What Information Can An HSR Have Access To

admin • November 20, 2024

A Health and Safety Representative (HSR) plays a crucial role in ensuring workplace safety and compliance with health and safety regulations. The specific information a Health and Safety Representative can access vary as limitations do exist. However, generally, an HSR can access the following types of information:


 1. Risk Assessments and Hazard Identification

  - Workplace Risk Assessments: Documentation and reports identifying potential risks or hazards in the workplace (e.g., chemical hazards, machinery, ergonomics, etc.).

  - Hazard Control Measures: Information about existing controls and measures in place to mitigate or eliminate identified risks.


2. Health and Safety Policies and Procedures

  - Workplace Safety Policies: Company-wide health and safety policies, guidelines, and protocols.

  - Emergency Procedures: Evacuation plans, first aid protocols, and procedures for responding to accidents or emergencies.


 3. Workplace Injury and Incident Reports

  - Accident and Injury Reports: Documentation of workplace accidents, injuries, and near misses. This includes investigation reports and any follow-up actions taken to prevent recurrence.

  - Incident Logs: Records of any safety incidents, including time, place, cause, and impact on workers.


4. Workplace Safety Training Records

  - Training Records: Information on safety training and certifications for workers, including what training has been provided and whether employees are up to date on required courses.

  - Safety Inductions: Details of safety induction programs for new employees or contractors.


5. Workplace Inspections and Audit Results

  - Inspection Reports: Results from routine or special safety inspections of the workplace.

  - Audit Results: Internal or external audits that evaluate safety systems, compliance, and performance.


6. Exposure Records

  - Workplace Exposure Monitoring: Records detailing employee exposure to potentially hazardous substances, including chemicals, noise, and physical agents.

  - Personal Protective Equipment (PPE) Use: Information about PPE requirements and employee compliance with PPE protocols.


7. Health Surveillance Data

  - Medical Records: In Victoria, HSRs may have access to workers' health surveillance records, particularly if the worker is exposed to harmful substances or physical conditions. However, there are limitations and requirements. (see below).

  - Workplace Health Monitoring: Data on health monitoring initiatives like hearing tests, lung function tests, etc.


8. Compliance and Regulatory Documents

  - Compliance Records: Documents related to compliance with national or regional health and safety laws and regulations, such as safety permits and certifications.

  - Regulatory Inspections: Reports and recommendations from inspections conducted by regulatory agencies (e.g., OSHA in the U.S., HSE in the UK).


9. Corrective Actions and Safety Committees

  - Corrective Action Plans: Information about actions taken or planned in response to identified hazards, incidents, or safety deficiencies.

  - Safety Committee Minutes: Minutes from health and safety meetings or committees, where safety issues and concerns are discussed.


 10. Workplace Safety Reports and Statistics

  - Health and Safety Performance Data**: Statistics related to workplace accidents, injuries, and safety performance (e.g., incident rates, lost time injury frequency rates).

  - Occupational Health Data: Data on the health of employees, including common workplace illnesses or injuries.


11. Consultation with Workers

  - Feedback and Concerns: Input from workers about safety concerns or potential hazards they have observed or experienced.


 Access Rights and Limitations

While an HSR has broad access to health and safety information, the exact level of access may depend on:

 - Confidentiality and Privacy: Sensitive personal information (e.g., medical records) may be restricted, but HSRs typically have access to aggregate data rather than individual health records. HSRs can obtain permission from the individual or individuals involved or have sensitive information redacted.


In Victoria, employers are required to consult with and provide relevant safety information to HSRs to enable them to perform their duties effectively. This helps ensure that the workplace is as safe as possible and that health risks are minimized.


If you require additional information or clarification, please contact BeSafe.

Psychological Health Regulations: A Focus on Risk Management - a Summary of WorkSafe's Webinar

By admin • October 27, 2025
Almost 14,000 people registered to attend WorkSafe Victoria’s webinar “Psychological Health Regulations: A focus on risk management” held on 27 th October 2025. The webinar was essentially an overview and pointed to a number of resources for employers to access to ensure they are compliant by 1 st December 2025. WorkSafe Representatives explained that employers have always had a duty to provide a safe workplace - including physically and psychologically. However, the new regulations introduce a specific duty relating to the need to identify and control risks associated with psychological health in the workplace. Psychosocial hazards are factors in the workplace which may create a negative psychological response which can pose a risk to a worker’s health and safety (eg: long hours, work demands, low role clarity, sexual harassment, bullying, etc). WorkSafe were very clear that The Psychological Health Regulations do not impact any workers eligibility for mental injury claim, as they have no impact on the Workplace Injury Rehabilitation and Compensation (WIRC) Act. The stated aims of the Regulations were as follows: 1. To strengthen the OHS framework by recognising psychosocial hazards as equally harmful as physical hazards. 2. To provide clearer guidance to employers on their obligations to protect employees from psychological injury. 3. To create specific obligations for Victorian employers to identify and control psychosocial risks in their workplaces. 4. To support employers through a range of tools and non-statutory guidance, including an optional prevention plan template to guide the risk management process. 5. To ensure compliance by providing a practical code to help employers meet their duties under the Regulations. These regulations are part of a broader effort to address the increasing prevalence of work-related mental injuries and to create a safer, more supportive work environment for all employees. WorkSafe explained that they was now a prescribed risk management process which requires all employers to identify psychosocial hazards and to control the risks by eliminating or reducing the risks as far as reasonably practicable. The risk management cycle (see image below) Step 1. Identify hazards Step 2. Assess the risks (including likelihood and consequence) Step 3: Control the risks (in line with the Hierarchy of Control) Step 4: Review – monitor, review and revise Throughout the process, consultation must occur Hierarchy of Control (see image below) The WorkSafe representatives explained the hierarchy of control for psychosocial hazards – noting that elimination is the first priority, and if not possible then there were ways to reduce the risk by making changes to limit exposure or to reduce the effects of exposure to the psychosocial hazard. In most cases, information, instruction or training will form part of the management of the risk. However, this should be in combination with higher order controls due to the fact that these are the least effective option. Compliance code The new compliance code Compliance code: Psychological health | WorkSafe Victoria provides a comprehensive guide to what is required in relation to the new Regulations. Hazard prevention plan There is a psychological hazard prevention plan template which can be found at: Prevention plans for psychosocial hazards | WorkSafe Victoria which is a simple way to go through the risk management process and to document it. Prevention plans are not mandatory – although strongly encouraged. You can use another method to carry out and record your risk management process. Enforcement WorkSafe inspectors may issue improvement notices in the same way as they do for physical hazards. Inspectors will be addressing complaints as well as conducting proactive and strategic workplace visits. All employers, whether in a large or small business, will be required to comply. Reporting Employers need to treat psychological hazards in the same way as physical risks – so you can use your existing internal reporting processes for these too, although they may need to be adapted for this purpose. There are no new mandatory reporting requirements. Commencement The Regulations commence o n 1 st December 2025, to allow time for employers to prepare. It was noted by WorkSafe that the obligation to provide a work environment without risks to psychological health is already required under The Act and that there has been significant lead-time to the new Regulations. Therefore, there is an expectation that employers are already across the requirements, however there is still time prior to 1 st December 2025 to ensure compliance with The Regulations. Before December, employers should have in place: evidence of having identified and controlled psychosocial hazards and have a prevention plan (or alternative) in place, noting that consultation with employees must occur as part of this process. Key takeaways: Employees psychological health must be treated equally to physical health. The Regulations and Compliance Code provide the guidance to employers on how to do that in the most effective way. Employers are encouraged to have a close look at the Compliance Code, which provides practical guidance. Risk management is an ongoing process, not a ‘set and forget’, there is a process of continuous improvement. This means ongoing monitoring and review of psychological risks and the controls. For more information and resources: WorkSafe psychological health page: Psychological health | WorkSafe Victoria To view the full webinar: https://tsglive.com.au/HSMweb3

Employers duties in relation to HSRs

By admin • October 13, 2025
Health and Safety Representatives (HSRs) play a pivotal role in ensuring the well-being of employees in the workplace. Employers have specific legal obligations under the Occupational Health and Safety Act 2004 (OHS Act) to support and collaborate with HSRs. Knowing and understanding these duties are not just about compliance, they are about fostering a culture of safety and mutual respect in the workplace. Who Are HSRs? HSRs are workers elected by their peers to represent their health and safety interests. They act as a bridge between employees and employers, ensuring that safety concerns are raised, addressed, and resolved effectively. Their role is vital in creating a safer, more inclusive workplace. It is important to understand that HSRs are workers who volunteer to represent their co-workers. They have powers under the OHS Act, but they do not have duties. However, the employer does. Here are some of them... Key Employer Duties Toward HSRs Employers in Victoria must actively support HSRs to enable them to perform their roles effectively. Below are the primary duties employers must fulfill: 1.Allowing HSRs to access information. Employers must allow HSRs to access information relating to their Designated Work Group (DWG) relating to: The health and safety of members of their DWG Actual or potential hazards in the workplace Employers are required to share information related to workplace hazards, risks, safety measures and incidents with HSRs. This transparency helps HSRs make informed decisions and advocate for worker safety effectively. 2. Allow HSRs to be present at interviews HSRs must be allowed to represent a member of their DWG (whether an employee or contractor), if the member provides consent. This includes meetings or interviews with the employer, employer's representative or an inspector. 3. Allow HSRs to have time off work with pay The employer must provide paid time for the HSR to Do any work which involves them exercising their powers under The Act Completing any WorkSafe approved training (with 14 days notice) 4. Providing facilities and assistance The employer must enable the HSR to exercise their powers by providing any facilities and assistance required. 5. Allow access of persons providing assistance to HSRs The HSR can request the assistance of any person to resolve and OHS issue and this must be facilitated by the employer, unless they are not considered suitable to assist with OHS matters. 6. Display a written list of HSRs The employer must ensure that a written list of HSRs (and deputy HSRs) is displayed in the workplace where it is readily available to the employees. 7. Facilitating Training Employers must ensure that HSRs are able to access training to perform their role. In Victoria, HSRs are entitled to attend a WorkSafe-approved HSR training course (see: HSR Training Courses | BeSafe | Regional Victoria ) and refresher courses annually. Employers are responsible for: Covering the cost of training Allowing paid leave for HSRs to attend training Allowing HSRs to choose their training provider 7. Allow HSRs to p erform all of their Functions according to their powers under the OHS Act This includes all the powers outlined in our blog on the Powers of HSR's. 8. Consulting with HSRs Employers must consult with HSRs on matters that may affect the health and safety of workers. This includes: Changes to workplace processes, equipment, or systems Development or review of safety policies and procedures Risk assessments and control measures 9. Protecting HSRs from Discrimination HSRs must be able to perform their duties without fear of discrimination or disadvantage. Employers are prohibited from treating HSRs unfavourably because of their role. Why These Duties Matter Fulfilling these obligations is not just about legal compliance, it’s about creating a workplace where safety is prioritised, and workers feel valued. When employers actively support HSRs, they: Reduce workplace injuries and illnesses. Foster trust and collaboration between workers and management. Enhance overall productivity and morale. Penalties for Non-Compliance Failure to meet these duties can result in significant penalties under the OHS Act. Beyond the legal consequences, neglecting HSRs can damage workplace relationships and lead to a decline in safety standards. Conclusion Employers have a critical role in empowering HSRs to champion workplace safety. By meeting their obligations under the OHS Act, employers not only comply with the law but also contribute to a safer, healthier, and more harmonious work environment. Supporting HSRs is an investment in the well-being of your workforce and ultimately, the success of your business. If you’re an employer, take the time to review your practices and ensure you’re meeting your duties toward HSRs. A proactive approach to workplace safety benefits everyone involved.