Table of Contents
Consultation, Cooperation and Coordination Policy
Objective: To establish formal consultation, cooperation and coordination methods, to allow workers and other duty holders, such as contractors (and workers of contractors) to address health and safety matters relevant to them.
Scope: This policy applies to all persons who work for A2Z Services, irrespective of their individual employment arrangement. This policy covers all persons who are directed and/or engaged to undertake tasks at A2Z Services workplaces / locations including workers, independent contractors, work experience students, trainees, apprentices and volunteers. Also, visitors and any PCBU that may be impacted by WHSMS at A2Z Services will be included in consultation and communication in respect of WHSMS matters as and when required, determined by the Workplace Manager/Supervisor/Health and Safety Representative.
Policy: A2Z Services will ensure formal Consultation, Cooperation and Coordination methods are established so workers and other duty holders, such as contractors (and workers of contractors) are aware of health and safety matters relevant to them. WHS legislation requires a Person who Conducts a Business or Undertaking (PCBU) to consult with their workers and other relevant persons on matters that will or are likely to directly affect their health and safety. A2Z Services recognises the benefits that regular and effective consultation including, consultation, cooperation and coordination can produce and is committed to fulfilling this duty.
A2Z Services will establish the following AGREED consultative arrangements in line with WHS legislative requirements:
- Health and safety committees and regular meetings;
- Work groups;
- Elected HSR;
- Regular Safety/safety meetings with WHS as a standing agenda item.
Further to this, consultation will take place in the following ways:
- Formal inductions;
- Training;
- Information on hazards and the existing WHSMS manual;
- Emergency response;
- WHSMS meeting minutes displayed;
- Incident investigation and corrective actions;
- Results of WHSMS evaluations including audits, non-conformances;
- Review of WHSMS objectives;
- Safe work procedures;
- Risk assessments, risk controls and feedback regarding long-term controls;
- Safety Data Sheets (SDS), product safety sheets, operating manuals etc.;
- Reporting and keeping records in line with legislative requirements.
A2Z Services will modify the above information for languages other than English and those with learning disabilities as relevant.
The consultation will be timely and allow for relevant persons to contribute their views and feedback. Consider feedback on hazard identification, risk assessment and implementation of risk controls.
Consultation, Cooperation and Coordination Procedure
- Responsibilities:
At A2Z Services the PCBU is responsible for ensuring that:
- There is an active consultation, cooperation and coordination procedure and associated mechanisms in place that meet legislative requirements;
- All workers are trained and familiar with, have access to and participate in the consultation, cooperation and coordination procedure and associated mechanisms while working at A2Z Services;
- All relevant workers and HSR are consulted in the preparation of Safe Operating Procedures (SOP);
- Others, who are impacted by WHSMS at A2Z Services, such as additional PCBU, self-employed workers and visitors, are included in consultation as required;
- Review of the consultation, cooperation and coordination procedure as needed.
Managers/Supervisors are responsible for:
- Informing workers and others about the requirement to participate in activities, and follow, the consultation, cooperation and coordination procedure and associated mechanisms while working at A2Z Services;
- Ensuring there is adequate training for all people on how to consult and coordinate in the workplace;
- Conducting, and enabling, regular consultation with all workers and workgroups;
- Maintaining records relating to consultation.
The HSR/WHS Manager is responsible for:
- Maintaining and reviewing the consultation, cooperation and coordination procedure as required;
- Ensuring all workers have access to adequate consultation mechanisms and that they actively participate in consultation in the workplace;
- Informing and consulting with the PCBU/CEO regarding consultation as necessary;
- Maintaining formal, approved consultation mechanisms and records required by legislation.
All workers and others are responsible for actively participating in consultation and for following reasonable directions in respect of WHSMS consultation procedures while working at A2Z Services.
- Procedure:
A2Z Services has established the following agreed consultative arrangements in line with WHS legislative requirements:
- Health and safety committee and regular meetings;
- Work groups;
- Elected HSR;
- Regular safety meetings with WHS as a standing agenda item. A2Z Services records the minutes of the Safety Meeting Minutes Form.
Consultation mechanisms at A2Z Services include the following:
- Formal induction training following the workplace induction procedure;
- Training as outlined in the training and competency assessment procedure and the workplace induction procedure;
- Information on hazards and the existing WHSMS Manual;
- Emergency response as described in the emergency management section of the WHSMS Manual;
- WHS meeting minutes displayed;
- Incident investigation and corrective actions as detailed in the incident reporting procedure;
- Results of WHS evaluations including audits, non-conformances;
- Review of WHS objectives;
- Safe work procedures;
- Risk assessments, risk controls and feedback regarding long-term controls;
- SDS, product safety sheets, operating manuals etc.;
- Reporting and keeping records in line with legislative requirements.
In the first instance, workers who identify WHS issues in the workplace, or who wish to communicate with A2Z Services concerning WHS issues, should contact their supervisor or manager.
If it is not possible, or the worker feels uncomfortable to raise a particular WHS issue with their supervisor or the WHS manager, they should contact their work group’s HSR for assistance and consultation.
Workers who are HSR’s are deemed to represent workers in particular work groups and as such, will undertake regular, meaningful consultation with the workers in their workgroup. They will also respond to WHS issues raised with them by a worker or group of workers, by their duties as an HSR.
HSR’s are then empowered to raise WHS issues formally at meetings with the supervisor or manager and may in certain circumstances contact the relevant State authority for assistance and information.
The WHS Manager will coordinate, manage, resolve and document any formally raised WHS issues, in consultation with the relevant workers and HSR’s involved with the matter. They will then report and consult to the PCBU/CEO regarding the nature and outcome of the issue.
The PCBU/CEO will engage in the consultation procedure about WHS issues identified and raised at A2Z Services by the WHS Manager or HSR.
A2Z Services will foster a culture of open communication and discussions relating to health and safety and furthermore, ensure that workers’ interests are efficiently represented through formalised consultative arrangements.
The consultation will take place directly with workers, or where elected the HSR, to identify and assess hazards, before and during the implementation of risk controls, and whenever there are changes or new information. The consultation will be timely ensuring views are heard, and workers/duty holders can contribute to decision making as appropriate. In the event of a dispute about WHS issues, the issue resolution procedure will be followed.
The determination of work groups has been negotiated to ensure all workers have ready access to a HSR (or Deputy HSR as agreed). The composition and location of work groups are as follows.
(Complete the table to include all Work Groups, including workers of duty holders/contractors if agreed and Work Groups located in a location off-workplace – such as administration).
| Work Group Name | Location of Work Group | Names of members of Work Group | |
| 1. | |||
| 2. | |||
Health and Safety Representative
HSR’s and Deputy HSR’s will be elected via the following agreed procedures to represent the work groups for this workplace. The term of office of HSR’s/Deputy HSR’s may be up to 3 years and is open to re-election.
HSR Election Procedure
Workers may elect an HSR after agreement on work groups has been reached. A2Z Services will provide any resources, facilities and assistance reasonably necessary to enable the elections to be conducted.
Undertake the following procedure:
- Call for nominees by inviting all work groups to participate:
- All workers are eligible to nominate and be elected as an HSR or deputy HSR for their defined work group;
- Workers will inform the principal contractor/business owner of the election date;
- Conduct election (either informally by a show of hands or a more formal process such as secret ballot):
- By the agreed method;
- Each member of the workgroup may only vote once in the election;
- Give all members of the workgroup the opportunity to vote;
- Advise workgroup members of the election results;
- Advise principal contractor/business owner of the election results.
Deputy HSR’s
In the HSR’s absence, a deputy HSR effectively becomes the HSR with the same powers of that role. Elect deputy HSRs in the same way as HSRs.
The HSR/Deputy HSRs for work groups are as follows:
| Names | Name of Work Group Represented | Location of HSR/Deputy HSR | Contact Details | |
| HSR: | ||||
| Deputy HSR: |
The following formal consultative arrangements are in place. (TBA).
| Formal HSR meetings | Safety Meetings | HSR Committee Meetings | ||||||||||||
| Day | Week | Bi-week | Bi-week | Qrtly | Day | Week | Bi-week | Bi-week | Qrtly | Day | Week | Bi-week | Bi-week | Qrtly |
Records of HSR meetings will be maintained using the template for Safety Meeting/Safety Talk Record (OF0021).
Forms and Registers
| Document Number | Document Name |
| OF0021 | Safety Meeting Record |
Amendment Record
Issue#: 1 Issue Date: 13/7/2022
| Rev# | Date | Section# | Para.# | Description of Change | Prepared By | Approved By |
| 1 | ||||||
| 2 | ||||||
| 3 |
Disclaimer: This documentcontains material to assist in meeting environmental management, Work Health and Safety and Quality obligations under the International Standard ISO AS/NZS ISO 9001:2016,14001:2016 and other legislative bodies. This document contains material sourced from Safe Work Australia. Any such material remains subject to copyright © Commonwealth of Australia. https://www.safeworkaustralia.gov.au/copyright. Although every effort has been made to ensure the accuracy of this information at the time of publication, it is provided as guidance only and does not provide legal advice on meeting your obligations. This document and its contents are © A2Z services 2018 and or the originating source authors and no permission is given for its duplication or copying, in part or in its entirety, for use outside its original purposes as stated within the company.