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Health and Safety Induction and Training

Approval Date
17 July 2017
Approved By
Chief Executive
Deputy Chief Executive: People, Culture and Safety

To provide new staff with information and training in health and safety, including their responsibilities and rights to a safe and healthy work and learning environment.

Health and safety is everybody’s responsibility. Effective safety management requires the involvement of all Polytechnic employees, learners and contractors, individuals, and managers as well as Otago Polytechnic Limited.


This policy should be read in conjunction with policy Occupational Health and Safety – Commitments and Responsibilities which clearly outlines Health and Safety responsibilities.

1.          Induction

1.1.         Staff:  all new staff must have a departmental health and safety induction arranged by their Formal Leader.  This will include the identification of:

  • hazards within their work area
  • appropriate hazard control procedures; and
  • the hazard register which will be provided to be read and signed by the  new member of staff; and
  • relevant Otago Polytechnic Limited Health and Safety policy and procedures for reading; and
  • emergency procedures (sight first aid cabinet, fire alarms and firefighting equipment, emergency exits); and
  • an introduction to the area Health and Safety Representative, Fire Wardens, and First Aiders.

1.2.         The Formal Leader (or delegate as, in practice, this induction is usually done by the Health and Safety Representative) is responsible for ensuring the staff induction checklist (HR312) is completed and recorded on their quarterly reports. Completed HR312 needs to be returned to HR for filing on the staff files

2.          Health and Safety Training

2.1.         Compulsory health and safety training for all staff* includes a variety of facilitated sessions and online Moodle courses:

  • Health and Safety Staff Induction - Moodle
  • Computer Health and Safety Training - Moodle
  • Harassment and Bullying Prevention – facilitated session
  • other training as directed by the Formal Leader, necessary to ensure risks associated with specific work are managed in a safe manner

*Staff working less than 0.3 FTE may be exempted from compulsory Computer Health and Safety training if their computer work is of brief duration. If the employee is working in a workshop environment, including after-hours, then First Aid and Fire Warden training is applicable if no other First Aider or Fire Warden is present.

2.2.         Other training available, relevant to specific work areas and/or potential hazards:

  • First Aid (to be approved by Formal Leader and Health and Safety Manager). All workshop and technical staff should be trained First Aiders. Also, coverage can be provided in an area by other full-time staff.
  • Fire Warden Training
  • Manual Handling Awareness
  • CPR/AED Training
  • Defensive Driving
  • Hazardous Substances:  Staff who handle chemicals must meet the training requirements of the Hazardous Substances and New Organisms Act (HSNO) and Regulations:
  • this includes chemical safe handling training (2.5-hour course)
  • approved handler training (4-hour ERMA course).

3.          Health and Safety Courses

  • Courses will be advertised on Insite and promoted to staff throughout the year.

4.          Contracted academics and temporary general/allied staff

4.1.         Induction:

The Formal Leader will:

4.1.1. ensure that people engaged are trained and experienced in health and safety management relative to their field of expertise.  For example, where possible, an administrator will have had prior training in computer health and safety; a lecturer whose scope of work at Otago Polytechnic Limited is limited to classrooms, is not exposed to significant hazards apart from potential building emergencies, so will need induction to emergency procedures only.

4.1.2. provide Health and Safety induction, as appropriate, including:

  • hazards and controls within their area and scope of work
  • a walk-through of emergency procedures
  • relevant Polytechnic Health and Safety policies and procedures

4.2.         Service, maintenance, and construction contractors

The appropriate Formal Leader (for example Campus Services Capital Works & Facilities Manager ) will ensure that all health and safety requirements and responsibilities are carried out in accordance with policy  Contractor Health and Safety.

5.          Learners

5.1.         All learners will be asked to complete a Moodle Health and Safety induction at the beginning of their studies, upon return to study annually and will also receive a physical orientation of their main study areas to highlight emergency procedures and hazards specific to the study area.  Health and Safety Information should be documented.  For example, rules and health and safety processes should be included in their Learner Handbooks, hazard registers, safety processes in their course materials, “a Licence to Operate” for dangerous machinery, “Safe Methods of Use” sheets, Safety Data Sheets (chemicals).

5.2.         Emergency procedures will be outlined on the first day of course.  Learners on Work Experience – refer to policy Learner Work Experience.

6.          Criteria for Health and Safety Trainers

6.1.         To ensure our staff and external trainers have appropriate qualifications and experience to teach Health and Safety in their field of expertise.  It is the responsibility of the Formal Leader to check the following:

  • Qualifications of the trainer
  • Industry Experience
  • Current competency and registrations
  • Person specifications for the role are described in the position description/profile and expectations for each employee

7.          Monitoring

7.1.         Completion of staff training is reported by the trainer to Human Resources

7.2.         School/Service Area Health and Safety Training Reports are requested by the Formal Leader or Health and Safety Representative during the annual Health and Safety department audit, or at any time

7.3.         Health and Safety monitors renewal/refresher needs for First Aid and Fire Warden training.

8.          Record of Understanding and Evaluation of Health and Safety Training

8.1.         Participants will be required to complete an evaluation form which includes assessment of their understanding of the training they have just received.



Learner Work Experience

Occupational Health and Safety – Commitments and Responsibilities

Contractor Health and Safety


Worksafe New Zealand, Ministry of Business Innovation and Employment (MBIE) and previous names of Department of Labour and Occupational Safety and Health, provide best practice guidelines and codes of practice