Monitoring, reporting and assurance

Schools and early learning service providers will 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.

Level of complianceMain audienceOther

Inform

  • Boards
  • Proprietors
  • Principals and Tumuaki
  • All Early Learning Services
  • Teachers
  • Health and Safety Officer(s)
  • Educators, Teachers and Kaiako
  • General Public 

This information supports schools and early learning services to comply with statutory health and safety regulations under the Health and Safety Act 2015.

Monitoring, reporting and assurance system in relation to health and safety

Monitoring, reporting and quality assurance are 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 implement a process of continuous improvement.

The system uses key performance indicators of health and safety performance and includes a programme of regular 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.

Monitoring and reporting on the workplace health and safety system

The board or early learning service has 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 or early learning service and assisting officers to meet their due diligence duty.

Health and safety performance indicators

Performance indicators are essential management tools for measuring the success of a workplace health and safety system. A system should use both lead and lag indicators, but with a greater weighing on lead indicators.

  • Lead indicators: measure activities designed to prevent harm, and manage and reduce risk. They are focused on future safety performance.
  • Lag Indicators: measure past performance results and indicate facts about past events. They indicate progress toward compliance with health and safety legislation and regulations.

When monitoring a health and safety system using performance indicators, it is important to also assess whether the indicators themselves continue to be suitable, if their context has changed, and if they need updating.

Examples of lead and lag performance indicators

For management

For the worker

  • Improved health and wellness of workers
  • A happier, more resilient workforce
  • More engaged staff
  • Increased worker performance
  • Reduced absenteeism
  • Better staff retention
  • Reduced workplace accidents
  • Reduced sick leave
  • Increased loyalty
  • Stronger employer/employee relationships
  • Lower injury, illness and sick pay costs
  • Improved job satisfaction
  • Better quality of life
  • Improved physical fitness, nutritional practices and mental wellbeing
  • Better knowledge of health promoting behaviours
  • Better health outcomes
  • Increased energy and morale
  • Better quality of life

Quality assurance for a health and safety system

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 and areas of areas of non-conformance in a workplace health and safety system.

A sound health and safety system enables the board or early learning service to comply with statutory requirements. By implementing an audit process with measurable standards the board or early learning service will be better placed to protect their workers from accidents and subsequent down-time.

Both the internal and external audits should be carried out against a set of audit standards, which should cover the following areas:

  • the board or early learning services commitment to workplace health and safety
  • monitoring, tracking, reporting and evaluation of the workplace health and safety system
  • risk identification, assessment and management
  • information, training and supervision
  • incident and accident reporting, recording and investigation
  • worker participation in workplace health and safety
  • emergency planning and readiness.

The outcomes of the audit should identify areas of non-conformance and make recommendations on improvements that can be made to the health and safety system.

Quick check monitoring and reporting chart

Review the quick check monitoring and reporting chart.  If you can answer yes to everything, then you appear to be prepared.

Does our school have:

Yes

No

Health and safety information that is available to all workers?

 

 

An explanation of our workers’ health and safety responsibilities?

 

 

A comprehensive list of workplace hazards and safe working methods with these hazards?

 

 

Reporting requirements and a log for injuries and incidents?

 

 

Trained health and safety representatives, fire wardens, and first aiders?

 

 

A record of health and safety training needs for specific roles and completed training records for workers?

 

 

Emergency and evacuation procedures?

 

 

A document showing the location of First Aid kits, Civil Defence kits, phones, fire extinguishers, fire alarms, emergency exits, emergency meeting points, etc

 

 

An explanation of any compulsory personal protective equipment and safety gear, and why it must be used (eg trades classes)?

 

 

Information about worker participation and representation in the school’s health and safety polices and procedures?

 

 

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