17.1. New. EHSMS MANAGEMENT REVIEW

17.1.1. New. Purpose

The purpose of this procedure is to describe the type, frequency and level of management review required to ensure continual improvement of the University's EHS Management System.

17.1.2. New. Application

This procedure applies to the University of Melbourne as a whole, including all Faculties and Administrative Divisions.

17.1.3. New. Legislation

Not applicable.

17.1.4. New. References

SafetyMAP Initial Level Use Guide, 4th Edition

AS/NZS 4801:2001 Occupational health and safety management systems - Specification with guidance for use

ISO 14001: 2004 Environmental management systems - Specification with guidance for use

17.1.5. New. Definitions

None

17.1.6. New. Responsibilities

Each of the responsibilities outlined below are to be carried out in accordance with this procedure.

17.1.6.1. New. General Manager, Environment Health and Safety

• Review University EHS management system and prepare a report.

• Revise University EHS management system as per the outcome of the review report.

• Present the review report and draft recommendations for changes to the University Occupational Health and Safety Committee (OHS Committee) and Risk Management Committee (RMC).

• Communicate approved revisions ot the EHS management system to all Faculties/Administrative Divisions across the University.

17.1.6.2. New. University OHS Committee

• Endorse recommended revisions to the EHS management system;

• Facilitate the process of getting revisions approved.

17.1.6.3. New. University RMC

• Endorse recommended revisions to the EHS management system;

• Facilitate the process of getting revisions approved.

17.1.6.4. New. Faculty/Administrative Division Heads

• Manage implementation of revised University EHS management system.

• Manage review of the local EHS system and approve system changes.

17.1.6.5. New. Faculty/Administrative Division EHS Coordinator

• Coordinate implementation of revised University EHS management system.

• Coordinate review of the local EHS system and facilitate approval of revisions to the system.

• Coordinate communication of University and Faculty/Administrative Division EHS system changes to all staff (and contractors, students and visitors as appropriate).

• Develop strategies to promulgate and track adoptionof revised University and local EHS management system

17.1.7. New. Procedure

Management review shall be undertaken at two key functional levels within the University: at the University level, and at the Faculty/Administrative Division level. Section 17.1.7.1 applies to management review at the University level and Section 17.1.7.2 applies to management review at the Faculty/Administrative Division level.

17.1.7.1. New. University Management Review

To maintain the relevance of the EHS management system and ensure its continual improvement, the General Manager EHS will review and revise the University EHS management system at the frequency specified in the table below.

A report will be prepared describing the outcome of the review and any changes to the EHS management system tabled at the OHS Committee for its consideration, finalisation and endorsement. Revised documents will then be forwarded to the Risk Management Committee for approval and adoption by the University.

For example, for revision of the OHS Policy, and the University's strategic and operational objectives, documents shall be forwarded to the Risk Management Committee and from there to the University Council.

Once adopted by the University, the General Manager EHS will be responsible for communicating changes to the EHS management system to all relevant Faculties and Administrative Divisions throughout the University.

The review should take into account the following:

• EHSMS Internal Auditing Program - Annual Report

• The results of external EHSMS audits

• Accident/incident data

• Changes in legislation

• Changes within the University (eg structure, activities, campuses etc)

• Relevance, practicability and readability of documents under review

 Table 74: Frequency of Review

Document to be Reviewed  Frequency of Review  University OHS Policy  Once every 3 years  University Strategic Objectives  Once every 3 years  University Operational Objectives and associated KPI's  Once a year  University Operational Targets and associated KPI's  Once a year  Responsibilities documented in the EHS Manual  Once a year  Other elements of the EHS system identified as requiring a review  Once a year

17.1.7.2. New. Faculty and Administrative Division Management Review

Each individual Faculty and Administrative Division will review and revise the Faculty/Administrative Division EHS management system at the frequency specified in the table below.

A report will be prepared describing the outcome of the review which will be tabled at the Faculty/Administrative Division EHS Committee. The review report shall be discussed and changes made to the local system as necessary to maintain the relevance of the system and ensure its continual improvement. Authorisation of changes shall be sought from relevant parties.

Once adopted by the Faculty/Administrative Division, the EHS Committee will be responsible for communicating changes to all relevant parts of the Faculty/Administrative Division and to the EHS Unit where appropriate.

The review should take into account the following:

• The results of internal EHSMS audits

• The results of external EHSMS audits

• Accident/incident data

• Changes in legislation

• Changes within the Faculty/Administrative Division (eg structure, activities, campuses etc)

• Relevance, practicability and readability of documents under review

   Table 75: Frequency of Review of Faculty/Administrative Division Documents

  Document to be reviewed  Frequency of Review  Faculty/Administrative Division Operational Objectives and associated KPI's  Once a year  Faculty/Administrative Division Operational Targets and associated KPI's  Once a year  Assigned responsibilities (eg documented in position descriptions)  Once a year  Other elements of the EHS system identified as requiring review  Once a year

17.1.8. New. Attachments

None

17.1.9. New. Auditable Records

• Annual University Management Review Reports

• University EHS system documentation with readily identifiable dates of revision

• Minutes of Faculty/Administrative Division Management Review Reports (a formal report format, as opposed to minuted meetings, is optional)

• Faculty/Administrative Division EHS system documentation with readily identifiable dates of revision

• Minutes of Faculty/Administrative Division EHS Committee

17.1.10. New. Document Control

 Table 76: Document control: 17.1.New. EHSMS Management Review

Established: 18 August 1993. Minor review: 22 May 2009  Authorised: Administrative Committee  Next Review: 22 May 2012  © The University of Melbourne - uncontrolled when printed.

Created: January 2000
Last Modified: 13 August 2009
Authorised by: General Manager, Environment Health and Safety Unit.