OHS Purchasing Procedure

OHS Purchasing Procedure1. Purpose:The purpose of this procedure is to outline the Occupational Health and Safety (OHS) requirements in Department of Education and Training (DET) schools and workplaces; for the purchase, hire, lease or receipt of donated goods that have the potential to create OHS risks.

2. Scope:This procedure applies to all DET workplaces including; schools, central and regional offices.

3. ProcedureThe underlying principle of OHS purchasing, hiring, leasing, or receiving donated goods, is to ensure that hazards are not introduced into the workplace without assessing the risk and implementing controls to mitigate the risk.

3.1 Identifying goods with the potential to create OHS risksThe Workplace Manager and/or Management OHS Nominee, in consultation with Health and Safety Representatives (HSR) and employees are to identify potential OHS risks associated with the purchase, hire, lease or receipt of donated of goods. Examples include:

exposure to mechanical moving parts (e.g. Plant such as a lathe, pedestal grinder, lawn mower)

falls from height (e.g. ladders or installation of stage lighting) chemicals (e.g. hazardous substances or dangerous goods) playground equipment and structures (e.g. basketball ring, shade sail etc.) manual handling (e.g. moving bulky, heavy or awkward objects/items such as high jump

mat) ergonomic considerations (e.g. purchase or hire of bulk order office chairs and trolleys) electrical equipment (e.g. notebook computers)

3.2 OHS purchasing checklistThe OHS Purchasing Checklist is to be completed when purchasing, hiring, leasing, or when donated goods with potential OHS risks are to be introduced to the workplace.

The Checklist can be completed by any DET employee in consultation with the HSR, and approved by the Workplace Manager and/or Management OHS Nominee.

The Workplace Manager and/or Management OHS Nominee are to ensure that ‘section 2’ of the OHS Purchasing Checklist is signed upon receipt of goods, if the goods conform to specifications.

It should be noted, that if the goods have previously been purchased, hired, or leased then an OHS Purchasing Checklist may not be required. Instead, the Workplace Manager and/or Management OHS Nominee are to ensure that the controls currently in place continue to effectively manage the risk.

3.3 Risk assessment and safe work procedureThe Workplace Manager and/or Management OHS Nominee are to ensure a Risk Assessment is completed using the Risk Assessment Template for goods that require further risk controls to be implemented. The Risk Assessment can be completed by any DET employee.

Central Office Use Only Issue Date: October 2016 Last Reviewed: August 2017 Next Review Date: August 2019

No. DET ESWU 25-1-4 Authorised by: Manager, ESWU

THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED Page 1 of 4

The Workplace Manager, Management OHS Nominee, employee or HSR are to complete a Safe Work Procedure for goods that require training for safe use (e.g. wood /metal work plant and equipment, agricultural equipment etc.).

3.4 Non-conforming goods The Workplace Manager and/or Management OHS Nominee are to directly contact the supplier in the event of faulty or non-conforming goods to arrange replacement or return of the good(s). If the fault or non-conformance represents a safety hazard, the Workplace Manager must ensure goods are withdrawn from service and isolated (i.e. locked out to prevent unauthorised use).

3.5 Management of suppliersThe Workplace Manager and/or Management OHS Nominee are to manage suppliers via their workplace’s purchasing system (e.g. CASES21).

3.6 Disposal and decommissioning of goodsThe Workplace Manager and/or Management OHS Nominee are to ensure goods belonging to, or in the care of, are decommissioned and disposed of in a way that takes into account safety, security, sustainability as well as environmental and social factors.

4. Responsibilities of suppliesSuppliers of goods are responsible for:

ensuring the goods supplied meet legislative requirements (e.g. Australian Standards, Codes of Practice)

providing Safety Data Sheets for chemicals correcting or replacing non-conforming goods at the time of receipt (and prior to use)

and/or according to warranty.

5. Defined termsTerms defined within this Procedure can be located on the DET Defined Health, Safety Terms website. Defined roles will appear in bold.

6. Related references:Occupational Health and Safety Act 2004Occupational Health and Safety Regulations 2017

7. Related documentation:OHS Purchasing Checklist

Risk Assessment Template

Safe Work Procedure

8. Version control

Version Section Amended Amendment Date Created Author

2 All Two-year review as per the OHSMS

September 2013

ESWB

Central Office Use Only Issue Date: October 2016 Last Reviewed: August 2017 Next Review Date: August 2019

No. DET ESWU 25-1-4 Authorised by: Manager, ESWU

THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED Page 2 of 4

requirements.

Change in header to reflect AS/NZS 4801 requirements.

Minor wording changes.

3 All Change to the purpose

Removal of definitions section. Relevant text is now hyperlinked to DET Definitions page, where required.

Removal of Responsibilities section with text incorporated into procedure content.

Clarification of ‘identifying goods with OHS risks’

Clarification of use of OHS Purchasing Checklist

Removal of Preferred Suppliers List.

Clarification on process for non-conforming goods.

Clarification on completion of risk assessment and safe work procedure.

Clarification of supplier responsibilities

Addition of disposal of goods

2016 ESWU

4 All Change to DET HR template.Minor wording changes throughout.Update to references.

August 2017 ESWU

Further assistanceFurther information, advice or assistance on any matters related to work-related driving is available by contacting the OHS Advisory Service on ph. 1300 074 715 or email safety@edumail.vic.gov.au.

Central Office Use Only Issue Date: October 2016 Last Reviewed: August 2017 Next Review Date: August 2019

No. DET ESWU 25-1-4 Authorised by: Manager, ESWU

THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED Page 3 of 4