WHS Documentation

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  Understand and Fill in Forms

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  Forms are:

  • workplace documents.
  • used to communicate with others.

  It is essential to remember the 3 C's: clear, concise, correct.

  • Clear - information must be easily understood.
  • Concise - brief and exact.
  • Correct - no false information.

  Forms

  • help workplaces collect information exactly the way they need it.
  • may look different in different workplaces.

  Examples of Workplace Forms

  • Employee Incident Reports
  • Risk Assessment Forms
  • Maintenance Request Forms

  These forms require the employee to fill in details such as:

  • the date.
  • a brief description.

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  Employee Incident Report

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  An employee incident form is a form filled out by an employee following a workplace incident.

  The incident may be:

  • workplace safety.
  • a personal issue with a colleague

  Personal injury or property damage may be the result of the incident.

  The form will have a section for:

  • the employee.
  • office use only.

  An employee incident report will require:

  • date and time the form is completed.
  • employee's name and position - who?
  • incident date, time, location - when? where?
  • description of incident - what?
  • explanation of what happened - how?
  • witnesses - who saw it?

  The form must be sent to the supervisor to investigate the incident.

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  Risk Assessment

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  Risk assessment refers to:

  • things that are dangerous in the workplace.
  • actions that can be taken so that accidents and injuries do not happen.

  Risk can be assessed:

  • by the likelihood of something happening.
  • by the consequence that may result.

  A Risk Assessment Form will require:

  • the date.
  • a brief description of the hazard.
  • Level of Risk - the likelihood of an accident happening.
  • Severity of Risk - the consequence to workers if an accident did happen.

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  Maintenance & Repair Request Forms

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  A maintenance request form may be completed if:

  • an employee identifies faulty equipment.
  • an employee identifies a safety problem.

  Maintenance forms will have a section for:

  • the employee.
  • office use only.

  To fill in the form you need to be able to:

  • describe the problem.
  • give possible solutions.
  • make a judgement on the urgency of the problem or repair.

  Maintenance Request Forms will require:

  • date and time of request - when?
  • employee's name - who?
  • work location - where?
  • brief description - what?
  • priority - high, medium, low.

  The form must be sent to the supervisor to organise for the repair to be done.

  Remember the 3 C's when filling out forms:

  • clear
  • concise
  • correct

• Say It

  There are 2 parts in this section.

  1. The Glossary

  The glossary lists the more difficult words related to the topic in alphabetical order. The glossary also gives the meaning for each word.

  2. Look, Cover, Write, Check!

  This activity gives you practice at remembering and writing the words from the glossary.

• The Glossary

• Do It: WHS Documents

  Forms help workplaces collect information exactly the way they need it. Forms may look different in different workplaces, but basically they record similar information. It is important to always remember the 3 C's - clear, concise, correct.

  Clear	means that the information is easily understood.
  Concise	means brief and exact.
  Correct	means 'no mistakes' and 'no false information'.

  Workplace Health and Safety (WHS) Forms include:

  • Employee Incident Reports
  • Risk Assessment Forms
  • Maintenance Request Forms
  Jump to Activities

• Do It: Employee Incident Report

  

  Courtney Jacobsen works as a housekeeper at the 'Green Gables' Hotel. Last Monday morning, November 1st at about 10:45, Courtney Jacobsen was working with her colleague Jacki Thompson. They were cleaning Room 16 of 'Green Gables' Hotel when Courtney slipped on the bathroom floor, bumped her arm on the basin and fell to the floor.

  Courtney suffered a bruised cheek and fractured her right wrist. She told her supervisor that shampoo was spilled on the floor and she had slipped. She also said that she remembered putting her hands in front as she fell.

  Courtney's supervisor asked her to complete an Employee Incident Form.

• Do It: Hazard Identification

  

• Do It: Maintenance/Repairs Request Form

  

  On December 14 Arney Hutchins is working in the back section of the kitchen and discovers that the fire sprinkler is badly damaged. He is concerned because it is the only sprinkler in the back of the kitchen so it needs to be repaired immediately. At about 2 o'clock Arney fills out a Maintenance Request Form. He then takes it to his supervisor.

Check It