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Health and Safety Management Policy

This policy strives to ensure the Health and Safety of all Learners, employee and visitors attending, working in or visiting Our Company, always.

The Occupational Health and Safety Act (OHSA) requires employers to provide a safe workplace by informing employees/learners about potential hazards, training them to deal with hazards and recording workplace injuries.

As an employer, its employees/learners are its most valuable assets and as employers’ we undertake to safeguard our employees/learners through providing and maintaining, as far as reasonably practical, a working environment that is safe and without risk to the health of its employees/learners.  In ensuring a safe and healthy working environment all employees/learners will work together with the employer in minimizing any risk that might jeopardize the health and safety of employees/learners.

Health and Safety Management Procedure

The Institute will implement Health and Safety measures to ensure this policy is successful including but not limited to the following: –

  • providing premises and equipment that meet relevant statutory regulations;
  • implementing planned emergency procedures;
  • employing security employee;
  • installing security systems;
  • providing adequate insurance cover;
  • take into consideration the following:
    • Occupational Health and Safety Act, 1993 and applicable Regulations in terms of the said Act;
    • Compensation for Occupational Injuries and Diseases Act, 1993;
    • Leave Policy;
    • Smoking Policy.
  • The Institute will ensure we have the following documents in place:
    • Local emergency/evacuation plans;
    • Occupational Health and Safety Act;
    • Health and Safety Venue Check List.
  • Work environment
    • The Institute will ensure that human and physical factors of the work environment are identified and managed, e.g.
      • Human factors: work methods, safety regulations, ergonomics;
      • Physical factors: heat, noise, light, pollution.
  • The Institute will ensure that all contracts with work site Providers utilised by The Institute have Health and Safety requirements included.
  • The Institute will check and confirm the following with regards to the learning environment:
    • Sufficiency of fresh air and ventilation;
    • Sufficiency of light;
    • Safety with regards to electricity and fire hazards;
    • Adequacy of the size of the learning setting;
    • Sufficiency and appropriateness of toilet facilities;
    • Adequacy of the learning equipment and materials.
  • Responsibilities of employer
    • All Employers have the statutory responsibility and accountability for health and safety within their components and working environment.
  • Responsibilities of employees/learners
    • Take reasonable care for the health and safety of him/her and of other persons who may be affected by his/her omissions;
    • About any duty or requirement imposed on his/her employer or any other person, co-operated with such employer or person to enable that duty or requirement to be performed or complied with;
    • Carry out any lawful order given to him/her, and obey the health and safety rules and procedures laid down by his/her employer or by anyone authorized thereto by his/her employer, in the interest of health and safety;
    • If any situation which is unsafe or unhealthy comes to his/her attention, as soon as practical report such situation in writing to his/her employer or to the health and safety representative for his/her workplace or section thereof, as the case maybe, who shall report it to the employer;
    • If he/she is involved in any incident which may affect his/her health or which has caused an injury to him/herself, report such incident to his/her employer or to anyone authorized thereto by the employer, and to his/her health and safety representative, but not later than the end of the particular working day during which the incident occurred, unless the circumstances were such that the reporting of the incident was not possible, in which case he/she shall report the incident as soon as practicable thereafter.
  • The responsibilities of the Health and Safety representatives/the Director:

  • First Aid and Injury on Duty Procedures
    • The employer shall take reasonable steps that are necessary under the circumstances, to ensure that employees/learners at work receive prompt first aid treatment in case of injury or emergency;
    • The employer shall provide a first aid box or boxes at the workplace, which shall be available and accessible for the treatment of injured employees/learners at the workplace. The first aid box or boxes shall contain suitable first aid equipment, which includes at least the equipment listed in Annexure A of the General Safety Regulations in terms of the Occupational Health and Safety Act;
    • For every group of up to 50 employees/learners the relevant person (Manager) shall designate such person who holds a valid certificate of competency in First Aid to assist with first aid treatment at the workplace;
    • Shall be communicated through the notice boards;
    • Each injury on duty shall be reported on the prescribed forms as indicated in the Compensation for Occupational Injuries and Diseases Act to the Health and Safety representative as well as the Management. The management component shall forward the forms to Compensation, to register the injury on duty.  Copies of all reported work-related injuries will be submitted for record purposes and investigation as to the cause of the injury;
    • Will the circumstances determine, any injured person will be provided treatment to avoid contracting HIV/Aids;
    • If any employee is exposed to asbestos, due record shall be kept in time with Regulation 8 of the Asbestos Regulations for possible diagnosis of resulting lung diseases at a later stage.
  • Working Environment
    • Leased or Owned Premises
  • The Institute will ensure that properties that are leased or owned premises meet statutory requirements and that all Lease Agreements or Sale Agreements are in place and filed accordingly;
  • These agreements will be in place to ensure no disruption of service carried out by our Company;
  • These agreements will only be signed by the Director of our Company
  • The Premises will all comply with the Occupational Health and Safety Policy and Procedures as stated in our Company’s Quality Management System.
  • Buildings and offices
    • The employer shall ensure that all working areas are kept in a clean hygienic, safe, whole and leak free condition and in a good state of repair;
    • When floors are washed / polished proper notice boards shall indicate that such floors are wet/slippery;
    • Structural integrity shall be ensured through applicable maintenance of buildings and structures;
    • Unauthorized access of employees / learners to areas of maintenance / repair / buildings / evacuation / demolition shall be prohibited.
  • Lighting
      • The employer shall ensure that sufficient lighting levels and visibility is provided and maintained under all operating circumstances by ensuring that:
        • Vision requirements for employees/learners that are partly sighted are identified and addresses;
        • Glare in any workplace be reduced to a level that does not impair vision;
          • Lighting on rotating machinery is such that the hazard at stroboscopic effect is eliminated; and
          • Luminaries and lamps are kept clean and, when defected, are replaced or repaired forthwith.
          • With a view to emergency evacuation of indoor workplaces without natural lighting, emergency sources of lighting shall be provided.
    • Ventilation
      • The employer shall ensure that every workplace occupied is ventilated either by natural or mechanical means is such a way that the air breathed by employees/learners does not endanger their safety;
      • Central air conditioning and humidifier systems shall be tested annually for the presence of bacteria and pathogenic organisms.
    • Sanitation
      • The employer shall ensure that sufficient sanitary facilities in relation to the number of users (employees/learners and clients) are provided;
      • The employer shall ensure that the hygienic conditions of such facilities comply with the provisions of the Occupational Health and Safety Facilities Regulations as well as with SABS 0400;
      • Sanitary bins shall be provided.
    • Lifts
      • The employer shall designate a competent firm (s) to examine and maintain all lifts in buildings occupied at least once a month or at such intervals as prescribed by its manufacturer.
    • Machinery
      • The employer shall safeguard machinery used by ensuring that it is installed, operated and maintained in such a manner as to prevent the exposure of persons to hazardous or potentially hazardous conditions or circumstances;
      • Supervisors of employees/learners that utilize machinery shall ensure that such employees/learners are fully aware of the dangers attached thereto and is conversant with the precautionary measures to be taken or observed to obviate such dangers;
      • Only competent employees/learners shall be permitted to utilize machinery.
    • Electrical equipment/installation
      • The employer shall ensure that all electrical installations meet all legislated standards.  A certificate of compliance from an accredited authority shall be kept on record;
      • All electrical distribution boards shall be duly numbered/labelled, and only authorized persons may open such distribution boards;
      • Regular inspections of switches, plugs, jointing, fuse boxes, distribution boards etc. shall be conducted to ensure they are in a safe condition.
    • Fire emergency equipment
      • The employer shall ensure that all fire emergency equipment is visible and accessible always;
      • All fire extinguishers and other fire-fighting equipment shall be inspected and tested regularly to ensure that it is in good working order;
      • All escape routes shall be clearly identified and shall be unobstructed always.
    • Computer equipment
      • The employer shall provide for computer screen protectors in case of an employee who can demonstrate, by means of a fully motivated submission that she/he inherently works with the computer for a period of no less than six (6) hours a day;
    • Work in Elevated Positions:
      • No employee such as cleaners etc. shall work in an elevated position, unless such work is performed safely from a ladder or scaffolding, or a position where such person has been made safe as if he/she was working from scaffolding.
    • Provision of Protective Clothing/Equipment
      • The employer shall provide, protective clothing/equipment for the face, eyes, ears, hands, feet, legs, body where necessary –
        • To comply with legislation or a collective agreement;
        • To safeguard the employee’s health;
        • To prevent the transmission of an infection; or
        • To protect the employee’s private clothes or uniform from excessive dirt or wear.
    • Emergency/Evacuation Plan
      • To develop within two months after the implementation of this policy a comprehensive emergency/evacuation framework. And shall develop an emergency/evacuation plan for each office, such plan shall conform to the framework regarding action to be taken in case of fire, gas, floods, bomb threats, robbery, etc.  In case of sharing accommodation with other departments/companies such emergency/evacuation plans shall be developed in conjunction with the other occupants of the building;
      • Quarterly implementation drills shall be conducted to ensure that each employee knows how to react in events of emergency;
      • Emergency telephone numbers of the Health and Safety representatives, the police, the fire department, the ambulance services, etc. shall be made available and be pasted on each telephone.
    • Security and Access Control
      • A security and access control framework shall be developed to ensure the safety of all employees/learners and shall be implemented;
      • The framework shall include measures with regard to the safe handling of money within the workplace and outside the workplace.
    • Exposure to an environment which is regarded as a health risk
      • If an employee is exposed to an environment, which is regarded as a health risk, e.g. unknown hazardous substances at industries inspected, leaking gas or possible risk of asbestos exposure in his/her workplace; the employee’s absence may be covered by the granting of special leave.
    • Violence in the workplace
      • The employer shall, as far as reasonably practical, ensure that the workplace is violence free.

Health and Safety Management Process Flow

Health and Safety Training Venue Management

When The Institute trains on client’s premises or at outsourced Conference Facilities, The Institute will ensure that the Venue being utilised will adhere to the criteria as set out in the under-mentioned Safety and Health Training Venue Checklist. The Director will ensure that the venue will have adequate policies in place to comply with the Health and Safety Act and the Training Venue Checklist (Refer to Form 4). This is to ensure that all employee/employees/contractors/learners are adequately covered in the likelihood of any safety and health issues.

This checklist will be attached to the Register of the days as proof of implementation of this Policy. This checklist will be viewed by the various QAP’s when Portfolio of Evidences are externally moderated.

Health and Safety Training Venue Management Process Flow


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