Workplace monitoring, inspections and checklists

Workplace monitoring helps identify hazards, confirm that risk controls are effective and ensure corrective actions are completed. Monitoring may be scheduled, ongoing or undertaken following an incident or workplace change.

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Workplace inspections

A workplace inspection is a planned review of the work environment, work practices, safety behaviours and existing risk controls. It helps identify hazards before they cause injury, illness, property damage or environmental harm.

Who should be involved?

The Head of School or Division must provide the resources needed for workplace monitoring and inspection activities.

Where reasonably practicable, the workplace inspection team should include:

  • a management representative or supervisor
  • an elected Health and Safety Representative or another employee representative
  • people who perform the work or work in the area being inspected.

How often should inspections occur?

Unless the Head of Department approves a different frequency based on a risk assessment, the period between workplace inspections should not exceed six months.

The supervisor must coordinate the timing of inspections based on the nature of the area, the level of risk and the effectiveness of existing controls.

Additional inspections may be required following an incident, a significant workplace change or the identification of new hazards.

How to complete a workplace inspection

  1. Plan the inspection. Confirm the area, scope, inspection team, timing and areas of focus.
  2. Review previous findings. Check that earlier actions were completed and that previously identified hazards have not re-emerged.
  3. Open the checklist. Use the designated workplace inspection checklist in UoM Riskware.
  4. Inspect the workplace. Observe the physical environment, work practices, workplace systems, legal requirements and safety behaviours. Involve people who perform the work.
  5. Record findings. Document identified hazards, existing controls, required improvements and recommended actions directly in the checklist.
  6. Assign and close actions. Nominate a responsible person, set an appropriate timeframe and verify that each action is completed and effective.

For system instructions, see Riskware workplace inspection checklists.

Hazards and corrective actions

If an inspection identifies a hazard, record it in the UoM Riskware checklist and create a task for any action that cannot be completed immediately.

  • Immediate danger: stop the activity or restrict access, implement immediate controls and escalate the matter.
  • Safe to correct immediately: the inspection team may rectify the hazard if they are authorised, capable and competent to do so.
  • Further action required: assign the task to an appropriate responsible person, apply temporary controls where needed and set a suitable completion date.

The supervisor is responsible for implementing or escalating corrective actions. The Head of School or Division must ensure inspection records are retained and actions are followed through to closure in an auditable system.

For instructions, see How to complete a task in UoM Riskware.

If the inspection identifies that an incident, injury, illness or near miss has occurred, submit a separate report in ERMS.

Computer workstation self-assessments

Working from home

Employees and graduate researchers can use the home workstation self-assessment to review ergonomics, electrical safety and general health and safety considerations.

Complete the assessment when starting a new working-from-home arrangement and whenever the home work environment changes.

Working on campus

Employees and graduate researchers can use the on-campus workstation self-assessment to review workstation setup, equipment, emergency arrangements and hygiene.

Complete the assessment when the workstation or working environment changes, such as after relocation or when using a different type of workstation.

Access the Computer workstation self-assessment guidance.

Using UoM Riskware

The UoM Riskware mobile app can be used to:

  • complete health and safety checklists
  • view your checklists
  • complete assigned tasks.

Checklist management functions, including supervisor visibility and reporting, must be completed using the desktop platform.

If the mobile app is difficult to read while your device is using dark mode, switch the device to light mode while using the app.

Riskware guidance

Monitoring equipment and cyclic events

Health and safety monitoring equipment includes equipment used for health and safety inspection, measurement or testing. Areas that own or control this equipment must record calibration and maintenance requirements.

Use the Monitoring equipment register to record monitoring equipment and calibration requirements.

Include a review of the monitoring equipment register in the local cyclic events schedule at least annually.

Forms and guidance

Requirements and assistance

Last reviewed: August 2026