Occupational Health & Safety Policy
Template — South Africa

A board-endorsed commitment to providing a safe and healthy workplace, defining the scope of the policy, outlining key health and safety objectives, establishing that safety is a non-negotiable priority that supersedes production targets, and committing the necessary resources (financial, human, and technological) to implement and maintain the OHS management system. Signed by the CEO as the section 16(1) appointee.

Formal appointment of the section 16(1) appointee (CEO/MD — ultimate responsibility for OHS) and section 16(2) appointees (designated managers, supervisors, and safety officers to whom specific OHS duties are assigned). Each appointment must be in writing, specifying the duties assigned, the authority and resources provided, and the appointee's acceptance. Covers the duties of managers, supervisors, safety officers, and employees under section 14, establishing a clear chain of OHS accountability throughout the organisation.

Procedures for identifying workplace hazards (physical, chemical, biological, ergonomic, psychosocial), conducting baseline and issue-based risk assessments, maintaining a comprehensive risk register, implementing control measures following the hierarchy of controls (elimination, substitution, engineering controls, administrative controls, PPE), and conducting risk assessment reviews after incidents, changes in processes, or introduction of new equipment. Aligned with the requirements of various OHS Act Regulations including the General Safety Regulations.

Requirements for appointing health and safety representatives under section 17 (mandatory for employers with 20+ employees — one representative per 50 workers or as prescribed by sector regulations). The nomination or election process (by fellow employees, not employer-appointed). The rights and functions of representatives under section 18, including the right to inspect the workplace, investigate incidents, attend committee meetings, and accompany inspectors. Establishment of the health and safety committee under section 19 with meeting schedules (minimum quarterly), agenda items, and escalation procedures.

Comprehensive procedures for reporting workplace incidents: section 24 of the OHS Act requires employers to report any incident resulting in death, unconsciousness, loss of a limb, permanent physical defect, or likely permanent physical defect to the provincial Department of Employment and Labour. Near-miss reporting and investigation. Internal reporting timelines. Scene preservation requirements (the scene must not be disturbed until an inspector grants permission). COIDA claim procedures (WCL forms) for injured employees. Root cause analysis and corrective action protocols.

Standards for issuing, fitting, maintaining, and replacing PPE in compliance with section 8(2)(d). The employer's obligation to provide PPE at no cost based on the risk assessment. PPE specifications for different hazards (head, eye, ear, respiratory, hand, foot, fall, and body protection). Employee duties to wear prescribed PPE under section 14. PPE register and inventory management. Inspection schedules. The prohibition on allowing employees to work without prescribed PPE.

Emergency evacuation plans with designated assembly points and escape routes, fire prevention and firefighting equipment (maintained per the Fire Brigade Services Act), first aid provisions (trained first aiders per the General Safety Regulations — at least one first aider per 50 employees), emergency communication protocols, emergency drill schedules (at least quarterly for evacuations, annually for chemical spill or other scenario-specific drills), and coordination with emergency services.

Mandatory induction training for new employees covering workplace hazards, safety rules, and emergency procedures. Ongoing safety training programmes for specific risks (working at heights, confined spaces, hazardous chemicals, electrical safety). Toolbox talks (regular short safety briefings at the start of shifts). Specialised training for section 16(2) appointees, safety representatives, and first aiders. Documentation and record-keeping of all training as required by the OHS Act for inspection and compliance evidence.

OHS requirements for contractors working on company premises — section 37 of the OHS Act addresses the employer's responsibility for contractor safety. Mandatory contractor induction, proof of OHS compliance, COIDA registration, risk assessments for contractor work, permit-to-work systems for high-risk activities, and the employer's right to stop contractor work that poses an imminent safety risk. Visitor safety provisions including sign-in procedures, escort requirements, and emergency briefings.

The employer's obligation to register with the Compensation Fund and maintain good standing by paying annual assessments. The process for submitting COIDA claims (WCL.1, WCL.2, and WCL.4 forms) within the prescribed timeframes. The employer's duty to assist injured employees with the claim process. The Letter of Good Standing and its importance for tender compliance and contractor appointments. Return-to-work programmes for injured employees.

Medical surveillance programmes for employees exposed to specific health hazards — including pre-employment medicals, periodic health assessments, biological monitoring for chemical exposure, hearing conservation programmes for noise-exposed workers, and lung function testing for employees exposed to dusts and fumes. Compliance with the regulations for specific hazards (Lead Regulations, Asbestos Regulations, Noise-Induced Hearing Loss Regulations, Hazardous Chemical Substances Regulations).

Internal OHS audit programme including workplace inspections (monthly by supervisors, quarterly by safety representatives, annually by management), compliance checklists aligned with OHS Act requirements, corrective action tracking, management review meetings, and annual policy review. External audit provisions. Department of Employment and Labour inspection preparation. Continuous improvement framework incorporating lessons from incidents, near-misses, and audit findings.