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The Company OHS Policy Statement of Intent, signed by the CEO must be printed, framed and displayed in the office foyer, reception, or pause area. If you do not have an office or reception, you can access the policy statement of intent electronically, in the document library, if required.

Add value by printing, framing and displaying Department of Labour Accord.

These documents can be found in the Document Library - Policy Statement.

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All persons other than employees must complete and sign the admittance register. This will account for the prescence of these persons during an emergency and indemnify the company from liability risk if negligence is evident.

If you are a tenant in a building, building management will require one at the entrance of the building, in addition, you will have a register as a tenant for your floor/s.

If you are working on a clients premises, the client will control access with a register.

This document can be found in the Document Library - Visitor Entry Control.

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All companies employing one person or more must register with the compensation fund.

To demonstrate proof of this registration and confirm assessments are paid up, a letter of good standing is issued on request.

Registration document can be found in the Document Library - Registration with the Compensation Fund.

Your COID number must be filled in on the WCL2 Employers Report of an Accident when any employee is injured in the course of employment and requires medical attention. Part B will go with injured employee to hospital, Part A will be submitted to the Compensation fund with the First Medical Report from the hospital immediately by registered mail.

To download this document, please go to the Document Library - Employers Report of an Accident.

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All companies must register their employees for unemployment benefits with the UIF. When visited by the Department of Employment and Labour inspector, they may request proof of registration with UIF.

The company registration document is available from HR.

Only two posters are required to be displayed by law:

• Basic conditions of employment act.
• Employment equity act.

These can be obtained from the government printer, stationary suppliers or requested from HR.

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A copy of the OHS act must be readily available to all employees in the workplace.

This can be in hard copy or electronic.

The Act is available on the Intranet at www.labour.gov.za for reference.

Posters are not a legal requirement.

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An OHS Representative must be elected from non management in their workplace where there are 20 or more employees.

In shops and offices an additional OHS representitive must be elected for every 100 non managers and in manufacturing for every 50 non managers.

The company has decided to appoint an OHS representitive at every site regardless of the number of non management on site to assist with the compliance process and workplace safety.

The health and safety representitive will be appointed by the site manager.

This appointment document can also be found in the Document Library - Health & Safety Representative.

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Occupational Health and Safety Representative to complete the e-learning online training course successfully.

Certificate will be emailed to be available electronically or a hard copy can be printed, framed and displayed.

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All injuries, regardless of how minor, must be reported and recorded using the Notifiable Incident Report and First Aid Report Form . Those requiring medical attention are compensatible – use the Employers Report of an Accident (WCL2) . All incidents must be investigated by the Incident Investigator who will be the site manager or health & safety representitive.

Use the Incident Reporting Module to record and report incidents.

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Provide proper and hygienic toilet facilities and ensure that the toilet facilities are separated by symbolic safety signage for males and females as per the Environmental Regulation for Workplaces.

Where there are less than 11 employees, the use of private or public toilets is acceptable.

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All employees must read and sign the Occupational Health and Safety Right to Know on engagement.

This is included in the Induction Module.

If you require a hard copy you can download this document in the Document Library - Right to Know.

Ensre all three support booklets (Inductor, What Every Worker Should Know, Compensation Claims) are available to employees.

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Person responsible for the safe use and maintenance of machinery and/or equipment on the premises to be appointed in writing using the Supervisor of Machinery Appointment.

The responsible manager on site is appointed by default.

Machinery includes copiers, printers, airconditioners, vacuum cleaners, polishers etc. 

To download this document, please go to the Document Library - Supervisor Machinery

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Contractor Agreements in terms of Section 37 (2) to be signed with all Contractors contracted directly doing work on the premises (if contractor contracted by another party then this will not apply).

Contractors agreements are signed for the entire time they are working for the company and do not need to be resigned each time they arrive on the premises to work.

Fix term contractors are usually signed at Head Office, with one off contractors signed at the work site or branch.

Contractors must provide a copy of their COID letter of good standing with the signed agreement.

If agreements are not signed by contractors, the company becomes responsible for contractor employee safety on site.

Contractors are defined as: independant service providers invoicing for their service, who are not under direct supervision.

If employees are hired through a labour broker, these are not contractors as they are under managements direct supervision and must be treated as employees except for accidents requiring medical treatment, the labour broker must be informed and complete the COID documentation.

To download the contractor agreement document, please go to the Document Library - Contractor Agreement

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Basic emergency procedures to be documented and communicated to all employees to ensure safe evacuation of the building. The Evacuation Instruction and Emergency Telephone numbers template must be completed and displayed in reception as well as in common areas and training rooms.

To download these documents, please go to the Document Library - Emergency Procedures

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Evacuation drills are required to be carried out according to local municipal bylaws. This can vary from one municipality to the next.

They are to be done at least once every year unless otherwise required by the bylaw.

It is reccommended that a 'walk-out' exercise be conducted with all employess every 3 months to ensure that everyone knows their emergency exit route out of the building.

Companies that are tenants or working on a clients site will adhere to the building manager or clients evacuation drill frequency.

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One employee with a valid certificate of comeptency in First Aid to be available on the premises at all times where there are more than 10 employees. This will require at least two people to be trained in case one person is indisposed.

If you have less than 10 employees on the premises, legally this does not apply, however it would be unreasonable not to still have someone with a valid certificate of competency on the premises at all times, especially where there are visitors, public, customers, students and the like on your premises. Using the International Red Cross App will assist in becoming competent to handle a medical emergency.

Contact Scott-Safe for assistance.

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Where there are more than 5 people on the premises, first aid kits to be available with proper signage indicating location. First aid equipment may only be used by first aiders and all treatment must be recorded on the first aid report form.

Contents of these first aid kits are to be maintained and replenished when necessary. Body fluid response kits should be included in the first aid kit for safe disposal of medical waste after a patient has been treated. The medical waste can be disposed in the on-site sanitary bins or at any local pharmacy.

Additional emergency equipment should be available where necessary.

First aid kits and refills can be purchased from Scott-Safe

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Hazard Identification Inspections of the workplace must be performed and properly documented every month. Action to rectify unsafe situations must be done according to risk priority.

The Inspection Checklist Module allows you to complete this inspection online and can submit with any photo's for rectificaion purposes.

The prescribed and critical equipment checklist must be completed to identify what is applicable to your workplace and to ensure that the equipment is inspected and maintained by an external service provider.

To download the inspection checklist as a hard copy, please go to the Document Library - Inspection Checklist

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All workplaces have hazardous chemical substances on the premises, most of which are 'off the shelf' chemicals like Handy Andy, Jik, drain cleaner, dish wash and the like. These may not be stored in any other bottle or container other than the one they were purchased in with all the correct labels.

These HCS's must be kept in their respective containers and stored safely.

An employee must be identified and appointed as the HCS assistant, responsible to ensure the safe use and storage of HCS.

To download this document, please go to the  Document Library - Hazardous Chemical Substances.

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Safety data sheets (SDS) must be available for all HCS purchased in bulk and decanted for use on site.

Safety Data Sheets must be provided by the supplier of the hazardous chemical substance.

All persons using the HCS's must be properly educated and trained on the safe use, storage and transport of these substances.

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PPE is essential and must be worn properly if issued for a specific task. 

All employees issued with personal protective equipment must be properly educated and trained in the safe use and maintenance of the PPE.

Acknowledgement of this must be recorded in writing by each employee.

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There are a number of local by laws which need to be complied with.

Ensure that the following critical requirements are in order if applicable:

• Certificate of acceptability (where food is prepared on site. A COA must be issued by the council Department of Health).
• Tobacco legislation.
• Evacuation drills.
• Flammable liquids (no more than 200 litres to be kept on the premises without a certificate issued by council Fire Department).

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All training required must be planned and recorded on the training matrix available in the Document Library. 

This is required for budget and skills developement purposes. The company will be able to claim back a certain percentage of the costs for formal developement training.

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Hard copies of the below completed and signed documents must be kept in a folder and readily available for presentation to an inspector from the Department of Employment and Labour so as to demonstrate compliance with the requirements of the Occupational Health & Safety Act and Compensation Fund.

• Signed Policy Statement of Intent
• DEL Accord
• Details for submission to inspector
• COID Letter of Goodstanding
• 16.2 supra assignment B of responsible manager
• Line supervisor of appointment
• Employee Right To Know attendance register
• Supervisor of machinery
• Health & Safety Representitive designation
• Staff meeting/OHS committee meeting minutes
• Contractor agreements (local)
• Health & Safety Representitive educational training certificate
• First Aider certificate of competency