1. The purpose of our procedure
Our Wellbeing and Safety System Management and Review Procedure (procedure) sets out Adelaide University’s commitment to safety performance, monitoring, and staff consultation as required by the Work Health and Safety Act 2012 (SA) (the Act).
This procedure describes the systems and processes that support us to fulfill this commitment through due diligence and safety planning.
Please read this procedure in conjunction with the Wellbeing and Safety Policy (Policy) and the associated procedures outlined in section 7 below.
2. Who our procedure applies to
Our procedure applies to members of our Adelaide University community.
This procedure authorises the Executive Director, People Advisory and Wellbeing to maintain associated protocols.
3. Our wellbeing and safety system management and review procedure
Our commitment to safety is enacted through risk management, monitoring, and staff consultation, using the processes outlined below and informed by our Policy.
3.1 Our wellbeing and safety planning
3.1.1 Our strategic plan
The Director, Wellbeing and Safety, or delegate(s), develop our Wellbeing and Safety Strategic Plan (WSSP) every five years, ensuring it:
- Aligns with our Policy and the University’s broader strategic intent.
- Drives continual improvement in wellbeing and safety systems, processes and implementation, based on legislative requirements, institutional ambitions and assessed risk levels.
- Defines the University-wide strategies, targets, resources, responsibilities and timeframes.
- Establishes performance measures for Officers to track progress and take corrective action where required.
- Is developed in consultation with staff and, where applicable, their representatives.
3.1.2 Our local action plans
The Wellbeing and Safety team equips areas with a Local Action Plan (LAP) template and monitors and reports on their progress. Each LAP sets annual focus areas and actions that reflect the University’s [Strategic Plan].
The Director, Wellbeing and Safety assigns LAP requirements in Unisafe based on the risk profile of each business unit.
Each LAP documents a clear, authorised and resourced program of activities, enabling the [Pro Vice Chancellor/Head of Sub Function/Dean of School] to monitor progress against assigned actions.
3.2 Our consultation and communication with the Adelaide University community
By encouraging consultation and collaboration, we harness our community’s knowledge and experience to improve wellbeing, inform decisions, and create a safer workplace.
3.2.1 Our designated work groups and safety forums
The University will have a framework of designated work groups and a Wellbeing and Safety Committee in accordance with the Act.
3.2.2 Our Health and Safety Representative (HSR) network
Our HSR network ensures designated work groups are supported in consultation with senior management on work health and safety (WHS) matters.
The Wellbeing and Safety team supports the HSR network by:
- assisting with registration of HSR’s on the SafeWork SA portal
- maintaining visible and current HSR contact information
- addressing and resolving safety issues in accordance with Chapter 2, Part 2 of the WHS Regulations 2012 (SA).
HSRs serve a three-year term, voluntarily acting as the nominated contact point and advocate for their work group unless they resign, are disqualified, or removed by majority vote. Elected HSRs must register via the SafeWork SA portal.
HSRs must complete formal training, with leave and reasonable costs (including course fees) covered. Training focuses on their responsibilities under Part 5, Division 3 of the Act.
3.2.3 Our communication methods
We communicate information regarding our Policy and related procedures using a range of methods, including:
- Adelaide University web pages.
- The WSSP and LAPs.
- The University-wide mandatory learning referred to as Required Learning (see our Wellbeing and Safety Training and Induction Procedure for further information).
- Meeting minutes.
- Risk assessments, protocols and safe operating procedures.
- Newsletters, dashboards, noticeboards and posters.
- Emails, phone calls and face to face discussions.
- Virtual or in-person meetings.
These methods also support feedback and consultation on wellbeing and safety matters.
3.3 Implementing our wellbeing and safety processes
The Wellbeing and Safety team uses Unisafe to implement our wellbeing and safety processes, including hazard and incident management.
3.3.1 Our workplace monitoring program
Adelaide University maintains workplace monitoring programs in Unisafe to enable the Adelaide University community to record, allocate, monitor and analyse:
- Maintenance, inspections and testing as required by legislation and system or manufacturer requirements, completed by a competent person.
- Workplace inspections or investigations conducted by an authorised third party, such as a SafeWork SA Inspector.
- Safety assurance and safety review programs.
- Hazard and incident reports to manage and reduce wellbeing and safety risks.
- Completion of corrective and preventative actions to ensure safe systems of work and support continuous improvement.
Please refer to the [Workplace Monitoring Protocol] for further information on workplace inspections and the [Emergency Management Procedure], Hazard Management Procedure and the Incident Management Procedure for information on how we manage identified hazards, incidents and emergencies.
3.4 How we monitor and review wellbeing and safety objectives
We monitor and review our wellbeing and safety objectives and performance through the following processes:
- The Wellbeing and Safety team manages an audit program in Unisafe to monitor compliance with the Policy, procedures, and WHS legislation. Audits are carried out by qualified auditors with stakeholder input. Findings and corrective actions are logged in Unisafe, assigned to staff, shared with stakeholders, and tracked until completed. Further information is available in the [Wellbeing and Safety Internal Audit Protocol].
- At planned intervals, the Wellbeing and Safety team reviews the system to ensure it remains effective and fit for purpose. These reviews assess progress against the Wellbeing and Safety Strategic Plan, apply the Internal Audit Protocol and supports continuous improvement by feeding outcomes back into the system.
3.5 Our approach to governance reporting
We maintain a governance reporting system to document and communicate wellbeing and safety practices, performance, and compliance. This ensures effective oversight by the Vice Chancellor and President, supporting due diligence in WHS risk management, legislative compliance, and wellbeing initiatives.
3.6 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.
3.7 Our approach to record management and document control
We maintain a system of document control to ensure essential wellbeing and safety documentation is accurate, current, and consistently managed. This system governs the development, endorsement, review, revision, and retention of wellbeing and safety system documents.
Refer to the [Records Management Procedure] for requirements relating to document control, version filing, and archiving.
4. Who holds a responsibility within this procedure
4.1 The Vice Chancellor and President is required to:
- Display leadership support for the wellbeing and safety system.
- Provide adequate human and financial resources to implement and maintain safe work environments and safety systems of work.
- Exercise due diligence obligations as an Officer under the Act by ensuring effective strategic safety planning is in place.
4.2 The [Executive/Senior Staff] are required to:
- Ensure LAPs (aligned to the Wellbeing and Safety Strategic Plan) are implemented annually and monitored (refer to section 3.1).
- Actively and visibly lead, support, and participate in wellbeing and safety initiatives.
- Ensure members of our Adelaide University community meet allocated responsibilities under all wellbeing and safety procedures.
4.3 The [Deans of School/Directors of Sub Functions] are required to:
- Ensure LAPs (aligned to the Wellbeing and Safety Strategic Plan) are implemented, monitored, and reported on to the Wellbeing and Safety team.
- Encourage the use of mechanisms to manage and discuss wellbeing and safety matters appropriate for the local level.
4.4 The Director, Wellbeing and Safety, or delegate, is required to:
- Develop and implement a Wellbeing and Safety Strategic Plan every five years (refer to section 3.1) and monitor its delivery.
- Develop and implement internal audit, system review and workplace monitoring programs in accordance with the Workplace Monitoring Protocol and the Wellbeing and Safety Internal Audit Protocol.
- Maintain and support designated work groups and the HSR network, where applicable.
- Provide quarterly wellbeing and safety reports in accordance with governance requirements.
- Implement a system to ensure all documents, systems and tools that support the safety management system are current, accessible and appropriately maintained.
4.5 The [Managers/Supervisors] are required to:
- Consult with staff and students on wellbeing and safety matters.
- Promote local-level discussions on wellbeing and safety matters.
- Encourage staff and students to report all incidents or hazards in Unisafe.
- Ensure workplace inspections are conducted in accordance with the Workplace Monitoring Protocol.
- Implement LAPs and monitor the delivery of assigned actions (refer to section 3.1).
- Respond to trends and findings from internal audits and incident investigations.
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).
Due diligence refers to being proactive in keeping up to date with knowledge of Wellbeing and Safety matters and ensuring we meet our work, health, and safety obligations as defined by WHS legislation. 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.
Designated work groups refer to a group of workers formed through negotiation between Adelaide University and workers (or their representatives) to ensure effective consultation on WHS matters, including the election of Health and Safety Representatives (HSRs).
Incidents refer to an occurrence arising out of, or in the course of, work that could or does result in damage, injury, and/or adverse health implications, including a near miss.
Manager/Supervisor has the following two meanings:
- the line manager of staff or the supervisor of a higher degree research student; or
- any individual who controls a laboratory, clinic, workshop, field activity, or any other activities involving workers (separate to higher degree research student line managers or supervisors). (Note: control means that these individuals have the right to deny access to or stop any activity until they are satisfied that the activity can occur safely).
An Officer is defined in the Work Health and Safety Act 2012 (SA) as a person who makes decisions or participates in making decisions that affect the whole or a substantial part of a business or undertaking and has the capacity to significantly affect the financial standing of the business or undertaking. If a person is responsible only for implementing those decisions, they are not considered an officer.
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.
Required Learning refers to the University-wide mandatory learning for new staff, introducing them to the University's values, strategic priorities, and relevant policies and procedures. It also provides essential information and resources specific to their roles.
Safety review refers to a formal documented review of an activity and/or estate/facility that senior leadership believes is appropriate to review.
Testing refers to a formalised test administered on an item of plant/equipment or activity, to make sure it is operational and non-hazardous. The Work Health and Safety Regulations SA (2012) and Codes of Practice set out specific testing requirements.
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.
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 | Contractor Safety Procedure [Emergency Management Procedure] Hazard Management Procedure Incident Management Procedure Injury Management Procedure Wellbeing and Safety Training and Induction Procedure |
| Referenced legislation |
Higher Education Standards Framework (Threshold Standards) 2021 National Code of Practice for Providers of Education and Training to Overseas Students 2018 |
| Related legislation | |
| External references |
Return to Work SA’s Self-insured work health and safety standards & guidance notes |
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, Adelaide University’s organisational structure, position titles, and committee names have not been confirmed. Square brackets [ ] indicate placeholders for these details. Brackets are also used to identify policy elements that are subject to further decision-making or confirmation. These will be updated once final decisions are made.