Health and Safety Representatives and Designated Work Groups
Electing new HSR, list of current University HSRs, approved training, HSR forum, renegotiating designated work groups
Health and Safety Representatives
Health & Safety Representatives (HSRs) are employees elected by members of a Designated Work Group (DWG) to represent and safeguard their health and safety interests.
A HSR elected for a DWG may, under the Occupational Health and Safety Act 2004 (Vic), do any of the following:
- Inspect any part of a workplace in which a member of the DWG works after giving reasonable notice, or without delay in the event of an incident or immediate risk to health or safety.
- Accompany an inspector during a workplace inspection involving their DWG.
- Require the establishment of an health and safety committee.
- If the member of the DWG consents, attend interviews on health or safety matters between that person and an inspector or employer.
- If the HSR is authorised to represent an independent contractor and that person consents, attend interviews on health or safety matters between that person and an inspector or employer.
HSRs at the University are granted invitation to the quarterly HSR Forum meetings.
- Health & Safety - Elect a health and safety representative (HSR)
- Health & Safety - Create an auditable secret ballot
- Electing a new HSR
Health & Safety: Health and safety representative election guidelines provides information on how to elect a HSR including elections procedures, nominations and the voting system. It also includes the following support templates for HSR elections:
- Call for nominations
- Nomination form
- Voting paper
- Voter signature labels
- Voting paper envelope labels
- Confirmation of election letter
- List of HSRs at the University
The University Services Health & Safety team maintains the University's register of elected Health and Safety Representatives and Designated Working Groups:
Changes to this list
Please help us keep this list up to date by emailing firstname.lastname@example.org with any changes. A new edition of the list is published approximately quarterly.
New HSRs are placed on our mailing list to receive notification about proposed changes to health and safety policy and procedure available for consultation, and other health and safety matters of interest.
The maintenance of this list is a legislatively mandated; therefore, local areas are asked to provide prompt and complete advice of any changes. For newly elected HSRs, the returning officer for the election should advise us of the new HSR's name, email address and date of election.
- Approved HSR Training
How to enrol
Note: it is important to:
- select your training dates in consultation with your supervisor
- notify the Health & Safety team about your training so that the HSR list can be updated accordingly.
Fees and Conditions
Central funding for this training is available only to elected employee Health & Safety Representatives in the meaning of the Occupational Health & Safety Act 2004 (Vic).
The University has a central fund, administered by Health & Safety, which will pay the costs of this training for eligible trainees. Please note that if you do not appear on the University's list of elected employee Health & Safety Representatives, and are seeking Health & Safety assistance with enrolment in this training or payment of costs, you may need to provide evidence of your election before we can assist you.
Once a quote or invoice is received please send it through to email@example.com so the Health & Safety team can process payment for the training.
Approved training for elected employee Health & Safety Representatives comprises the following courses:
5 Day Initial Training
Introductory training on the role and function of an elected Health and Safety Representative, for newly elected Health and Safety Representatives.
WorkSafe-approved external provider.
Elected Health and Safety Representatives who have not undertaken approved Health and Safety Representative training previously.
1 Day Refresher Training
Refresher training on the role and function of an elected Health and Safety Representative. Some providers may offer a selection of customised content within this training, based on different workplace hazard profiles.
WorkSafe-approved external provider.
Elected employee Health and Safety Representatives who have undertaken the 5 day training previously. Refresher training may be undertaken once per year.
For a list of WorkSafe-approved training providers and training dates please visit the WorkSafe website.
- Health & Safety Representative forum
The forum is a self-convened discussion forum for the University's Health and Safety Representatives.
For queries please contact the convenor, Deanne Catmull.
Meeting 3: Agenda
2017 Health and Safety Representatives
2016 Health and Safety Representatives
- Renegotiating Designated Work Groups
A designated work group is a grouping of employees represented by an elected employee HSR.
Please note that details of Designated Work Groups (including group name, extent of membership, number of HSRs, etc) have been determined by formal negotiation. If you wish to vary the DWG details for your area, you will need to engage in formal renegotiation
From time to time, workplace or organisational changes may make it more difficult for HSRs to represent staff while a previously agreed DWG structure persists. Therefore local areas may wish to adjust the grouping of staff into DWGs. The following guidance material advises what factors to consider, and gives a recommended protocol for renegotiating DWGs in a manner that is compliant with legislative and procedural requirements. A template for the letter to all staff recommended in the protocol is also provided.
To commence a renegotiation, you will need to contact the Associate Director, Health & Safety. The Associate Director, Health & Safety or nominee is the only management representative authorised to represent the University in DWG negotiations.
- How to renegotiate designated work groups
- Template: Proposal to renegotiate designated work groups - to use this template, remove the background "TEMPLATE" watermark and edit or remove all text highlighted in yellow.