

Rating: ____________

Name: _________________________ Date: _______________

Information Sheet-4 Reporting emergency incidents and

 21

injuries
4.1Incident reports

All employees are required by law to report hazards, emergency incidents and injuries that
occur in the workplace. An incident report form should be completed and submitted to the
supervisor as soon as possible.

Incident reports provide an organisation with information on the types of injuries occurring
in the workplace and their causes. These can then be investigated and steps taken to
eliminate or minimise the risk of the incident occurring.

The following is an example of an incident report form.

OHS incidents

An OHS incident is any accident or event that occurs in the workplace that involves:

o Dangerous occurrences that could have but didn’t injure any person
o Disabling injuries
o Exposure to hazardous substances or circumstances
o Minor injuries
o Occupational illnesses
o Serious equipment, plant or property damage
o Uncontrolled fire and explosions
o Any other serious incident that could put employees, visitors, contractors or
customers at risk
There are five categories of incidents you may have to report on:

1. near miss – an accident in which a person just avoids being injured

2. damage to plant or equipment – a serious occurrence but one in which no-one
is hurt
3. minor injury – this could highlight a more serious safety problem
4. major injury – a serious incident
5. work-related travel injury – occurs while a worker is travelling to or from
work
Reporting serious injuries

By law the types of injuries that must be reported include:

 injury that results in the death of an employee

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 fracture of the skull, spine or pelvis

 fracture of any bone in the arm (not wrist or hand) and leg (not ankle or foot)
 loss of sight
 injury resulting in a likely absence from work of 10 or more days
Incident report processes

When a hazard, accident, emergency or incident occurs, your immediate priority is to take
action to prevent further people from being hurt.

This may involve:

 barricading the area

 contacting security, the fire warden or a health and safety officer
 telephoning emergency services
 Administering first aid or medical treatment, if you have the appropriate knowledge
and skill
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Self-Check -4 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:
1. Demonstrate the five categories of incidents you may have to report on. (5 points)
2. List theprocess of incident reports.(3 points)
3. Demonstrate an example of an incident report form. (4 points)

Note: Satisfactory rating above–6 points Unsatisfactory - below 6points

Answer Sheet
Score = ___________

Rating: ____________

Name: _________________________ Date: _______________

 24

Basic clerical Work

Level-I

Learning Guide-20
Unit of Competence:Participate in OHS Processes
Module Title: Participating in OHS Processes
LGCode: EIS BCW1M06LO3-LG-20
TTLM Code: EIS BCW1M06 TTLM 09 19v1

LO 3: PARTICIPATING IN OHS PROCESSES

Instruction Sheet Learning Guide # 20

 25

This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
 Contributing to workplace meetings, and inspections
 Raising OHS issues with designated person
 Taking actions to eliminate hazards and to reduce risks

This guide will also assist you to attain the learning outcome stated in the cover page.
Specifically, upon completion of this Learning Guide, you will be able to:
 Contribute to workplace meetings, inspections or other consultative activities
 Raise OHS issues with designated persons in accordance with organizational procedures
 Take actions to eliminate workplace hazards or to reduce risks
Learning Instructions:

1. Read the specific objectives of this Learning Guide.

2. Follow the instructions described below 26 to 31.
3. Read the information written in the information “Sheet 1, Sheet 2, and Sheet 3,
4. Accomplish the “Self-check 1,Self-check t 2, and Self-check 3 in page -27, 28 and
31respectively.

Contributing to workplace meetings, and

Information Sheet-1
inspections
 26

Consultation
Consultation is the term used to describe the process of gathering information, sharing
ideas and giving feedback.
Your organisation will undertake consultation with you and your work colleagues regarding
OHS issues including:
o Changes to policies, work practices and procedures
o Changes to premises, plant or substances used at work
o Conducting workplace risk assessments
o Incorporating new health and safety requirements imposed by legislation,
regulations and codes of practice
o Making decisions about the adequacy of facilities for the health and safety of
workers
o Making decisions about the organisation’s consultative procedures
o Reviews of policies, procedures and work practices
o Risk control
Methods used for consultation purposes include:
 Appointing OHS representatives and providing them with reasonable access to you
and your work colleagues during working hours
 Involving you in workplace inspections and/or asking for your comments and
feedback during workplace inspections
 Involving you in risk assessments and/or asking for your comments and feedback
during risk assessments
 Ensuring that OHS is included on the agenda, and encouraging you to discuss OHS
at regular team meetings
 Forming an OHS committee, and providing OHS committee members with
reasonable access to workers during working hours
 Asking you for your comments and feedback during informal conversations
OHS representatives
Part of the OHS representative’s role is to consult with employees on workplace health
and safety.
Contributing to OHS consultation
OHS issues may be raised in team meetings. Discussion may cover the following:
o Recent workplace incidents
o Production time lost to workplace injuries
 27

o New practices to improve workplace health and safety

o Hazards that have been identified
o Minutes of OHS committee meetings
OHS committees
An OHS committee must be established when the majority of employees request one or
when the organisation employs 30 or more staff.
OHS committees identify health and safety problems, consult with workers and make
recommendations to improve health and safety in the workplace, and monitor and report
on OHS performance.

Self-Check -1 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:
1. What consultations will undertake Your organisation with you and your

work colleagues regarding OHS issues .(10 points)

2. Demonstrate the Methods used for consultation purposes(6points)

Note: Satisfactory rating above- 8 points Unsatisfactory - below 8 points

You can ask you teacher for the copy of the correct answers.

Answer Sheet
Score = ___________

Rating: ____________

Name: _________________________ Date: _______________

Information Sheet-2
Raising OHS issues with designated person

2.1 Communicating about OHS

 28

The first step in reporting an OHS issue is to decide the best person to advise. Your
supervisor will generally be your first point of contact on OHS issues; however your
induction should include advice on the standard communication channel for reporting OHS
issues.
2.2How to report OHS issues
You should advise your supervisor or other appropriate OHS staff by speaking to them in
person.
When reporting an OHS issue you should remember to do the following:
 Explain the issue clearly
 Refer to any evidence you have
 Make a suggestion on how to solve any problems raised
 Follow this up with a formal notification eg. Email
 Check with your supervisor or OHS specialist on whether this incident should be
recorded
2.3Feedback
Your supervisor or other appropriate OHS personnel should report back to you on issues
you have raised previously with them. If this fails to happen you should talk to your
supervisor once more.

Self-Check -2 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:
1. What is feedback?.(2 points)
2. What you should remember to do When reporting an OHS issue (6points)

Note: Satisfactory rating - 4 points Unsatisfactory - below 4points

You can ask you teacher for the copy of the correct answers.

Answer Sheet
Score = ___________

Rating: ____________

Name: _________________________ Date: _______________

Information Sheet-3 Taking actions to eliminate hazards and to reduce risks

3.1 How to eliminate hazards and control risks

 29

Hazards may be dealt with in the following ways:

 Substituting the hazard with a hazard that poses less risk of harm
 Isolating the hazard from the person at risk
 Minimising the risk by engineering means
 Using administrative means to minimise the risk
 Using personal protective equipment (PPE)
 Eliminate tripping or slipping hazards
Other ways OHS risks can be controlled in an organisation include:
 Keeping work areas clean
 Following correct procedures
 Storing chemicals appropriately
 Using correct manual-handling procedures
 Managing noise pollution appropriately
 Preventing slips, trips and falls
 Preventing social and psychological hazards
3.2 Housekeeping
Each organisation has a housekeeping policy which covers general cleaning and
presentation of the workplace including reception and waiting areas. As an employee you
should become familiar with this policy and understand your responsibilities.
3.3 Stock requiring special handling
Some stock may require special handling and storage so employees must observe the
correct procedures and any legislative requirements. Flammable goods must be sealed in
metal containers or cupboards, with restricted access.
3.4 Storing chemicals
Chemicals may be hazards because they may be:
 Poisonous
 Flammable
 Explosive
 An oxidising agent or corrosive
 A combination of these properties
Chemical hazard may include:
 Industrial cleaners used by cleaning staff
 Printer or copy-machine cartridges
 Glass-and-surface cleaner
 Antibacterial soaps
 Furniture polish
 30

Waste management
Organisations have specific workplace procedures to advise staff on the correct handling,
storage and disposal of waste. Waste is a biohazard which is any organism, or material of
biological origin, that causes harm to humans, plants, animals or the environment.
Manual handling
Manual handling is any work-related physical task or activity, effort or movement such as:
o Lifting heavy boxes
o Holding, lowering, pushing or restraining an object or a load
Manual handling is the major cause of injury in workplaces as people often lift or push
items that are too heavy or too high up, without using the proper techniques.
Injuries caused by manual handling include:
 Hernia
 Neck and back injury
 Occupational overuse syndrome
 Slips, falls and crush incidents
 Strained heart muscles
 Strains and sprains
Noise pollution
Too much noise can result in a lack of concentration, errors and a loss of communication
between workers. If you feel that the noise in your work area poses a hazard to health and
safety, you should notify your supervisor or OHS specialist.
Slips, trips and falls
Slips, trips and falls in workplaces can be caused from uneven and slippery floors, items
left in walkways or electrical cords on the floor.
Social and psychological hazards
Social and psychological hazards include those that affect your emotional, psychological
and/or social wellbeing. The most common of these hazards is stress. Causes of stress
include:
 Lack of variety in work tasks
 Lack of independence
 Not enough feedback from supervisors or managers
 Poor ability to interact with other people
 Harassment and bullying
 Insufficient personal satisfaction in the work
 Not enough training opportunities
 31

 Being overworked or not having enough to do

Workplace bullying
Many organisations that have failed to prevent bullying have been prosecuted. Reported
effects of bullying include:
 Stress, anxiety and tension
 Feelings of social isolation at work
 Loss of confidence and self-esteem
 Loss or deterioration of personal relationships
 Headaches, backaches, stomach cramps, depression
 Deterioration of work performance
Any incidents of bullying should be recorded in a diary, noting the date, time and location
of the incident and any comments or behaviour by the other party. If you are being bullied
you should ask the person bullying you to stop the behaviour. If they fail to do this, you
should then refer the matter to your supervisor or OHS specialist. If you feel threatened
you should immediately refer the matter to appropriate personnel. The police may also be
notified

Self-Check -3 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:
1. Demonstrate the ways dealt with Hazards:(8Points)
2. Write the Causes of stress(8Points)
3. What are chemical hazards :(4Points)

Note: Satisfactory rating - 10 points Unsatisfactory - below 10 points

You can ask you teacher for the copy of the correct answers.

Answer Sheet
Score = ___________

Rating: ____________

Name: _________________________ Date: _______________

Basic clerical Work

 32

Level-I

Learning Guide-21
Unit of Competence:Participate in OHS Processes
Module Title: Participating in OHS Processes
LGCode:EIS BCW1M06LO4-LG-21
TTLM Code: EIS BCW1M06 TTLM 09 19v1

LO 4: Follow safety procedures

Instruction Sheet Learning Guide # 21

This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
 33

 Identifying and reporting emergency incidents

 Following organizational procedures to respond to emergency incidents
This guide will also assist you to attain the learning outcome stated in the cover page.
Specifically, upon completion of this Learning Guide, you will be able to:
 Identify and report emergency incidents
 Follow organizational procedures for responding to emergency incidents

Learning Instructions:
1. Read the specific objectives of this Learning Guide.
2. Follow the instructions described below 34 to 38.
3. Read the information written in the information “Sheet 1, and Sheet 2”.
4. Accomplish the “Self-check 1,Self-check and Self-check 2” in page -35, and 38
respectively.

Information Sheet-1 Identifying and reporting emergency

incidents
 34

 Emergency incidents may involve employees or visitors to the organisation such as

suppliers, contractors, customers and members of the public. Types of
emergencies include:
 Acts of terrorism
 Bomb threats
 Environmental threats including spills
 Explosions
 Fire
 Hold-ups
 Medical emergencies
 Motor vehicle accidents
 Natural disasters including flooding
 Toxic release
Reporting emergency incidents
All employees are required to report hazards and emergency incidents that occur in the
workplace, in the form of a verbal report and completing a hazard or incident report. Many
organisations conduct regular drills where staff practise responding to an emergency
Emergency incidents may include:
 accidents
 emergency situations
 fire
 flood
 sudden illness
 incidents
 external threats
Immediate response
In emergency situations it is important to act quickly to protect your personal safety and
safety and health of other people around you.
An emergency should be reported to an appropriate person or department including the
following:
 Communications officer  OHS representative
 Emergency services (police,  Owner-manager
ambulance, fire service)  supervisor
 Fire warden
 First aid officers
 Floor wardens
 Health and safety officer
 Internal security staff
Making emergency calls
To report an emergency you will need to know:
 a telephone number for the organisation
 the address of your workplace
 the nature of the emergency
 the nearest cross street to your workplace
 whether people are trapped or injured
Self-Check -1 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the next
page:
1. What are an appropriate people or departmentyou should be reported theemergency?
(6 points)
2. What you will need to knowto report an emergency. (6 points)

Note: Satisfactory rating above–6points Unsatisfactory - below 6points

You can ask you teacher for the copy of the correct answers.

Answer Sheet
Score = ___________

Rating: ____________

Name: _________________________ Date: _______________

Page 35 of 38
Information Sheet-2 Following organisational procedures for responding to incidents

Emergency manual
An emergency manual describes emergency procedures and fire-safety precautions within the
organisation, and guides those who are required to take action to protect lives and property.
Accidents
Accidents are events that result in human injury or damage to property or have the potential to
cause injury or damage.
Accidents may be the result of:
 careless staff
 fault, incorrect or unstable equipment
 inappropriate work spaces
 incorrectly stored items
 lack of safety precautions
 lack of training
 lack of use of personal protective equipment
 obstructions over exits
 poor maintenance of equipment
 poor supervision
 rushing to get a job done
Preventing accidents
Accident prevention involves ensuring all equipment and fixtures are organised, checked
frequently and maintained. Many organisations use a ‘breakdown and maintenance’ checklist
or register to record breakdowns and to make sure repairs are carried out promptly. Slips, trips
and falls are a common cause of injuries in the workplace. Notify your supervisor or health and
safety officer of any issues regarding flooring in your work environment. Substances that
have spilled on the floor are significant hazards. Lighting can also be a hazard. If an area is
poorly lit you should notify your supervisor.
Responding to an accident
In the event of accidents, take immediate action to prevent further injuries occurring, give first
aid if you are qualified to do so and get assistance from:
 colleagues
 customers
 emergency services
 a health and safety officer
 members of the public
 security staff

Page 36 of 38
  your supervisor
Evacuation
An organisation will have developed an evacuation plan and will conduct regular emergency
drills. A well-written evacuation plan will cover:
 fire procedures
 bomb-threat procedures
 clearance of all people in the building
 assembly of everyone at evacuation meeting points
 checking of names of all evacuated individuals
Bomb threat
A bomb threat may be received via telephone, in written format or as a suspect object. Your
organisation will have a bomb-threat checklist that is kept in close proximity to each telephone.
If you receive a telephone bomb threat, keep the caller talking (don’t hang up at any time), and
note as many details as possible.
You should record the following:
 details of speech, accent, delivery and background noises
 exact wording of the threat
 gender and other details of the caller, such as estimated age
 location of the device
 time of detonation
Safety alarms
Alarms should never be ignored. Most alarms have an audible (sound) and/or visible warning
that something is wrong. An audible alarm could be a siren, hooter or bell. The visible
component may be a flashing light.
Service failure
Service failures can include interruptions to the supply of communications, electricity or water.
Your supervisor or workplace procedures manual may have advice on what to do. You will
need to refer to a telephone directory or Internet site to get information on reporting the
interruption to your service provider.
Toxic or noxious fumes
In situations where a spill is emitting toxic or noxious fumes you should:
 call emergency services on and ask for the fire service
 notify the fire warden for your department
 provide as much information as possible about the hazardous material to the
emergency services contact
 open windows and doors to ventilate the area
 ask all people on the premises to evacuate
Page 37 of 38
  assist with the evacuation to the assembly area
 remain at the assembly area until advised by emergency services
EQUIPMENT AND SYSTEMS SAFETY CHECKS

EQUIPMENT SAFETY CHECK

SEATING Make sure you are positioned in front of your computer and
you can reach your keyboard comfortably

COMPUTER The monitor should be positioned out of direct sunlight.

MONITOR Maintain a dust-free environment.

DUST Equipment shouldn’t be dusty. Dust can cause problems in

the monitor or central processing unit of a computer.

CABLES Make sure cables are correctly secured so no-one trips over
them.

SUNLIGHT Use blinds and window coverings to reduce glare and heat at
your workstation.

TEMPERATURE As a general guide, temperatures should not exceed 26° and

humidity should be maintained in the range of 50% to 70%.

Self-Check -2 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the next
page:
1. __are events that result in human injury or damage to property or have the potential
to cause injury or damage.(2 points)
2. Write the methods of accident prevention. (6 points)

Note: Satisfactory rating –4points Unsatisfactory - below 4points

You can ask you teacher for the copy of the correct answers.

Answer Sheet
Score = ___________

Rating: ____________

Name: _________________________ Date: _______________

Page 38 of 38