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Health and safety roles are defined by the University's Occupational Health and Safety Management System (OHSMS) in section 3 of the OHS Roles, Responsibilities and Committees Procedure.
Performance managers/supervisors must:
Safety teams can be created using the SARAH web portal. This link is also available through the my.monash portal. Users simply drag the name of the staff member they wish to assign a health and safety role onto the corresponding role tile.
You can assign multiple roles to a person and multiple people to a role.
Roles can be moved by clicking on the three horizontal lines symbol and clicking the “Remove person from role” button.
Appointment of Safety related roles is described by the OHS Roles, Responsibilities and Committees Procedure. In particular this procedure requires that all areas within the University are covered by at least 1 Safety Officer and First Aid Coordinator. In addition, all Monash University occupied and controlled buildings must establish an ECO including the appointment of a Building Warden.
Most health and safety related roles require training, please review the OHS Training Requirements Matrix for information on specific courses.
Managers and Supervisors may assign any of the default roles (OHS Committee Chairs, Safety officers, Wardens, First aid related roles). Only OHS Committee Chairs and Safety Officers are granted access to all Hazard and Incident reports that the assigning Manager or Supervisor has access to through a specific register:
After being assigned to the role in SARAH, OHS Committee Chairs and Safety Officers (but not other roles) have access to all Hazard and Incident reports that the assigning Manager or Supervisor has access to, through a specific register:
This means it is important that the role assignment is done by the manager/supervisor of the specific area the safety role is meant to cover, so the holder of the safety role has visibility of the correct area.
If you wish to provide view access to a specific user for a specific report, you can use the invite function within an individual report.
No, Managers and Supervisors must appoint their own Health and Safety Teams.
Workers with Casual, Sessional or Affiliate appointments can be assigned a safety role in SARAH once their SAP HR record has been updated with their nominated supervisor. Please allow 48 hours for the update to the SAP HR staff record.
To request the update to the staff record, casual/sessional/affiliate staff need to fill out the following Google form:
or if there are multiple staff to whom this applies, the following batch upload form can be used:
Please note, that the completion of the above form does not appoint the person to the safety role in SARAH.
Once the staff member's HR record has been updated, the relevant line manager needs to appoint their safety role in SARAH.
Managers and Supervisors can assign a safety related role to any staff member that holds a position under their management control. Safety related roles ‘attach’ to that staff member’s position.
This means that the role will not following the person if they have accepted a new position or left the university. Managers and Supervisors can reallocate these roles any time before, during, and after such changes. If a new person is recruited to the position the role will automatically attach to the new person. If a Manager or Supervisor wishes to maintain a role with a staff member who has moved to a new position, they will need to reassign the role to that person’s new position.
In some cases, Managers and Supervisors may hold a number of managerial positions (e.g. The Head of School and the Head of a Department). There is no way to assign a safety related role to part of a Manager or Supervisor’s portfolio in SARAH. In such cases users may either:
Delegation is useful tool for transferring your responsibility to an alternate role due periods of extended leave. Roles are useful for delegating your responsibilities in an ongoing capacity but the delegate must be given suitable authority to perform the role. In particular, Safety Officer and OHS Committee Chairs receive the same access as if the appointing Manager or Supervisor were to delegate all SARAH modules to that person.