4. Recommendations on the Development of the Health and Safety Management Programme

Recommendations on the development of the safety and health management programme are communicated in accordance with the Health and Safety Policy.

Health and safety policy is a definite plan of action designed to prevent accidents and occupational diseases. Some form of a policy is required under occupational health and safety legislation in most countries. A health and safety policy must include the elements required by the health and safety legislation as a minimum.

Because organizations differ, a program developed for one organization cannot necessarily be expected to meet the needs of another. This document summarizes the general elements of a health and safety program. This should help smaller organizations to develop programs to deal with their specific needs. Because many small and medium-sized enterprises (SMEs) lack the resources of larger organizations, it is even more vital that SMEs involve all employees in health and safety activities. The more comprehensive the program is, the more employee involvement can be expected.

An organization's occupational health and safety policy is a statement of principles and general rules that serve as guides for action. Senior management must be committed to ensuring that the policy is carried out with no exceptions. The health and safety policy should have the same importance as the other policies of the organization.

The policy statement can be brief, but it should mention:

• Management's commitment to protecting the safety and health of employees.
• The objectives of the program.
• The organization's basic health and safety philosophy.
• Who is accountable for occupational health and safety programs?
• The general responsibilities of all employees.
• That health and safety shall not be sacrificed for expediency.
• That unacceptable performance of health and safety duties will not be tolerated.

The policy should be:

• Stated in clear, unambiguous, and unequivocal terms.
• Signed by the incumbent Chief Executive Officer.
• Kept up-to-date.
• Communicated to each employee.
• Adhered to in all work activities.

The following is an example of an occupational health and safety policy statement:

ABC Transport

To all employees January 1, 1998

At ABC Transport the safety and health of our employees come first. Management is committed to doing everything possible to prevent injuries and maintain a healthy environment.

To this end:

1. All supervisors are responsible for ensuring that their employees are trained in approved work procedures to obtain optimal output without accidents and injuries and to ensure that employees follow safe work methods and all related regulations;

2. All personnel are required to support the OSH program and make safety and health a part of their daily routine and ensure that they are following safe work methods and relevant regulations;

3. All personnel will be held accountable for implementing this program; and

4. All relevant laws and regulations are incorporated in our program as minimum standards.

ABC, C.E.O

What are the policy elements?

While organizations will have different needs and scope for specific elements required in their health and safety program, the following basic items should be considered in each case:

• Individual responsibility.
• Joint occupational health and safety committee.
• Health and safety rules.
• Correct work procedures.
• Employee orientation.
• Training.
• Workplace inspections.
• Reporting and investigating accidents.
• Emergency procedures.
• Medical and first aid.
• Health and safety promotion.
• Workplace-specific items.

What are individual OHS responsibilities?

Health and safety are the joint responsibility of management and workers. Management is accountable for non-compliance to health and safety legislation.

All health and safety activities are based on specific individual responsibilities, most of which can be found in the pertinent legislation. However, often these duties are not well known. This situation can be improved by including details of specific individual responsibilities in the safety program.

Responsibility may be defined as an individual's obligation to carry out assigned duties. Authority implies the right to make decisions and the power to direct others. Responsibility and authority can be delegated to subordinates, giving them the right to act for superiors. It is important to note that, while some responsibilities can be delegated, the superior remains accountable for seeing that they are carried out.

Individual responsibilities apply to every employee in the workplace, including the Chief Executive Officer. When a safety coordinator has been appointed, it is best to spell out his/her responsibilities as well. All employees will then know exactly what is expected of each individual in health and safety terms.

To fulfil their individual responsibilities, the people must:

• Know what these responsibilities are. (communication required)
• Have sufficient authority to carry them out. (organizational issue)
• Have the required ability and competence. (training or certification required)

Once all these criteria have been met, safety performance can be assessed by each individual's supervisor on an equal basis with other key job elements. Health and safety is not just an extra part of an employee's job: it is an integral, full-time component of each individual's responsibilities.

Responsibilities of Workers

• Using personal protection and safety equipment as required by the employer.
• Following safe work procedures.
• Knowing and complying with all regulations.
• Reporting any injury or illness immediately.
• Reporting unsafe acts and unsafe conditions.
• Participating in joint health and safety committees.

Responsibilities of First-line Supervisors

• Instructing workers to follow safe work practices.
• Enforcing health and safety regulations.
• Correcting unsafe acts and unsafe conditions.
• Ensuring that only authorized, adequately trained workers operate the equipment.
• Reporting and investigating all accidents/incidents.
• Inspecting own area and taking remedial action to minimize or eliminate hazards.
• Ensuring equipment is properly maintained.
• Promoting safety awareness among workers.

Responsibilities of Management

• Providing a safe and healthful workplace.
• Establishing and maintaining a health and safety program.
• Ensuring workers are trained or certified, as required.
• Reporting accidents and cases of occupational disease to the appropriate authority.
• Providing medical and first aid facilities.
• Ensuring personal protective equipment is available.
• Providing workers with health and safety information.
• Supporting supervisors in their health and safety activities.
• Evaluating health and safety performance of supervisors.

Responsibilities of Safety Coordinators

• Advising all employees on health and safety matters.
• Coordinating interdepartmental health and safety activities.
• Collecting and analyzing health and safety statistics.
• Providing health and safety training.
• Conducting research on special problems.
• Attending health and safety committee meetings as a resource person.