10. Monitoring, reporting and assurance

Aroturuki, pūrongo me te whakaū

Every high-quality health and safety system features a robust process for reporting on all aspects of the system, including your school’s approach to hazard and risk management.

Monitoring health and safety at your school will ensure your board stays on track, complies with the law and most importantly assists with reducing incidents.

Schools promote a commitment to continuously improving health and safety performance by having in place a co-ordinated system to track the performance of their health and safety systems.

For more information and resources, see the Other Content section below.

Your responsibilities as a board

You have the overall responsibility for ensuring the workplace health and safety system performs. It must ensure it has the information needed to monitor the performance of the workplace health and safety system. The leadership team, Health and Safety Representatives, and Health and Safety Committees may all contribute to providing information on the system performance to the board and assisting officers to meet their due diligence duty.

What are monitoring, reporting, and quality assurance?

Monitoring, reporting and quality assurance is all important in ensuring every aspect of a workplace health and safety system operates effectively. It provides the information needed to measure the performance of the system and to implement a process of continuous improvement. The system uses key performance indicators of health and safety performance and includes a programme of regular internal audits of the system across all work sites and premises. The health and safety system can then be measured against established external standards and audit benchmarks.


Why setting up a health and safety committee is a good idea

Setting up a health and safety committee is one way to fulfil your monitoring responsibilities. Typically, a health and safety committee brings together workers and management to develop and review health and safety policies and make recommendations to the board.


How to use a risk register as a valuable reporting tool

Keeping a risk register is not a legal requirement, but it is an excellent way to record information and share it among board members. There are many useful models available to boards. It’s a good idea to use a risk register that ranks risk based on likelihood so that anything assessed as having an extreme risk is immediately reported to the board for action.


How to create the right health and safety culture

Creating a safety-conscious culture within your school involves being clear about what you want to achieve and making sure all your systems and processes line up to support that aim. One way to do this is to ensure health and safety is a regular item on your school board agenda, making sure it is part of your school charter and having the right policies and procedures in place to report incidents.

Other content

Quality assurance of workplace health and safety systems

A workplace health and safety system can be quality assured through both internal and external audit and review processes. Health and safety audits are an essential part of the quality assurance system as they help to identify weaknesses in a workplace health and safety system, including areas of non-conformance.

A sound health and safety system enable the Board’s compliance with statutory requirements. By implementing an audit process with measurable standards, the board will be better placed to protect their workers from accidents and subsequent down-time.

Both the internal and external audit should be carried out against a set of audit standards. The outcomes of the audit should identify areas of non-conformance and make recommendations on improvements taht can be made to the health and safety system.

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