It is well understood that a comprehensive induction and ongoing training program delivers staff that understand their role and can undertake it effectively. Most businesses operate some form of induction and continual learning program, providing staff training on task completion as well as the risks and hazards associated with their work. What many businesses fail to do, is document this process in such as way that it can be effectively communicated to third parties, such as regulators.
There is a requirement under the law for businesses to provide training and instruction to staff on the hazards and risks associated with their role. This is an active duty under Work Health and Safety as well as Dangerous Goods legislation. As an active duty businesses will be asked by inspectors to demonstrate that the training has happened and that it was comprehensive, even if there has not been an incident.
While many businesses record the date of training and the attendees, and can thus prove that training happened, many do not take the extra step of recording the content of the training, which is a requirement for proving to an inspector that the training actually covered areas required.
The best way to address this requirement, and to actively manage the continual development of staff, is through the development of a detailed Training Register.
What is a Training Register?
Business owners and operators are responsible for ensuring that all staff receive training in all of the hazards and systems of control onsite. It is a requirement under the law that there is a record of the training received and that the records be presented to inspectors on request. A Training Register is how you can document what is to be in training, what was trained and when, so you can show inspectors and identify gaps in staff training.
What should be in the Training Register?
There are several ways to design a Training Register. But at a minimum it should outline what training a staff member should receive, what training they did receive and what the content of the training was.
The simplest way to achieve this is to;
- Design a Learning and Development Plan for each staff type,
- Create a sheet for each person in that staff type,
- Create a Content Covered sheet for each Course or Training Activity that outlines what is covered by the activity
Training Activities can include Site Walkthroughs, Toolbox Talks, Practice Drills etc.
By outlining not only when training happened and who was there, but also what was covered, businesses can clearly demonstrate to regulators that they have discharged their duty in communicating risks and hazards to staff.
Industry Course Content
ACAPMA offers an industry specific safety and compliance course, the Petroleum Convenience Compliance course (PCC). The PCC comes with a full Training Register Content Sheet for each of the 11 modules, which outlines the competencies that are covered and assessed by the course on a module by module basis. For example, a Content Covered Sheet for;
Module 6 – Forecourt Safety and Safe Fuel Dispensing
- The nature of petroleum products,
- Hazardous Zones during operations,
- Ignition Sources including pilot lights and static electricity,
- Grounding and Portable Containers,
- Fuel dispensing restrictions and responsibilities,
- Fuel emergencies and responses,
- Fuel deliveries and additional safety requirements onsite,
- Fuel spills on ground, people, eyes and ingestion, and
- Roles and responsibilities onsite.
Developing a Training Register can be as simple as starting a folder onsite with a ‘must complete’ list of activities for each staff type, a sign on sheet and a section for Activity Content Sheets. Such simple systems cover all of the requirements for documenting training delivered and can be put together quickly with little cost at all. To expand the value of your training register, consider adding another section for Staff certificates.
Here to Help
ACAPMA members are reminded that the ACAPMA Employment Professionals are available to assist with employment and safety training and compliance. For more information just call 1300 160 270.
HR Highlights are things to consider, implement and watch out for in your business. They are provided as general advice and you should seek further advice on your situation by calling 1300 160 270 and speaking to one of the ACAPMA Workplace Relations Professionals its free for members. ACAPMA membership is affordable at only $770 per year for a single site and valuable with sites gaining HR and IR advice support and representation as well as a raft of other benefits and discounts.