Task 1: Indicators of health and safety culture 1 What are the positive indicators of health and safety

culture at Urban Oak Designs? (15) Note: Your answer must be based on the scenario only.

Positive Indicators of Health and Safety Culture at Urban

Oak Designs
Based on the provided scenario, the following positive indicators of health and safety culture
can be identified at Urban Oak Designs:

1. Commitment to Health and Safety: The factory manager's commitment to

implementing the workplace inspection program as an occupational health and safety
objective demonstrates a clear commitment to health and safety at the organizational
level.
2. Employee Involvement: The decision to implement the workplace inspection
program following consultation with all workers indicates a willingness to involve
employees in safety decision-making, fostering a sense of ownership and
responsibility.
3. Dedicated Health and Safety Resource: The appointment of a Health and Safety
Officer (HSO) to review the health and safety policy and coordinate the inspection
program shows a proactive approach to managing health and safety.
4. Proactive Hazard Identification: The development of a checklist based on past
accidents and incidents demonstrates a proactive approach to identifying potential
hazards and risks.
5. Data-Driven Approach: The HSO's collection, collation, and evaluation of data from
the inspection checklists indicate a data-driven approach to safety management,
allowing for informed decision-making.
6. Open Communication: The HSO's practice of conducting weekly feedback meetings
with workers and supervisors fosters open communication about safety issues.
7. Champion for Safety: The presence of a senior manager who volunteers to be the
workplace inspection champion demonstrates leadership support for health and safety
initiatives.
8. Resource Allocation: The provision of resources for consultation meetings and
special arrangements for a factory supervisor with hearing difficulties indicates a
commitment to supporting health and safety activities.

It is important to note that while these indicators suggest a positive foundation for a strong
health and safety culture, the presence of negative indicators (such as the attitudes of some
senior managers and supervisors) highlights areas for improvement.
Task 2: Actions of a labour inspector 2 It is common for the labour inspectorate to ask labour
inspectors to visit a workplace following notification of a workplace injury. (a) What are the
functions of labour inspection? (5) (b) What are the actions the labour inspector could take following
a visit? (5)

Task 2: Actions of a Labour Inspector

(a) Functions of Labour Inspection

Labour inspectors play a crucial role in ensuring safe and fair working conditions. Their
primary functions include:

1. Enforcement of Labour Laws: Inspectors ensure that employers comply with labour laws,
including those related to wages, hours of work, occupational health and safety, and
employment conditions.
2. Protection of Workers' Rights: They safeguard the rights of workers by investigating
complaints, addressing grievances, and ensuring fair treatment.
3. Promotion of Occupational Safety and Health: Inspectors conduct workplace inspections to
identify hazards, assess risks, and enforce safety regulations to prevent accidents and
illnesses.
4. Education and Guidance: They provide employers and workers with information and advice
on labour laws, safety practices, and best practices.
5. Data Collection and Analysis: Inspectors gather data on workplace conditions and trends to
inform policymaking and identify areas for improvement.

(b) Actions of a Labour Inspector Following a Workplace Injury

Following a workplace injury, a labour inspector may take several actions, including:

1. Investigation: Conduct a thorough investigation to determine the cause of the accident,

identify any breaches of safety regulations, and assess the employer's compliance with
reporting requirements.
2. Enforcement of Regulations: If violations are found, the inspector may issue improvement
notices, impose penalties, or initiate legal proceedings against the employer.
3. Medical Examination: Require the injured worker to undergo a medical examination to
assess the extent of their injuries and determine the appropriate compensation.
4. Compensation Claims: Assist the injured worker in filing a compensation claim if eligible,
providing guidance on the process and supporting documentation.
5. Preventive Measures: Recommend measures to prevent similar accidents from occurring in
the future, such as improved safety training, equipment, or procedures.
6. Public Awareness: Use the incident as an opportunity to raise awareness about workplace
safety and health issues through media or public campaigns.

It's important to note that the specific actions taken by a labour inspector may vary depending
on the severity of the injury, the nature of the workplace, and the applicable labour laws.
Task 3: Workplace inspection checklists 3 What are the benefits of using a checklist for the
workplace inspections? (8)

Benefits of Using a Checklist for Workplace Inspections

1. Standardization: A checklist ensures consistency in the inspection process, ensuring
all critical areas are covered.
2. Efficiency: Checklists streamline the inspection process, saving time and resources.
3. Completeness: By following a checklist, inspectors are less likely to miss important
hazards or areas of concern.
4. Documentation: Checklists provide a clear record of inspection findings, including
observations, actions taken, and follow-up requirements.
5. Compliance: Checklists can be aligned with regulatory requirements, helping to
ensure compliance with health and safety legislation.
6. Prioritization: Checklists can help prioritize hazards and risks based on severity and
likelihood of occurrence.
7. Data Collection: Information gathered through checklists can be analyzed to identify
trends and patterns, allowing for targeted prevention measures.
8. Accountability: Checklists create a clear record of inspection activities, enhancing
accountability for both inspectors and management.

Task 4: Individual human factors 4 Comment on the individual human factors of Supervisor X that
could have contributed to the accident? (6) Note: You should support your answer, where
applicable, using relevant information from the scenario

Individual Human Factors of Supervisor X

Supervisor X's actions and attitudes highlight several individual human factors that may have
contributed to the accident:

1. Lack of Safety Knowledge: Supervisor X's dismissal of the accident as "human

error" suggests a limited understanding of accident causation and the role of systemic
factors. This lack of safety knowledge is evident in their reluctance to investigate the
incident further.
2. Overconfidence: The supervisor's assertion that any reasonable person would reach
the same conclusion about the accident indicates overconfidence in their own
judgment and a disregard for potential alternative explanations.
3. Time Pressure: The supervisor's rushed behavior, as evidenced by their angry
response to the contractor's lack of paperwork, suggests they were under time
pressure. This can lead to shortcuts and compromised decision-making.
4. Poor Communication: Supervisor X's failure to properly communicate with the
contractor about the machine's operation and safety procedures demonstrates a lack of
effective communication skills.
5. Negative Attitude: The supervisor's belief that "most accidents are unavoidable" and
that "people are always to blame" reflects a negative attitude towards safety and a
potential reluctance to address underlying issues.
 6. Lack of Supervisory Responsibility: The supervisor's failure to ensure the
contractor had the necessary information, risk assessments, and supervision indicates
a lack of understanding of their supervisory responsibilities.

These individual human factors, when combined with systemic issues, contributed to the
accident and highlight the importance of addressing both individual and organizational
factors in safety management.

Task 5: Contractor management 5 Explain how the contractor was poorly managed while working at
Urban Oak Designs. (10) Note: You should support your answer, where applicable, using relevant
information from the scenario.

Poor Contractor Management at Urban Oak Designs

The scenario highlights several instances of poor contractor management at Urban Oak
Designs:

1. Lack of Pre-Job Briefing: The contractor was given a brief tour of the area but did
not receive adequate information about the machine, its hazards, or specific safety
precautions. A comprehensive pre-job briefing is essential to ensure contractors
understand the tasks, risks, and control measures.
2. Ineffective Supervision: Supervisor X failed to provide proper supervision to the
contractor, leaving them to work unsupervised and without access to necessary
information or support. Effective supervision involves providing guidance,
monitoring work activities, and addressing questions or concerns.
3. Disregard for Safety Documentation: The contractor was allowed to start work
without presenting their risk assessment and method statement. This demonstrates a
lack of adherence to basic safety protocols and a disregard for essential
documentation.
4. Overloading of Permit Issuer: The permit issuer was overwhelmed with a high
volume of permits, potentially compromising the quality of the permit-to-work
process. Effective contractor management requires adequate resources for permit
issuance and review.
5. Failure to Enforce Permit-to-Work System: The most critical failure was the
absence of machine isolation and lockout-tagout (LOTO), despite being specified in
the permit. This fundamental breach of the PTW system highlights a systemic failure
in contractor management.
6. Lack of Communication: The contractor's inability to locate the machine operator or
Supervisor X when they had questions indicates poor communication channels and a
lack of accessible support.
7. Insufficient Hazard Information: The presence of a hidden warning sign about the
machine's unexpected start-up suggests a failure to effectively communicate hazards
to contractors.

These issues collectively demonstrate a breakdown in contractor management, leading to a

hazardous work environment and ultimately, the accident.
Task 6: Active and reactive monitoring measures 6 The HSO advises the factory manager that they
should consider further health and safety performance monitoring at Urban Oak Designs. (a) What
active (leading) monitoring measures could be used? (5) Note: Your answer must be based on the
scenario only. (b) What reactive (lagging) monitoring measures could be used? (13)

Task 6: Active and Reactive Monitoring Measures

(a) Active (Leading) Monitoring Measures

Active monitoring measures focus on preventing incidents before they occur. Here are some
potential measures for Urban Oak Designs:

1. Safety Audits: Conduct regular safety audits of departments and work areas to identify
potential hazards and non-compliance issues.
2. Safety Observations: Implement a safety observation program where employees and
supervisors observe and provide feedback on safe and unsafe behaviors.
3. Safety Training Effectiveness: Measure the effectiveness of safety training through
knowledge tests, practical assessments, or behavior observations.
4. Hazard Identification and Risk Assessment Reviews: Regularly review existing risk
assessments and identify new or changing hazards.
5. Safety Climate Surveys: Conduct employee surveys to assess perceptions of safety culture,
management commitment, and employee engagement.

(b) Reactive (Lagging) Monitoring Measures

Reactive monitoring measures analyze data after incidents occur to identify trends and
implement corrective actions. Potential measures include:

1. Accident Rates: Track the frequency and severity of accidents and incidents.
2. Near-Miss Reporting: Encourage reporting of near-miss incidents to identify potential
hazards before they cause accidents.
3. Absenteeism Rates: Monitor rates of absence due to work-related injuries or illnesses.
4. Workers' Compensation Claims: Track the number and cost of workers' compensation
claims.
5. Compliance Audits: Review compliance with health and safety regulations and standards.
6. Inspection Findings: Analyze findings from workplace inspections to identify recurring
issues.
7. Safety Equipment Usage: Monitor the use of personal protective equipment (PPE) and other
safety equipment.
8. Employee Complaints: Track the number and nature of employee complaints related to
health and safety.
9. Enforcement Actions: Monitor the number of enforcement actions taken by regulatory
authorities.
10. Civil Claims: Track the number and outcome of civil claims related to workplace injuries.
11. Occupational Disease Cases: Monitor the incidence of occupational diseases.
12. First Aid Treatment Data: Analyze first aid records to identify common injuries or illnesses.
13. Safety Equipment Damage: Track the frequency and causes of damage to safety equipment.
By combining both active and reactive monitoring measures, Urban Oak Designs can
effectively identify and address health and safety issues, reducing the risk of accidents and
improving overall workplace safety.

Task 7: Policy review 7 Why might the health and safety policy require a review? (10) Note: You
should support your answer, where applicable, using relevant information from the scenario.

Why a Health and Safety Policy Requires Review

A health and safety policy is a living document that should be regularly reviewed and
updated to ensure its effectiveness and relevance. Several factors necessitate policy review at
Urban Oak Designs:

1. Legal and Regulatory Changes: Workplace health and safety laws and regulations
are subject to change. Policy reviews ensure compliance with updated legislation.
2. Organizational Changes: Changes in the organization's structure, processes, or
workforce can impact health and safety risks. The policy must adapt to these changes.
3. Technological Advancements: New technologies and equipment can introduce new
hazards or alter existing risks. The policy should reflect these developments.
4. Accident and Incident Trends: Analysis of accident and incident data can identify
areas where the policy needs to be strengthened or modified to prevent recurrences.
5. Best Practice Development: Advances in health and safety practices and standards
may necessitate policy updates to incorporate best practices.
6. Employee Feedback: Employee input can highlight areas where the policy is unclear,
ineffective, or outdated.
7. Risk Assessments: Regular risk assessments may identify new or changing hazards
that require policy modifications.
8. Performance Evaluation: The effectiveness of the current policy can be evaluated
through performance indicators and key performance indicators (KPIs).
9. Consultation and Engagement: Regular consultation with employees and
representatives can identify areas for improvement and ensure the policy aligns with
their needs.
10. Time Lapse: Even without significant changes, policies should be reviewed
periodically to ensure they remain relevant and effective. The fact that the policy at
Urban Oak Designs was last signed off in January 2021 indicates a need for review.

By conducting regular policy reviews, Urban Oak Designs can maintain a robust health and
safety framework that effectively protects the well-being of its employees.
Task 8: Assessing the permit-to-work (PTW) system arrangements 8 Comment on the application of
the PTW system at the factory. (12) Note: Your answer must be based on the scenario only.

Assessment of the PTW System at Urban Oak Designs

The PTW system at Urban Oak Designs appears to have several shortcomings, as evidenced
by the accident:

1. Overreliance on Permit Issuer: The permit issuer's workload of issuing up to 10

PTWs per day indicates a potential overreliance on this role. This could lead to rushed
decisions, reduced attention to detail, and an increased risk of errors.
2. Lack of Rigorous Risk Assessment: While the permit issuer clarified the contractor's
understanding of hazards and risks, the decision to not physically check the work area
suggests a potential lack of rigorous risk assessment. A thorough assessment is crucial
for identifying and controlling hazards effectively.
3. Ineffective Communication: The breakdown in communication between the permit
issuer, Supervisor X, and the contractor regarding machine isolation highlights a
failure in the PTW process. Clear and effective communication is essential for
ensuring that all parties understand the permit requirements and associated safety
measures.
4. Failure to Enforce Control Measures: The most critical issue is the complete
absence of machine isolation and lockout-tagout (LOTO), despite being specified in
the PTW. This fundamental failure to implement control measures undermines the
entire purpose of the PTW system.
5. Lack of Supervisor Involvement: The absence of Supervisor X during the critical
stages of the work and their failure to ensure compliance with the PTW requirements
indicate a lack of supervisory oversight. Supervisors play a vital role in the PTW
process.
6. Potential for Human Error: The system's reliance on human intervention at multiple
stages increases the potential for human error. This is evident in the permit issuer's
decision not to physically check the work area and the supervisor's failure to enforce
isolation procedures.

Overall, the PTW system at Urban Oak Designs appears to be inadequately implemented,
with several weaknesses that contributed to the accident. A comprehensive review and
improvement of the system are necessary to prevent similar incidents in the future.
Task 9: Communication 9 Comment on the positive use of communication at the factory. (11) Note:
Your answer must be based on the scenario only.

Positive Use of Communication at the Factory

Despite the challenges highlighted in the scenario, some positive communication practices
can be identified at Urban Oak Designs:

1. Consultation with Workers: The decision to implement the workplace inspection

program following consultation with all workers demonstrates a positive step towards
involving employees in safety decision-making.
2. Open Communication Channels: The HSO's practice of conducting weekly
feedback meetings with workers and supervisors fosters an open communication
channel for discussing safety concerns.
3. Information Sharing: The HSO's role in collecting, collating, and evaluating data
from inspection checklists promotes information sharing and knowledge management.
4. Communication with Contractors: The HSO's proactive approach in contacting the
maintenance organization and arranging a meeting with the injured contractor
demonstrates effective communication with external stakeholders.
5. Clear Documentation: The use of self-duplicating PTW forms and the requirement
for signatures indicates a focus on clear documentation and communication of
responsibilities.
6. Safety Champion Role: The appointment of a senior manager as a workplace
inspection champion signifies a commitment to effective communication and
leadership on safety matters.
7. Feedback Mechanism: The provision of a platform for factory supervisors to provide
feedback to the HSO during the feedback meetings creates an opportunity for open
dialogue and improvement.
8. Information Sharing with Contractors: The provision of necessary information
about Urban Oak Designs' general activities to the maintenance organization
demonstrates a commitment to effective communication with contractors.
9. Clarification of Tasks: The permit issuer's practice of repeating the exact nature of
the job to the contractor indicates a focus on clear communication and understanding
of the task.
10. Feedback from Supervisors: The factory supervisors' practice of giving praise and
constructive feedback to workers during inspections demonstrates positive
communication and reinforcement of good practices.
11. Reporting of Incidents: The factory supervisor's reporting of the accident to the
HSO indicates a willingness to communicate incidents and initiate investigations.

While these examples highlight positive communication practices, it is essential to address

the areas where communication broke down to prevent future incidents.