1. The purpose of our procedure
Our Hazard Management Procedure (procedure) sets out Adelaide University’s approach to managing and controlling physical and psychological wellbeing and safety risks in the workplace.
Please read this procedure in conjunction with the Wellbeing and Safety Policy.
2. Who our procedure applies to
Our procedure applies to members of the Adelaide University community undertaking work-related activities. It applies where reasonably foreseeable risks to their wellbeing and safety may arise.
This procedure authorises the Executive Director, People Advisory and Wellbeing to maintain associated protocols.
3. Our hazard management procedure
We take the following steps during the planning stage, or when applying pre-checks to work-related activities, to control reasonably foreseeable wellbeing and safety risks.
3.1 Our process
Our hazard management process is based on SafeWork SA’s continuous improvement model outlined in the Code of Practice: How to manage work health and safety risks.
It has four stages:
- Identify the hazard – determine what could cause harm.
- Assess the risk – determine the type of harm that could occur, how serious it could be, and the likelihood of it happening.
- Control the risk – implement the most effective control measures that are reasonably practicable and appropriate for the identified hazard.
- Review the effectiveness – evaluate the control measures to ensure they remain effective.
3.2 Hazards in our workplace
Identifying reasonably foreseeable risks involves recognising situations, conditions, or behaviour that may cause harm. Hazards in the workplace generally fall under the following categories:
- Physical environment such as lighting, noise, temperature, and layout.
- Equipment, materials and substances such as machinery, chemicals, and ergonomic factors.
- Work design and organization such as workload, role clarity and structure.
- Psychosocial and behavioural factors such as stress, conduct and communication.
- Work tasks and methods such as repetitive or unsafe practices.
- Management and systems such as supervision, training, and processes.
We identify hazards through:
- general observation and workplace inspections
- plant and equipment risk assessments
- general risk assessments, including field trip risk assessments
- biosafety, chemical and/or radiation risk assessments.
Refer to [input resource] for more information on particular hazards.
3.3 When we undertake a risk assessment
Risk assessments are conducted in situations including:
- Uncertainty about how a hazard may result in an injury or illness.
- Work activities involving multiple interacting hazards.
- Changes to the workplace or physical environment that may affect the efficacy of control measures.
- The execution of high-risk activities such as entry into confined spaces, diving or live electrical work.
- Identification of hazards with defined exposure standards, such as noise or airborne contaminants, which may necessitate scientific testing or measurement.
We consider the following when completing a risk assessment of an identified hazard:
- Likelihood – how likely is it that someone will be exposed to the hazard?
- Consequences – what level of harm could result from exposure to the hazard?
We use the following matrix to assess the likelihood and consequences of a hazard. This determines the level of risk and action required.
| Consequence | |||||
|---|---|---|---|---|---|
| Likelihood | Insignificant | Minor | Moderate | Major | Extreme |
| Almost certain | Medium | High | Very High | Very High | Very High |
| Likely | Low | Medium | High | Very High | Very High |
| Possible | Low | Medium | High | High | Very High |
| Unlikely | Low | Low | Medium | Medium | High |
| Rare | Low | Low | Low | Medium | Medium |
| Likelihood descriptors | |
|---|---|
| Almost certain | There is an expectation that an event or incident will occur. |
| Likely | There is an expectation that an event or incident could occur, but it is not certain to occur. |
| Possible | This expectation lies between ‘could’ and ‘improbable’ and may occur occasionally. |
| Unlikely | There is an expectation that an event or incident is improbable to occur. |
| Rare | There is no expectation that an event or incident will occur. |
| Consequence descriptors | |
|---|---|
| Extreme | Injury resulting in death or permanent incapacity. |
| Major | Injury requiring formal medical treatment (e.g. hospital or clinical setting) where the worker would not be expected to return to pre-injury duties within six months. |
| Moderate | Injury requiring formal medical treatment (e.g. hospital or clinical setting) where the worker is expected to recover to pre-injury duties within six months. |
| Minor | Injury requires first aid, or it may need to be assessed by a medical practitioner or an allied health professional. |
| Insignificant | Injury requires first aid (e.g. bandage) but no assessment by a medical practitioner or an allied health professional. |
Note: “Treatment” is any pharmaceutical intervention, surgical procedure or psychological support provided by a trained medical professional.
| Management action and notification required | |||
|---|---|---|---|
| Residual Risk | Action Required | Notification or Approval Staff # | Notification or Approval Student # |
| Very High | Additional controls must be identified and implemented before undertaking work | Level 3 (PVC or Exec Director from appropriate College/Function) | |
| High | Additional controls need to be identified and implemented | Level 4 (Dean or Director from appropriate College/Function) | |
| Medium | Are current controls adequate or additional controls are needed, or monitor and review locally | Line Manager (most commonly the Academic Lead) | Nominated Supervisor and identified Academic Lead |
| Low | Manage using protocols, no additional controls are required. Monitor and review locally as necessary | No Approval Required | Nominated Supervisor |
#Local areas can nominate additional positions to be notified at the various risk levels
*Flagged chemicals in ChemWatch will trigger a notification based on the inherent risk of Very High
3.4 Controlling risk
Once the level of risk is determined, controls must be applied to eliminate or minimise it as far as reasonably practicable, following the hierarchy of controls.
This ranks measures from most to least effective, with priority given to those highest on the hierarchy.
The hierarchy of controls is:
- Elimination – the most effective control a hazard is to eliminate it entirely from the workplace.
- Substitution – replacing a hazardous material or piece of equipment with something less hazardous or lower risk.
- Engineering – isolating a hazard from the person using a physical control to make the work safer, for example, installing guarding around moving parts of equipment.
- Administration – changing work practices or tasks to reduce exposure to a hazard, such as revising operational processes, training or signage.
- Personal Protective Equipment (PPE) – the least effective method of controlling a hazard. PPE minimises risk only if it is properly fitted, maintained and used.
3.5 Maintaining and reviewing controls
A key part of risk management is monitoring and maintain controls through:
- Accountability for wellbeing and safety – [Managers/ Supervisors] have the authority and resources to effectively implement and maintain control measures.
- Maintenance of plant and equipment – regular inspections are undertaken to test, repair or replace damaged or worn components.
- Training – staff and students receive appropriate training before work is undertaken to ensure competency and proficiency.
- Hazard information – key information is communicated and updated when processes, operating conditions and technology change.
- Legislative changes – we monitor relevant legal and regulatory updates to ensure compliance requirements are reflected in control measures.
Refer to [input resource] for more information on reviewing risks and controls.
3.6 Our consultation and communication
Effective consultation and communication are achieved through:
- Consulting with staff, students and others on wellbeing and safety matters that may affect them.
- Informing staff, students and others of changes to hazards, risk assessments, control measures, consultation outcomes, implementation plans and training requirements.
- Making risk assessments accessible to relevant staff, students and others via [Unisafe].
Refer to [input resource] for more information on our consultation and communication process.
3.7 Performance monitoring and improvement
We assess our wellbeing and safety performance against defined performance measures to meet regulatory obligations. This helps us highlight what is working well and take action where improvements are needed.
Refer to [Wellbeing and Safety Internal Audit Protocol] for more information.
3.8 Documenting risks in the system
All reasonably foreseeable hazards in our workplace must be recorded in [Unisafe] by following these steps:
- Submit completed risk assessment through [input the system name].
- Include relevant supporting documentation for each risk assessment. This may include legacy information from foundation universities.
- Receive confirmation of the lodgement or a request for further information.
Refer to [input the final resource title] for further information.
3.9 Improving our processes
We support continuous improvement by:
- Consulting with staff, students and other affected parties to gather feedback after an incident.
- Reviewing hazard management processes for effectiveness.
- Maintaining a hazard register to identify opportunities to reduce the risk profile of our community and implement controls.
- Ensuring relevant training is available to students and staff, including people leaders who support hazard management processes in their areas.
- Reporting non-compliance or unacceptable levels of risks for management review and action.
Refer to [input resource] for further information.
4. Who holds a responsibility within this procedure
4.1 The Vice Chancellor and President is required to:
- Take reasonable steps to understand the general hazards and risks in university operations and ensure appropriate systems are in place to manage these.
- Provide suitable resources and processes for effective hazard and risk management where reasonably practicable.
- Ensure areas have efficient methods for receiving timely updates about hazards and risks.
- Provide strategic oversight of the hazard management system to monitor its effectiveness.
- Exercise due diligence obligations as an Officer under the Work Health and Safety Act 2012 (SA).
4.2 The Deputy Vice Chancellor - People and Culture is required to:
- Ensure hazard management processes are established in accordance with this procedure and associated protocols.
- Support areas to implement effective consultation processes with staff, students and other relevant stakeholders to enable contribution to the hazard management process.
- Ensure processes are in place to provide information, training, and instruction to staff, students and stakeholders.
4.3 [Managers/ Supervisors] are required to:
- Ensure hazards associated with the operations in their areas of control are identified and managed in accordance with this procedure and associated protocols.
- Support reporting of hazards and the implementation and communication of appropriate controls.
- Enable staff, students and identified stakeholders, through consultation, to contribute to the hazard management process.
- Provide information, training, instruction and an appropriate level of supervision, to staff, students and others where relevant.
4.4 Staff and students are required to:
- Comply with this procedure and take reasonable care regarding their own and others’ wellbeing and safety.
- Follow reasonable instructions and work practices to maintain their own and others’ safety
- Report individual hazards identified through Unisafe.
4.5 Members of the Adelaide University community are required to:
- Take all reasonable care regarding their own and others’ wellbeing and safety.
- Be aware of and comply with applicable Adelaide University wellbeing and safety policies, procedures and protocols as advised through induction or other means.
5. Definitions used in our procedure
Please refer to our Adelaide University glossary for a full list of our definitions.
Adelaide University community refers to a broad range of stakeholders who engage with Adelaide University and includes (but is not limited to) all students, staff, and non-staff members of Adelaide University including alumni, honorary title holders, adjuncts, visiting academics, guest lecturers, volunteers, suppliers, and partners who are engaging with and contributing to the work of Adelaide University.
(The term Adelaide University community is used instead of the term Worker as defined in the Work Health and Safety Act 2012 (SA)).
Competency refers to a licence, qualification, or statement of attainment achieved via formal training with an authorised or Nationally Recognised Training Organisation.
Due diligence is being proactive in keeping up to date with knowledge of work, health and safety matters and ensuring we meet our work, health, and safety obligations. Due diligence obligations are designed to make sure our Officers take reasonable steps to ensure the use of appropriate resources, policies, procedures and safety and wellbeing practices when undertaking overall and daily business operations.
Foundation universities means the University of South Australia and The University of Adelaide.
An Officer is defined in the Work Health and Safety Act 2012 (SA) as a person who makes or helps make a decision which affects either the whole or a major part of a business or undertaking. If a person has the capacity to significantly affect the financial standing of the organisation, they are recognised as an Officer.
Reasonably practicable means whatever is, or was at a particular time, reasonably able to be done in relation to ensuring health or safety. This considers and weighs up all relevant matters including:
- the likelihood of a hazard or risk occurring
- the degree of harm that might result from the hazard or risk
- what the person concerned knows, or should reasonably know, about the hazard or risk, and ways of eliminating or minimising the risk
- the availability and suitability of ways to eliminate or minimise the risk
- whether the cost is grossly disproportionate to the risk.
Performance measures are quantifiable metrics used by an organisation to evaluate the effectiveness of their work, health, and safety management system, identify areas for improvement, and ensure compliance with applicable legislation.
Proficiency refers to a level of knowledge, ability or skill acquired through experience, which demonstrates a person can complete an activity safely and without supervision.
Unisafe is the online system used by our staff and students to manage information related to wellbeing and safety issues. This includes reporting incidents, injuries and hazards to ensure timely investigations, risk assessments and control measures are applied to keep our community safe.
Work related activities mean activities undertaken by Adelaide University or undertaken at the direction or request of, or for the material benefit of, Adelaide University.
6. How our procedure is governed
This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.
| Parent policy | Wellbeing and Safety Policy |
| Policy category | Corporate |
| Approving authority | co-Vice Chancellors/Vice Chancellor and President |
| Policy owner | Deputy Vice Chancellor - People and Culture |
| Responsible officer | Director, Wellbeing and Safety |
| Effective from | 1 January 2026 |
| Review date | [3/4/5 years after date this version is approved, TBC] |
| Enquiries | Interim Central Policy Unit/[Central Policy Unit] staff.policy.enquiries@adelaideuni.edu.au |
| Replaced documents | None |
7. Legislation and other documents related to this procedure
Refer to the Delegation Policy for all delegations at Adelaide University.
| Category | Documents |
|---|---|
| Associated procedures | Incident Management Procedure |
| Associated protocols | [Boating Safety Protocol] [Chemical Safety Protocol] [Diving Protocol] [Electrical Safety Protocol] [Fieldwork Protocol] [Firearm Safety Protocol] [Hazardous Manual Handling Protocol] [Noise and Sound Protocol] [Plant Safety Protocol] [Psychosocial Safety Protocol] [Radiation and Laser Safety Protocol] [Working Alone or in Isolation Protocol] |
| Related legislation | |
| External references | Code of Practice: How to manage work health and safety risks |
8. History of changes
| Date approved | To section/clauses | Description of change |
|---|---|---|
| 24 November 2024 | N/A | New procedure |
| 4 December 2025 | Full Review | Revised procedure to Adelaide University ambition |
At the time of writing, the organisational structure, positions, committees, or any other unknown item etc. for Adelaide University have not been confirmed. Accordingly, square brackets [ ] are a placeholder for future information in this procedure until confirmed.