Otago Polytechnic

Hazard Management SOP

To be read in conjunction with

Hazard Management Policy

Approval Date
1 December 2019
Approved By
Chief Executive
Next Review
1 November 2020
Deputy Chief Executive: People, Culture & Safety

In relation to policy Hazard Management the following procedures should be followed.

Hazard Identification
1.          Hazards are best identified by dividing a workplace into areas and using a team approach, systematically identifying all hazards within the area.

a.            As well as the physical aspects of the area such as space utilisation and machinery, consideration of the processes undertaken e.g. manual handling activities should also be included.

2.          Common types of hazards include, but are not limited to chemical, noise, radiation, electrical, lighting, vibration, temperature, mechanical, biological, ergonomic, physical, physiological, and behavioural.

3.          Hazard identification processes must be considered and reviewed whenever purchasing any new plant or equipment to control any new hazards that may be introduced with new plant or processes.

4.          The process of hazard identification is:

a.              identify specific hazards in the defined area; and

b.              establish and define the exact location of the hazard; and

c.               determine who would come into contact with the hazard; and

d.              determine when they are most likely to come into contact with the hazard and how often; and

e.              determine the consequences of coming in contact with the hazard.

5.           If the result of injury from the hazard may cause a notifiable event, as defined in the Health and Safety at Work Act 2015 (section 23 and section 24 http://www.legislation.govt.nz/act/public/2015 section 23 and 24) additional focus is required to ensure all controls to manage the hazard are effective and followed by staff and learners engaging in the hazard. Refer also to policy Accident, Incident, Injury, and Illness - Reporting and Rehabilitation.

Residual Risk Evaluation Diagram

Tolerable and Intolerable Risk: Work involving any risk with a residual risk score rating of Ten or above must cease immediately. Additional controls must be put in place to further manage the risk.

Any risk with a residual risk score of Nine and below can continue to be interacted with, ensuring the mentioned controls are in place and continually monitored.

Risk Assessment Tool - based on Likelihood and Consequence





•   A result or effect, typically one that is damaging to people or property

•   E.g. Abrupt withdrawal of drug treatment can have serious



•     The probability that the event will occur

Almost Certain (5)

•     The chosen consequence will probably occur repeatedly and frequently

•     For instance, the chosen consequence may happen at least once per week

Catastrophic (5)

·      Fatality or permanent life changing injury and disability, e.g.

loss of limb or movement of body.

·      Multiple permanent injuries or irreversible health effects

Likely (4)

•     The chosen consequence is likely to occur

•     For instance, the chosen consequence or near miss has occurred in the past few months, or is likely to occur the next few months

Major (4)

·      A risk event that, if it occurs, will injure someone to the

extent that they may not be able to work for some time, but will ultimately make a full recovery

·      For instance, the injured person may receive medical treatment with potential for hospitalisation or it could have been even more serious, resulting in more than 14 days off


Possible (3)

•     The chosen consequence will possibly occur

•     For instance, the chosen consequence or near miss has occurred in the past year, or is likely to occur in the next year

Moderate (3)

•   A risk event that, if it occurs, will have a moderate impact on the affected person’s life

•   For instance, the injured person may receive medical treatment injury or first aid injury which could have been more serious

•   Potential for persons being off work for 3 – 14 days

Unlikely (2)

•     The chosen consequence is unlikely to occur

•     For instance, the chosen consequence or near miss has occurred in the past five years, or is likely to occur in the next

five years

Rare (1)

•     The chosen consequence is rare

•     Little or no experience of the chosen consequence has occurred in the organisation but there is a possibility of it happening at some time in the future

Minor (2)

•   A risk event that, if it occurs will have minor impact on the affected person’s life

•   For instance, the injured person may receive first aid treatment level injury requiring minor intervention

•   May require <3 days off work




•   A risk event that, if it occurs, will have little or no impact on

the affected person’s life

•   Minimal injury requiring no / minimal intervention or treatment

•   No time off work required


Annual work area review/audit

1.           This annual review/audit includes a physical inspection using the comprehensive audit tool tailored for each area which is accessible and stored, online in Vault Audit.

2.           The Formal Leader may delegate this to the work area Safety and Wellbeing representative and staff who have local knowledge.

3.          Additionally, throughout the year, when necessary, use of the Risk Report Form – Vault online reporting by staff and learners, to report identified hazards, risks, near misses and events.

4.          Hazards which fall into an area where there is no identified Leader will initially be communicated to Safety and Wellbeing Manager for review and appropriate allocation.

5.          The Formal Leader will:

a.              review and sign off the work area annual audit through Vault Audit; and

b.              regularly review the action list for progress. 

Determining appropriate controls

1.          Each hazard needs the risk to be appropriately controlled using the hierarchy of control explained in Policy and also to meet the legislative requirements of a reasonably practicable steps.

2.          Elimination of the hazard has to be the first consideration. If this cannot be achieved you are required to follow the remainder of hierarchy of control.

3.          Following Eliminations, effective control methods are Substitution, Isolation and Engineering Controls.

4.          Least effective controls are Administrative Controls and PPE.

5.          Five of the below the line controls are as effective as one above the line controls.



Hazards recorded in Vault.

Hazard templates are available within Vault for schools and service areas to access and utilise within their areas of responsibility. The templates will have recommended actions identified which can be added to, to assist the school and service areas to manage their hazards and risks appropriately.