OHS Policy

FYA values the health and safety of our employees, consultants, contractors, volunteers, Board members, program participants and partners, office users, and visitors. This includes physical and psychological health. 

This policy applies to all FYA employees, consultants, contractors, volunteers, Board members, program participants and partners, office users, and visitors to our workplaces.

This policy does not cover subsidiary organisations of FYA.

FYA is committed to providing safe and compliant work environments. This means we will eliminate risks to health and safety so far as is reasonably practicable, and reduce risks if it is not reasonably practicable to eliminate them. 

We will continuously monitor safety management systems and identify, assess and control hazards. We will introduce new controls and make improvements to existing controls as needed. We will take all reports of hazards and incidents seriously.

Australian work health and safety laws require employers and employees to share the responsibility for safety in our workplaces. Consultants, contractors, volunteers, program participants and visitors are also responsible (along with FYA) for keeping workplaces safe.

To achieve safety at work, FYA will:

• consult with staff and their representatives, so far as reasonably practicable, in Occupational Health and Safety (OHS) decisions and changes that affect their workplace/s, health and safety
• comply with current legislation, procedures and best practice guidelines relating to OHS 
• provide a clear statement of OHS accountabilities and responsibilities for those covered by this policy 
• provide appropriate OHS information and training to those covered by this policy to enable them to perform their roles and responsibilities safely 
• monitor, maintain and review risks, risk controls and procedures to ensure they are consistent with the nature and risk profile of our operations 
• receive and investigate incidents and near misses, and act to prevent re-occurrence
• allocate resources to maintain healthy, safe and supportive workplaces, including the psychological wellbeing of FYA employees.

FYA employees, consultants, contractors, volunteers, Board members, program participants and visitors to our workplaces are required to: 

• take reasonable care for their own health and safety and act in a manner that does not put others at risk 
• actively contribute to identifying, reporting and reducing OHS hazards and risks
• co-operate with FYA on OHS matters. This includes following FYA procedures, and participating in consultation and training where required.

1. Identifying and Monitoring Hazards and Risks

FYA will reduce OHS risks, including Psychosocial Hazards, through a documented process of identification, assessment, implementation of mitigating controls and review of controls. This identification and monitoring process is conducted by FYA regularly via a Risk Register. Where necessary, the review of risks and mitigating controls will be escalated in line with the Risk Management Policy and Framework.

In cooperation with employees, FYA will identify hazards and risks by:

• consulting with employees
• providing training on OHS risks, including Psychosocial Hazards
• seeking input from employees to the Risk Register
• monitoring the Risk Register regularly
• obtaining feedback from employees on an ongoing basis
• carrying out hazard identification of workplaces via regular inspections and walkthroughs, and addressing any defects
• ensuring employees know how to report an incident
• requiring line managers to proactively identify and address with their reports OHS risks, including Psychosocial Hazards
• ensuring employees understand how to self-assess their ergonomic requirements.

2. Work Cover

FYA employees are covered by FYA’s insurance when performing work for FYA at any designated workplace.

3. Training and induction

Employees, consultants, contractors, volunteers, Board members, program participants and visitors must be aware of OHS related matters when they are at workplaces provided by FYA. FYA will provide suitable training/ induction.

3.1 Induction to Workplaces, including Event Venues

Induction will cover: location of first aid kits, defibrillators, fire extinguishers and fire blankets; evacuation plans; emergency contacts and contact numbers; and the process for reporting hazards, incidents and risks.

3.2 Training on OHS, including Psychosocial Hazards

Training will be provided: 

• to all new and returning employees within a month of them starting at/ returning to work
• at least annually to all employees and Board

4 Psychosocial Hazards

Psychosocial Hazards are when employees experience negative psychological responses that create a risk to their health or safety. Psychological responses include both cognitive, emotional and behavioural responses, and the physical responses connected with them.

Psychosocial Hazards can be caused by:

• work design
• systems of work
• management of work
• carrying out work
• personal or work-related interactions
  

Examples of psychosocial hazards include:

• racism
• discrimination 
• aggression or violence
• bullying
• exposure to traumatic events or content
• gendered violence
• high job demands
• low job control
• low job demands
• low recognition and reward
• low role clarity
• poor environmental conditions
• poor organisational change management
• poor organisational justice
• poor support
• poor workplace relationships
• remote or isolated work
• sexual harassment

This list of examples is not exhaustive.

FYA will prevent and manage Psychosocial Hazards for employees by consulting with staff, and maintaining a Risk Register which identifies risks, how these are currently prevented, and additional actions required to prevent them.

FYA will ensure that consultants, contractors, volunteers, Board members, program participants and partners, office users and visitors are not exposed to Psychosocial Hazards when they engage with FYA, so far as is reasonably practicable.

5 Ergonomic Assessments and Home Office Equipment 

FYA workplaces will be set up with appropriate equipment for everyone to use the office safely. Office users will be provided with information about how to set up their workstation appropriately. This includes when they are hot desking. 

Within the first month of a new employee joining FYA they will be offered  an ergonomic assessment of their work station at home. This will be conducted online via video call by a qualified ergonomic consultant, and will be arranged by FYA. This applies to all employees, excluding contractors, casual employees and employees engaged for less than three months.

This assessment ensures all employees are adequately set up to work from home, prevent injury and identify equipment they may need to correct their home working set up. If an employee does not want to have an assessment, they must confirm in writing that they understand how to correctly set up their workspace. 

Based on the results of the ergonomic assessment, FYA may issue equipment to employees. Equipment can only be issued by the Operations Team, and must not be taken from the FYA workplace without approval.

Examples of equipment that FYA may provide to employees include:

• desk
• office chair
• monitor
• mouse
• footstool
• keyboard
• wrist rest 
• headphones
• webcam
  

FYA staff are required to keep any work equipment issued to them in good working order. They must notify the Operations Team of any damage to or loss of equipment, so we can make repairs or provide a replacement. All work equipment must be returned to FYA when employees leave or no longer require it, unless FYA agrees to transfer ownership to the employee.

5.1 Ongoing Ergonomic Assessment Throughout Employment

Employees are required to self-assess their ergonomic requirements throughout their employment at FYA, using the guidance provided to them. This will enable them to identify risks and hazards on an ongoing basis.

If an employee believes they need a new ergonomic assessment due to a change in circumstances (such as pregnancy, chronic illness and disability), they can request this from FYA.

If an employee’s ergonomic requirements change, they can request additional work equipment from FYA. Each request will be considered. FYA may require employees to provide written advice from a qualified ergonomic consultant, physiotherapist or other health professional in order to make a decision about the request. 

Employees may wish to purchase additional equipment outside of what is provided by FYA for their home office at their own cost. 

6. Preparing for and Preventing Incidents and Emergencies 

6.1 Emergencies at FYA Workplaces, including Event Venues

FYA will ensure employees, consultants, contractors, volunteers, Board members, program participants and visitors have adequate knowledge of what to do in the event of an emergency at workplaces provided by FYA.

This includes evacuation plans in case of fire or other emergencies. 

Training on evacuation drills and plans will be shared with employees, consultants, contractors, volunteers, Board members, program participants and visitors when they attend workplaces provided by FYA.

A climate emergency plan will be developed for all program events delivered by FYA.

Emergency contact details are collected by FYA and retained for the duration of our engagement with employees, program participants and office users.

6.2 First Aid

FYA will ensure appropriate and current first aid expertise and kits are available at its offices, co-working spaces and event venues. Expertise and kits may be provided by designated FYA staff and / or professional first aiders. 

FYA will ensure that at events that it runs at the FYA office and other venues there is at a minimum one qualified first aider for the duration of the event. This can be employees, volunteers or hired paramedics or professional first aiders. 

When employees are not working at the FYA office, it is their responsibility to ensure they have access to an appropriately stocked first aid kit at their workplace.

6.3 Taking regular breaks and establishing boundaries

Employees are responsible for taking adequate breaks and establishing boundaries between working and non-working times. As per FairWork legislation, all employees have the ‘Right to Disconnect’. This means that employees have the right to refuse to monitor, read or respond to contact (or attempted contact) outside their working hours, unless refusing is unreasonable. The ‘Right to Disconnect’ does not mean that FYA cannot contact employees outside of their regular work hours, but that employees, where reasonable, have the right not to respond. 

Employees must consider if circumstances mean that they need to adjust their usual ways of working. For example during periods of extreme heat, employees may need to take more frequent breaks, or work from a location that has air conditioning. 

Employees must notify their manager of any changes to their work situation that may affect their ability to work. This includes if they do not have access to a suitable workplace.

6.4 Testing and tagging of office equipment

Testing and tagging of office equipment will be carried out every two years. For equipment that has been issued to staff for use at home, FYA can request the return of these items at any point for testing and tagging, repairs or replacement.

1. Making a Report

All workplace hazards, incidents and near misses that happen during working hours, while carrying out work or at an FYA workplace must be reported as soon as reasonably practicable. This includes while working from home. 

Examples include anything relating to:

• physical or psychological safety and wellbeing
• slips, trips or falls
• the use f first aid or first aid equipment
• electrical issues with equipment provided by FYA
• other types of physical hazard

Anyone who sees or experiences a hazard, incident or near miss must report it to FYA as soon as possible. Reports can be made to:

• Line Managers
• People and Culture Team and Operations Team
• Senior Managers
• Your main point of contact at FYA

The member of staff who receives the report will complete the Incident Report form with the person making the report, and submit it via email to the Operations Team and People and Culture Team. The following must be noted:

• If the report is urgent, the person submitting the report must also contact them by phone.
• If the report needs to be made outside of standard business hours, it must be  submitted to an appropriate Senior Manager.
• If the report is sensitive or confidential, the report can be submitted to an appropriate Senior Manager or via an alternative reporting process provided by FYA.

2. Once a report is received

The person who receives the report must review the details to assess the level of urgency, and any actions that are required. This assessment will be recorded on the form. They will then arrange for the appropriate actions to be implemented. 

Any high risk, complex or notifiable incidents must be escalated immediately to a Senior Manager. This includes all incidents when employees may have experienced trauma. 

All reports will be provided to the Executive Director Engagement and Operations within 2 business days of receipt. They will review the form to ensure all appropriate actions have been / will be taken, including actions to prevent re-occurrence.

Where an investigation is required, this will be conducted by an appropriate person and apply a trauma-informed approach. This approach focuses on people’s wellbeing and safety, with the aim to prevent any further harm.

Reports will be filed appropriately, and logged for de-identified notification to the Board.

3. Notifiable Incidents

Notifiable incidents include those resulting in:

• death
• a person needing medical treatment within 48 hours of being exposed to a harmful or toxic substance
• a person needing immediate treatment as an in-patient in a hospital
• a person needing immediate medical treatment for one of the following injuries: amputation, serious head injury or serious eye injury, removal of skin, electric shock, spinal injury, loss of a bodily function, serious lacerations (eg: requiring stitching or other medical treatment)

and incidents that expose a person to a serious risk to their health and safety (for example, a near miss).

If a notifiable incident occurs, FYA must notify the regulator in the state or territory where the incident occurred.  If the situation is still dangerous or high-risk, emergency services must be called before notifying the relevant regulator.

The requirements of the regulator must be followed, including time limits for providing information, and keeping written records. 

During certain circumstances, such as pandemics, additional types of notifications may be required. FYA will comply with the applicable requirements and communicate these as needed.

4. Incidents that may be Discrimination, Unlawful or a Criminal Offence

Some behaviours connected to Psychosocial Hazards may also be discrimination, unlawful workplace conduct or a criminal offence. In these instances we will consider other relevant state and federal laws, such as workplace relations laws; criminal laws; anti-discrimination laws; equal opportunity laws; child safety laws.

Potential criminal offences include stalking; obscene or threatening communications; threatened or actual assault; etc. If these occur, FYA will support employees to obtain appropriate support. If the employee wishes, we will refer incidents to the police or other body such as 1800RESPECTthe Australian Human Rights Commission, or support the employee to do so.

Where there is an immediate or serious risk to employees or others, FYA will report the matter to the police to ensure safety. A report such as this can be made without consent. These decisions will be assessed on a case-by-case basis. If the situation is not immediate but is complex or sensitive, FYA will obtain legal advice before making a decision.

Action in line with the Safeguarding Policy will be taken if the incident involves a young person under the age of 18.

Any breach of this Policy may result in disciplinary action, including dismissal from FYA.

The CEO (or their delegate) will report at each meeting of the FYA Board and Governance and Risk Committee on the number of hazards, incidents and near misses reported, and any actions taken to prevent re-occurrence. The Board Chair will be notified immediately of any notifiable incidents.

The Executive Director Engagement and Operations will monitor this policy on an ongoing basis to ensure it is compliant with legislation and FYA operating procedures. The policy will be reviewed every three years, or earlier if required. Any major changes to this policy will be approved by the Board.