HS 029 Comm, Part and Consul

SOUTH AFRICAN REGION REFERENCE REVISION PAGE
SERVICES H&S 029 6 1 OF 18

HEALTH & SAFETY SYSTEM OPERATIONAL ORIGINATOR H&S MANAGER
PROCEDURE
COMMUNICATION, PARTICIPATION AND CONSULTATION
DESIGNATION PRINT NAME SIGNATURE DATE
COMPILED BY H&S OFFICER S THERON Original Signed 2/08/2012
REVIEWED BY SNR H&S OFFICER JSD CRONJÉ Original Signed 2/08/2012
AUTHORISED BY H&S MANAGER J SODEN Original Signed 2/08/2012
TABLE OF CONTENTS PAGE ADDENDA PAGE

1. PURPOSE 2 ANNEXURE “X” – DEFINITIONS AND ABBREVIATIONS 12 – 16
2. SCOPE 2 ANNEXURE “XX” - REFERENCES 17
3. DEFINITIONS AND
2 RECORD OF AMENDMENTS 18
ABBREVIATIONS
4. REFERENCES 2
5. RESPONSIBILITY /
2
ACCOUNTABILITY
6. TYPES OF COMMUNICATION
3
PROCESSES
REVISION DESCRIPTION OF REVISION DATE
6 REVISION DUE TO AUDIT REQUIREMENTS 2 AUG 2012
(Original, approved copy filed at the H&S Department)

Uncontrolled if printed. Only up-to-date on the intranet.
Communication, Participation and REVISION EFFECTIVE DATE PRINT DATE PAGE

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H&S 029 06 August 2012 03 August 2012 Page 1 of 18
1. PURPOSE
The purpose of this procedure is to establish a process to ensure that effective communication,
participation and consultation takes place throughout all levels within the organisation as well as
external organisations and interested parties.
2. SCOPE
Encourage proper communication in OHS practices internally and externally supporting the OHS
policy and OHS objectives, from all those affected by its operation. Ensure that pertinent OHS
information is communicated to and from employees and other interested parties.
Through communication SA Region Services encourages participation in good OHS practices and
support for its OHS policy and OHS objectives from those affected by its operation or interested in the
SARSSS and this includes the participation and consultation of employees at all levels, employee
representatives, temporary workers, contractors, sub-contractors, visitors, neighbours, volunteers,
emergency Services, insurers and government or regulatory body inspectors.
3. DEFINITIONS AND ABBREVIATIONS
Refer to Annexure “X”
4. REFERENCES
Refer to Annexure “XX”
5. RESPONSIBILITY / ACCOUNTABILITY
Designation Responsibilities and accountabilities

Manager / Engineer • Ensure that resources are available for a proper communication system.
• Communicate pertinent health and safety issues with MANCOM
• Ensure all H&S communication is done through the H&S department.
• Ensure that the communication process are implemented and operational
• Ensure that roles and responsibilities are set.
• Ensure safety representatives are appointed.
Snr HR Manager • Ensure that ad-hoc audits are done on the effectiveness of the
communication process.
• Ensure that the consultation process is maintained with the joint forum
and organised labour.
H&S Manager • Advise management on the pertinent safety related issues to
communicate.
• Capture all H&S related communication Electronically
• Facilitate the participation process of the Mine Health and Safety
Committee and Safety representatives (WITW meetings).
• Facilitate the external communication process.
HOD’s • Ensure that workplace meetings are held.
• Ensure that safety communication is done at least once a month
• Ensure safety representatives are appointed.
Management • Ensure availability of resources to implement the OH&S programme
Representative • Ensure that analysis is made of information pertinent to OH&S
• Compare information with objectives, evaluate effectiveness of controls
and where targets are not met change controls to achieve desired results


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• Ensure information is distributed and communicated to employees
relevant to the work they perform
• Ensure that personnel are aware of applicable legal and other
requirements
• Ensure H&S Officer (Systems) keep and maintain records
Supervisors / Foreman • Ensure that line conduct a daily communication meeting.
• Communicate pertinent health and safety related issues to staff daily.
Workers • Participate in Safety initiatives, communication processes and report
workplace hazard not fixable immediately.
H&S Officer (Systems) • Communicate new and change legislation as depicted in this procedure
and legal and other requirement procedure.
Organized labour • Ensure proper communication with HR and also adequate representation
in the different forums.
IT • Ensure communication being distributed electronically to all role-players.
6. TYPES OF COMMUNICATION PROCESSES
6.1 DMR / DOL & NNR COMMUNICATION
All DMR / DOL & NNR communication is done by the Health and Safety department. All documents
such as Exemptions, Permits, Appointments, Accident / Incident reporting etc. are done where and
when required. Correspondence to the DMR / DOL & NNR will be recorded in the document issue
register. The documents are routed through to the DMR / DOL & NNR by hand or by postal system.
6.1 Internal Communication

6.1.1.1 COP, Procedures, Risk Assessments
The Health and Safety Manager will e-mail all COP’s, Procedures, Exemptions, Documents for
approval etc. to all relevant personnel. The approved documents will also be communicated through
to all Health and safety committee members at the Health and safety committee meetings.
6.1.1.2 Audits and inspection Reports
Results of Occupational Health and Safety audits, inspections, non conformances and investigation
will be communicated to employees, employee organisations and contractors as may be required.
They may be involved in the remedial action process as depicted in the system procedures.


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COMMUNICATION MATRIX
HOW
Type of Communication By Whom E-Mail/Web Briefs Notice Boards
Safety Alerts All √ √
Major Loss Announcements H&S and other Mines √ √ √
Major Achievements H&S Department √ √ √
Safety Topics H&S √ √ √
Critical Tasks/Risk Profiles HOD √ √
Managerial Instructions HOD √ √ √
H&S Inspections H&S Officer √ √
Site Procedures HOD √ √
Emergency Procedures HOD √ √ √
H&S Monthly Reports Snr. H&S Officer √
DMR Newsletter H&S Manager √
IRMS Action Manager Snr. H&S Officer √
Legal Appointee's Report Snr. H&S Officer √
Safety Statistics Asst. H&S Officer √ √
Briefs from Management Management √ √ √
Risk Assessments Snr. H&S Officer √
Daily Safety Stats Asst. H&S Officer √
NNR Reports H & S Manager √
NOTE:
Communication to contractors and external parties – Refer to Competence, training and awareness
(H&S 027)
6.2 HEALTH AND SAFETY COMMUNICATION FORUMS (WITW) AND CONSULTATION
Through the formation of a SA Region Services Joint Health and Safety Committee, the
organisation has reaffirmed its moral responsibility and accountability for the health and
safety of all employees. Management and Employee Representatives recognise their mutual
interest in the health and safety of workers and actively participate in a continuing programme
to:
• Identify
• Assess
• Eliminate
• Control
• Minimise, and
• Monitor
health and safety hazards. The findings of these campaigns or other safety initiatives must be
communicated to all employees through the existing Health and Safety representatives in the
workplace.
The committee must consist of the number of members as agreed upon and included in the
Health and Safety Agreement.
The committee meets once a month on a predetermined date as scheduled at the beginning
of each year. Minutes are kept of the meeting proceedings and included are action plans to
address physical defects in the inspected work place and other concerns as raised by
committee members.


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Other functions of the committee include:
• Identification of Health and safety training needs
• Addressing of critical few through appropriate action plans
• Review Codes of Practises
• Review Health and Safety Policies / Procedures
• Initiate and approve Health and Safety programs
• Communicate Legislation changes
Management participation
A management participation document exists that indicates the SARSSS requirements for all
management representatives.
The representative of management regularly report on the performance of occupational

health and safety at Quarterly presentations and at management review sessions.
Monthly feedback is given at the Health and Safety Committee meetings regarding OH&S
performance and input and participation from the committee is encouraged to deal with
issued identified. Management is also represented at this meeting.
Management will take part in visibility tours in the workplaces and also form part of injury /
incident investigations. Top management representatives will be part of the internal audit
which will be conducted on the SA Region Services Safety System.
Health and Safety statistics will be prepared and presented to the workforce in various forms,
by the Supervisor / Line Manager.
Safety briefs, reports, safety initiatives are send out by management to constantly alert
employees of workplace hazards and risk. Standards are revised to make provision for the
changes in the work environment as well as re-designing of equipment and processes to
ensure that workplace risks are managed.
6.3 GREEN AREA MEETINGS
Green Area meetings are conducted daily prior to employees commencing with their tasks.
If utilised and planned properly, Green Area Meetings can bring about unlimited benefits
to the company at large. The most important function of these meetings is to sustain
continuous safety awareness by communicating the existence of possible risks related to the
tasks performed by the employees concerned.
It is therefore important that Green Area Meetings be properly planned to ensure that it
remains relevant to the site operations. It is required that the responsible Supervisor will
record and have written minutes of all meetings held readily available for inspection and
auditing purposes.
The Supervisor will conduct a Green Area meeting with his team as required (Minimum
monthly). During this session the work to be performed for the day will be discussed.
Employees are made aware of their right according to Sect 23, MHSA, that any person has
the right to withdraw from a dangerous situation / workplace. Any person may therefore
intervene (pull workers out of the area) when observing hazardous working conditions or
unsafe acts being performed.
The workplace Health and Safety representative is the spokes person for the section. Any
hazards and risks or changes in the workplace are brought under his/her attention.


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Supervisors are made aware of the changes and discussions together with the Stop, Think &
Go Principle. The Workplace Health and Safety representative can report these issues in his
notebook and is brought under the attention of his supervisors. The Safety Representative
can also report back issues to his supervisor, the Full Time Health & Safety Stewards or the
Joint Mine Health & Safety Committee (WITW).
The Full Time Health and Safety Reps and the workplace Health and Safety representatives
have an open door policy to the Health & Safety Manager and any issues can be brought to
his attention without avail.
What is discussed in By whom is it done With whom is it

Green Area Meetings Purpose
discussed
Risks associated with Develop understanding of the risks
Frontline supervisor i.e.
tasks and the control associated with their tasks and to
Foreman, Contractor or Clerk All employees in the affected
measures encourage their participation in
of Works and it is done area
reducing the likelihood and effect of
continuously
Continuous process these risks
Findings of Line Planned
To communicate the hazards Head of Department and
Inspections and PTO’s All employees where the
identified and recommended control Frontline supervisors after
inspection was conducted
measures each Inspection
Weekly
To communicate the hazards HOD and Frontline supervisors All employees where the
H&S Officer Inspections
identified and recommended control after an inspection has been H&S Inspection was
and recommendations
measures conducted by H&S conducted
To communicate to employees
Senior H&S Officer as sections
when a safety objective has been All SA Region Services
Safety Achievers achieve the set Safety
achieved i.e. 350 LTI Free Employees
objectives
Production Days
To create awareness of a threat to Head of Department and H&S
Safety Topics and Safety the health and safety of employees Department. Safety Topics
Briefs resulting from a specific once a quarter, but depending All SA Region Services
condition/situation and forewarn on the risk. Safety Briefs Employees
Issued as need arises employees to take the necessary depending on the criticality of
corrective measures a situation
Incidents and Major Loss Notification of a Loss and All SA Region Services
Senior H&S Officer
Announcements measures to prevent a reoccurrence Employees
To outline safe steps in the event of Instruction is drawn up by the
All employees that are
a threat to the health and safety of Head of Department, signed
exposed to the life
Managerial Instructions employees. The life threatening and approved by the 3.1.
threatening condition or
condition or situation might not be appointee and implemented by
situation
covered in a procedure the frontline supervisor
All employees expected to
New equipment or To make workers aware of the
Head of Department and operate the new equipment
changes in Work dangers related to the operation of
Frontline supervisors and those affected by the
processes unknown equipment.
change in work processes
To inform employees on current All SA Region Services
Safety Statistics Line Manager
Health and Safety status Employees
To ensure continuity in our
Concerns raised by
communication process; to ensure Head of Department and
employees and feedback All
that concerns or solutions are Frontline supervisors
from management
addressed at the appropriate level


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6.4 WORK – SITE INDUCTIONS
These meetings are held with new employees on site and those employees who are to
relieve in a position of higher capacity to educate them on specific work – site issues.
What Purpose By whom is it done

To ensure that all new employees are aware of how tasks are to Frontline supervisors i.e.
Site procedures, standards be performed safely and according to the required standard. Foreman, Assistant
These procedures to be read Residence Managers,
To ensure that all employees who are acting in a relieving
capacity are adequately informed of what the relieving job Employee who will be
Hand – over documentation
entails. For future reference a hand-over file must be available relieved
either electronically or in hard copy
Frontline supervisors i.e.
To clearly outline what an employee’s responsibility is with
Employee responsibilities Foreman, Assistant
regards to health and safety and the work related tasks
Residence Managers,
To clearly define the individuals role in the event of various
Emergency Procedures Foreman, Assistant
emergencies or when a headline risk materialises
Residence Managers,
To ensure that all employees adhere to the procedure for
Incident reporting reporting of near-misses, production losses, minor injuries and
Foreman, Assistant
requirements illnesses, Property damage, environmental events ; to ensure
Residence Managers,
that employees know how to report these incidents
6.5 DEPARTMENTAL SAFETY MEETINGS
These are meetings held at a higher level than Green Area Meetings and usually comprise of
the management team of a specific area or function i.e. Noligwa Residence,
ESW ect. These meetings provide the input for issues that needs to be discussed or followed
up at Green Area Meetings.
What is discussed in
Purpose By whom is it done
these meetings
H&S Month End Report Communicate compliance or non-compliance to safety program HOD i.e. Snr COW,
th to all. Inform all of critical issues identified in report and take Residence Manager,
Issued on the 28 of each
month action to have these addressed Engineer, Foreman
H&S Officer Inspections HOD i.e. Snr COW,
To communicate the hazards identified and recommended control
Once a month depending Residence Manager,
measures to address sub standard acts and conditions
on risk Engineer, Foreman
IRMS Action Manager To control and assess whether actions resulting from incidents,
accidents and Inspections to eliminate/reduce risk, have been H&S Officer
Circulated once a week completed
New equipment, changes in To make workers aware of the dangers related to the operation of HOD i.e. Snr COW,
Work processes unknown equipment. Inform all of findings of risk assessment Residence Manager,
conducted on new equipment and how it affects work standards Engineer, Foreman and
Adhoc or processes other front line supervisors
To make employees aware of a dangerous condition and the
Managerial Instructions HOD i.e. Snr COW,
appropriate safety measures to be taken to prevent injury or
Residence Manager,
damage to property. This condition or situation might not be
Signed by 3.1 Appointee Engineer, Foreman
covered in procedure
Safety Alerts and Briefs To create awareness of a threat to the health and safety of
employees resulting from a specific condition/situation and H&S Department to All SA
Issued as need arises forewarn employees to take the necessary corrective measures Region Services Employees
Incidents and Major Loss H&S Department to All SA
Notification of a Loss and measures to prevent a reoccurrence
Announcements Region Services Employees
Legal Appointee’s report
Indicates status of legal appointee’s H&S Department
Issued once a week
To indicate Risk Assessments conducted against outstanding. All SA Region Services
Risk Assessments
Communicate findings of assessments and recommendations Employees
H&S Department to all SA
Safety Achievers To communicate to employees when a safety objective has been
REGION SERVICES
Issued as achieved achieved i.e. 350 LTI Free Production Days
employees


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6.6 LEGISLATION
SA Region Services needs to be continuously aware of how its activities are affected by
Legal and other requirements and how this information is communicated to the relevant
personnel.
What Purpose For action by whom Audited by whom

DMR News Letter Information brief from DMR sometimes
HOD HOD and H&S Officials
Issued once a month indicating critical areas that requires action
Issued when the possibility exists that a
Section 54 / 55 practise or condition may endanger the HOD HOD and H&S Officials
health or safety of people
Changes in the Law To make employees aware of the impact
e.g. Repealed that a change in law might have on our HOD HOD and H&S Officials
regulations operations
Information from NNR sometimes
NNR Legislation indicating critical findings in areas that HOD HOD and H&S Officials
requires action for compliance
6.7 H&S COACHING
These are organised presentations and discussions with groups of people or sometimes
individuals across the entire spectrum of SA Region Services operations or disciplines that
provide knowledge and skill for preventing and controlling accidental loss. The drive of this
coaching effort is therefore focussed on bringing operational capability and understanding of
a safety system to all levels of the organisation.
These coaching sessions are conducted on site by H&S Officials and Full Time Safety
Representatives when and where requested.
What issues are Coached (Selected)

Causation or Opportunities Model
Principles of OHSAS 18001:2007
Stop, Think and Go
Behavioural Safety
Leading Indicator analysis
Lagging Indicators
Wellness in the Work Place
It’s OK Principles:
• People are important and we really care about our
people
• Nothing comes before safety
• It is every person’s responsibility to report unsafe
acts and conditions
• Safety is every person’s business
• Every working place will be to standard at all times
• We will apply the “T” principle to any risk or
behaviour
Strategic Issues:
• Separate people from risk
• Care culture
• Skills retention
• Production flexibility
• Reviews
• Fatigue management
• FOGM (not in SA REGION SERVICES world)


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6.8 WORKER PARTICIPATION
Ensure the participation of workers by their:

• appropriate involvement in hazard identification, risk assessments and determination of
controls;
• appropriate involvement in incident investigation;
• involvement in the development and review of OH&S policies and objectives;
• consultation where there are any changes that affect their OH&S;
• representation on OH&S matters.
Workers shall be informed about their participation arrangements, including who is their
representative(s) on OH&S matters.
6.9 COMMUNICATION TO EXTERNAL PARTIES
All communication to external parties needs to be listed and submitted on the respective required
intervals. This communication will firstly be discussed and approved by the HOD before it will be sent
out to external parties.
Document Internal / External Party Required interval

Accident Stats AGA Corporate Office – Data Warehouse Monthly
Airborne pollutant report Department of Mineral Resources Quarterly
Annual heat stress report Department of Mineral Resources Annually
Disciplinary Actions AGA Corporate Office – Data Warehouse Monthly
DMR communication Department of Mineral Resources When required
Exemptions and permissions Department of Mineral Resources Annually
Hazardous Work Department of Mineral Resources Annually
Labour figures AGA Corporate Office – Data Warehouse Monthly
Occupational Hygiene lead indicators Department of Mineral Resources Quarterly
Permits Department of Mineral Resources Annually
Production shifts and labour Department of Mineral Resources Monthly
SAMRASS documents Department of Mineral Resources Weekly
Section 54, 55 Report AGA Corporate Office – SHE Monthly
Turnbull Report AGA Corporate Office - SHE 6 Monthly
Workplace noise milestone report Department of Mineral Resources Annually
Workplace Stoppages AGA Corporate Office – Data Warehouse Daily
External communication also includes, but not limited to, any communication with one or more of the
following parties:
• Local authorities
• Organised forums
• General public
• Complainants
• Non-Governmental organisations
Health & Safety related complaints from outside of the company is being communicated via various
forums (WITW) and also through individuals phoning the Switchboard and then directed to the H&S
Manager who will action or direct the complaint through the correct channels.


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Other Region
Contractors
Corporate
Business
Direct to
public
Other
DMR
SA REGION
unit
SERVICES
Communicator P L E P L E P L E P L E P L E P L E
HR Manager x x x X x x
HOD x x x x X x x x x x x x
Foreman / Supervisor x x x x X x x x x x x x x
Corporate Office x X x
H&S Officer (Systems) x x x x X x x x x x x x x x x x x
Health & Safety
x x x x x x x
Manager
P = Phone L = Letter E = “E” Mail
6.10 PARTICIPATION AND CONSULTATION
The Management of SA Region Services will embark on a participation and consultation process with
employees and their representatives during various structures such as the Health and Safety
committee meetings, accident review sessions or any other meeting that is arranged for the specific
need of consultation.
Consultation will be done with the Health and Safety Committee for the following processes:
• Development and review of policies, COP's and exemptions.
• Development and review of H&S objectives
• Implementation of processes and procedures to manage risks
• Reviewing risk assessments
• Introduction of new, or modified, equipment, materials, chemicals, technologies.
• External party communication (e.g. DMR communication)
• Incident investigation
• Development and changes to SARSSS programs and documentation.
6.11.1 SAFETY REPRESENTATIVE PROCESS
The workplace safety representative is a requirement in the Mine Health and Safety Act 29 of
1996. Full Time Health and Safety Representatives are being elected and terms of office being
agreed to as per the Health and Safety Agreements. The safety representative process works
as follows.
Election
Election of safety representatives is a democratic process where the group nominates
full time employees in the group and vote. The one with the most votes is the elected
safety representative. An alternative safety representative is elected that will act on
behalf of the elected representative if for any reason that person is not at work.
Training
Once the safety representative has been elected he will be nominated to attend safety
representative training which includes among other: 2 Days First Aid, 3 Days Hazard
Identification Risk Assessment and 2 Days Duties of a Safety Rep.


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Appointment
Every safety representative and alternative representative will be appointed in the
working place or gang he/she is responsible for. The HOD / Foreman will appoint the
Safety Rep.
Participation and consultation (Safety Representative)

• The HS officer and full time health and safety steward will consult with the safety
representative on every visit to allow the safety representative to have a
communication medium.
• The safety representative will have and opportunity to address the crew at every
Green Area Meeting.
• Management will give the safety representative an opportunity to give feedback
during visits.
• Supervisors will meet with safety representatives on a monthly basis.
• Safety representatives will meet on a quarterly basis to give feedback.
Consultation during change

Employees are consulted after change has occurred or when change is about to happen.
Changes are discussed at the daily Green Area Meetings. The onus then lies on the line
supervisors to communicate these changes down.


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Annexure X
DEFINITIONS AND ABBREVIATIONS
DEFINITIONS:
DOCUMENT
Information and its supporting medium (The medium can be paper, magnetic, electronic or optical computer
disc, photograph or master sample, or a combination thereof.)
RECORD
Document stating results achieved or providing evidence of activities performed
CONTROLLED DOCUMENT
Any document that needs to be controlled in terms of its distribution and use, such as the Policy and
documented procedures. These documents are either signed in original ink and/or signed for on a
distribution list. These documents will be signed off after evaluation has been done to determine that they
are adequate for purpose. The document will be signed off by the relevant members as depicted on the
distribution list.
Once copies are printed of the database, they are considered to be “uncontrolled”.
OBSOLETE DOCUMENTS
Documents that have been replaced by later revisions or those that is no longer relevant or valid, and has
been cancelled from the system. These documents will be identified either by crossing them out and writing
obsolete or rubber stamp obsolete document.
UNCONTROLLED DOCUMENTS
Any documents that have not been issued under the circumstances under “controlled documents” are
categorised as uncontrolled. This includes, but may not be limited to:
• Documents that do not need to be controlled such as the monthly safety topic.
• Documents not distributed by the authorised person as per the procedures “authority and
responsibility” table and signed for by the recipient.
• Documents printed from the electronic database. (Watermarked “uncontrolled document)
• Documents duplicated or photocopied from controlled documents.
• Photocopies of the Occupational Health and Safety policy as issued to the public or other
Interested and Affected Parties
It is not possible to judge from an uncontrolled copy whether it is the latest version. It is the responsibility of
the person holding the documentation to ensure that (s) he has the latest version.
INJURY
Physical harm or damage
OCCUPATIONAL HEALTH AND SAFETY

Conditions and factors that affect, or could affect the health and safety of employees or other workers
(including temporary workers and contractor personnel), visitors, or any other person in the workplace
Occupational Health and Safety hazards, which include airborne pollutants, noise, illumination, vibration,
ergonomics, radiation, as well as thermal stress.
OH&S MANAGEMENT SYSTEM

Part of an organization’s management system used to develop and implement its OH&S policy and manage
its OH&S risks


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SEVERITY / CONSEQUENCE
Outcome of an event. There may be one or more consequences from an event. May be expressed
qualitatively or quantitatively may range from positive to negative (Speculative).
FREQUENCY
Occurrence per unit time, (May be expressed qualitatively or quantitatively).
EXPOSURE
How often and for how long employees are exposed to a hazard/s.
LIKELIHOOD
Means the chance of an event occurring.
DUE DILIGENCE
Taking reasonable care to protect the health and safety of all employees. Provide equipment, maintain the
equipment, use equipment as prescribed, provide information relating to the equipment, and provide
competent supervision.
INCIDENT
An undesired event which under slightly different circumstances could result in harm to people. Damage to
property or loss to process or an undesired event that could or does result in a loss.
RISK MATRIX
A Risk index can be determined by plotting likelihood and severity indices on the y and x-axis respectively
and then using them to obtain a risk ranking.
HIRA
Process of recognizing that a hazard exists and defining its characteristics
• H = HAZARD
Anything around us that we can see as well as those energy sources we cannot see e.g. Gas and
radiation that can cause harm
• I = IDENTIFICATION
Identify the significant hazards (Process and recognition)
• R = RISK
Risk imagining (Likelihood and consequence if risk materializes)
• A = ASSESSMENT
Determine the magnitude of the risk if materialized
ROUTINE ACTIVITY
An activity which is performed on a regular basis (day to day)
NON ROUTINE
An activity performed on an adhoc basis
ACCOUNTABILITY
Principle that, individuals, organizations, and the community are responsible for their actions and may be
required to explain them to others.
RESPONSIBLE
Liable to be called to respond to a person for issues to be done.


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ILL HEALTH
Identifiable adverse physical or mental condition arising from and/or made worse by a work activity and/or
work-related situation.
INTERESTED PARTIES
Person or group, inside or outside the workplace, concerned with or affected by the SARSSS performance.
NONCONFORMITY
Non-fulfilment of a requirement – can be any deviation from:
Relevant work standards, practices, procedures, legal requirements.
SARSSS OBJECTIVES
SARSSS goals, in terms of OHS performance, that SA Region Services sets itself to achieve. Objectives are
quantified wherever practical.
SARSSS PERFORMANCE
Measurable results of SA Region Services management of its risks.
Note: Performance measurement includes measurement the effectiveness of controls.
OHS POLICY
Overall intention and direction which will be followed for the management of health and safety.
RECORD
Document stating results achieved or providing evidence of activities performed
HAZARD
A condition or practice with the potential to cause harm, or exposure to danger. (Immediate Causes,
Substandard Act or Substandard Condition)
RISK ASSESSMENT
Process of evaluating the risk(s) arising from a hazard(s), taking into account the adequacy of any existing
controls, and deciding whether or not the risk(s) is acceptable
PREVENTATIVE ACTION
Action to eliminate the cause of a potential nonconformity or other undesirable potential situation.
CORRECTIVE ACTION
Action taken to rectify a non-conformance or deviation
CONTINUAL IMPROVEMENT
To constantly improve on current Health and Safety standards
PROCEDURE
Specified way to carry out an activity or a process.
RISK ASSESSMENT
Process of evaluating the risk arising from a hazard, taking into account the adequacy of any existing
controls, and deciding whether or not the risk is acceptable.
WORKPLACE
Any physical location in which work related activities are performed under the control of SA Region
Services.


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AUDIT
Independent and documented process for obtaining “audit evidence” and evaluating it objectively to
determine the extent to which “audit criteria” are fulfilled.
SAFETY MONTH
Period from the 20th of a particular month up to the 19th of the following month.
EFFORT BASED OBJECTIVES

Objectives set to improve program related issues
EFFECT BASED OBJECTIVES

Objectives set to improve severity or injury rates
MANCOM
Management Committee
EXCO
Executive Committee
SUPERVISOR
Within SA Region Services – One who supervise or has charge and direction of i.e. Foreman, Clerk of
works, Training Officer, Residence Manager, Security Officer etc.
EMPLOYEE
Person working under the control of the organisation and includes contractors.
MANAGEMENT REPRESENTATIVE
A Person appointed in writing ensuring that the OH&S management system is established, implemented
and maintained in accordance with this OHSAS Standard;
and ensuring that reports on the performance of the OH&S management system are presented to top
management for review and used as a basis for improvement of the OH&S management system.
VISITOR
Any person who enters the premises of the mine who is not a full time employee or Contractor paid by the
mine
CONTRACTOR
Any person who perform work for the mine and is paid for his/her service.
ACCEPTABLE RISK
Risk that has been reduced to a level that can be tolerated by the organization having regard to its legal
obligations and its own
HEALTH AND SAFETY COMMITTEE

A committee as required by law M H & S Act Section 25(2)
VERIFICATION
Verification is the act of reviewing, inspecting, testing, etc. to establish and document that a product, service,
or system meets the regulatory, standard, or specification requirements.
VALIDATION
Validation refers to meeting the needs of the intended end-user or customer to
prove the truth or to determine or test the accuracy. Also, validation is the process of checking if something
satisfies a certain criterion.


Consultation
ABBREVIATIONS:
M H & S Act - Mine Health & Safety Act

MA&R - Mineral Act & Regulations
OHASA - Occupational Health and Safety Act
DMR - Department of Mineral Resources
DOL - Department of Labour
SARS - South Africa Region Services
ESW - Engineering Services Workshops
WITW - Wellness in the Workplace
H&S - Health and Safety
LTIFPD - Loss Time Injury Free Production Days
IFPD - Injury Free Production Days
AGAH - AngloGold Ashanti Health
TMM - Trackless Mobile Machinery
COP - Code of Practice
ATDS - AngloGold Ashanti Training and Development Services
CRA - Continuous Risk Assessment
SARSSS - South Africa Region Services Safety System
NNR - National Nuclear Regulator


Consultation
Annexure XX
REFERENCES
• Roles and responsibilities are depicted in each system procedure and updated as and when
required in table format
• OHSAS 18001:2007 (Occupational Health and Assessment Series)
• The Mine Health and Safety Act 29 of 1996
• The Minerals Act 50 of 1991
• Occupational Health and Safety Act (Act 86 of 1993)
• COIDA
• AGA Strategic Objectives
• Implex Legal Register
• ATDS Training Matrix
• AGA RCAT
• Corporate Procedure Directive
• Health and Safety Agreement
• SAR/OESH/P/A/001.01 – AGA Incident reporting
• H&S 004 – Incident investigation
• H&S 006 – Emergency preparedness and response
• H&S 014 – Issue based risk assessment
• H&S 018 – Baseline risk assessment H&S 019 – Control of records
• H&S 023 – Control of documents
• H&S 027 – Competence, training and awareness
• H&S 028 – Continuous risk assessment
• H&S 029 – Communication, participation and consultation
• H&S 030 – Management review
• H&S 031 – Internal audit
• H&S 037 – Management of change
• H&S 055 – SA Region Services Scope
• H&S 058 – Legal and other requirements
• H&S 059 – Performance measurement and monitoring
• H&S 060 – Evaluation of compliance
• H&S 061 – Nonconformity, corrective and preventative action
• H&S 065 – Objectives and programme(s)
• H&S 067 – Resources, roles, responsibility, accountability and authority
• H&S 069 – Operational control
• H&S 070 – Documentation
• H&S 071 – H&S Policy


Consultation
RECORDS OF AMENDMENTS
PROCEDURE DATE OF
CHANGES TO PROCEDURE
REVISION NUMBER APPROVAL
H&S 029 – Revision 3 Purpose, Scope, Definitions and Abbreviations, 3 June 2009
References, distinguished between
communication, participation and consultation,
roles and responsibilities, worker participation
added, external communication added.
H&S 029 – Revision 4 Added H&S Communication (R&A Table) 2 Oct 09
Added handling of outside Complaints (P9 point
6.9)
H & S 029 – Revision 5 Communicate Legislation changes added on p 5 30 May 2010
H & S 029 – Revision 6 Added NNR Communication 1 August 2012


Consultation

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SOUTH AFRICAN REGION REFERENCE REVISION PAGE

SERVICES H&S 029 6 1 OF 18

COMPILED BY H&S OFFICER S THERON Original Signed 2/08/2012

REVIEWED BY SNR H&S OFFICER JSD CRONJÉ Original Signed 2/08/2012

AUTHORISED BY H&S MANAGER J SODEN Original Signed 2/08/2012

TABLE OF CONTENTS PAGE ADDENDA PAGE

REVISION DESCRIPTION OF REVISION DATE

6 REVISION DUE TO AUDIT REQUIREMENTS 2 AUG 2012

(Original, approved copy filed at the H&S Department)

Communication, Participation and REVISION EFFECTIVE DATE PRINT DATE PAGE

3. DEFINITIONS AND ABBREVIATIONS

Refer to Annexure “X”

Refer to Annexure “XX”

Designation Responsibilities and accountabilities

(Original, approved copy filed at the H&S Department)

Communication, Participation and REVISION EFFECTIVE DATE PRINT DATE PAGE

6. TYPES OF COMMUNICATION PROCESSES

6.1 DMR / DOL & NNR COMMUNICATION

6.1 Internal Communication

6.1.1.2 Audits and inspection Reports

(Original, approved copy filed at the H&S Department)

Communication, Participation and REVISION EFFECTIVE DATE PRINT DATE PAGE

6.2 HEALTH AND SAFETY COMMUNICATION FORUMS (WITW) AND CONSULTATION

(Original, approved copy filed at the H&S Department)

Communication, Participation and REVISION EFFECTIVE DATE PRINT DATE PAGE

The representative of management regularly report on the performance of occupational

6.3 GREEN AREA MEETINGS

(Original, approved copy filed at the H&S Department)

Communication, Participation and REVISION EFFECTIVE DATE PRINT DATE PAGE

What is discussed in By whom is it done With whom is it

(Original, approved copy filed at the H&S Department)

Communication, Participation and REVISION EFFECTIVE DATE PRINT DATE PAGE

What Purpose By whom is it done

6.5 DEPARTMENTAL SAFETY MEETINGS

(Original, approved copy filed at the H&S Department)

Communication, Participation and REVISION EFFECTIVE DATE PRINT DATE PAGE

What Purpose For action by whom Audited by whom

6.7 H&S COACHING

What issues are Coached (Selected)

(Original, approved copy filed at the H&S Department)

Communication, Participation and REVISION EFFECTIVE DATE PRINT DATE PAGE

Ensure the participation of workers by their:

6.9 COMMUNICATION TO EXTERNAL PARTIES

Document Internal / External Party Required interval

(Original, approved copy filed at the H&S Department)

Communication, Participation and REVISION EFFECTIVE DATE PRINT DATE PAGE

6.10 PARTICIPATION AND CONSULTATION

6.11.1 SAFETY REPRESENTATIVE PROCESS

(Original, approved copy filed at the H&S Department)

Communication, Participation and REVISION EFFECTIVE DATE PRINT DATE PAGE

Participation and consultation (Safety Representative)

Consultation during change

(Original, approved copy filed at the H&S Department)

Communication, Participation and REVISION EFFECTIVE DATE PRINT DATE PAGE

DEFINITIONS AND ABBREVIATIONS

OCCUPATIONAL HEALTH AND SAFETY

OH&S MANAGEMENT SYSTEM

(Original, approved copy filed at the H&S Department)

Communication, Participation and REVISION EFFECTIVE DATE PRINT DATE PAGE

(Original, approved copy filed at the H&S Department)

Communication, Participation and REVISION EFFECTIVE DATE PRINT DATE PAGE

(Original, approved copy filed at the H&S Department)

Communication, Participation and REVISION EFFECTIVE DATE PRINT DATE PAGE

EFFORT BASED OBJECTIVES