Manual Handling

Policy

This policy outlines the requirements for schools relating to the management of risks and prevention of injury from tasks involving manual handling.

Summary

• Principals or their delegates must identify and assess hazardous manual handling tasks and use controls to prevent or minimise the associated risk of injury.
• Potentially hazardous manual handling tasks in schools include, but are not limited to, personal care of students, moving large or awkward items, and sustained awkward positions.
• School staff must take reasonable care for their own health and safety and the safety of others when undertaking manual handling tasks.
• Hazardous manual handling tasks must be included in the school’s OHS risk register.
• All school staff must complete the mandatory hazardous manual handling and ergonomics eLearn module through My LearnED (staff login required) as part of induction and refresh this learning every 2 years.
• Central and regional offices provide a range of supports and services to assist principals and school staff to be safe and well, including access to the OHS advisory service and local OHS regional support officers who can provide tailored advice on managing risks related to manual handling.

Details

Manual handling tasks are undertaken as part of daily work. Manual handling tasks may become hazardous and injury may occur when the task requires force to lift, lower, push or pull. Hazardous manual handling can also include tasks involving supporting, holding and restraining. Manual handling is one of the leading causes of injury in schools. Common hazardous tasks include:

• assisting students that need support to move and personal care of students
• lifting or moving boxes or equipment
• pushing or pulling a wheelchair or trolley
• applying repetitive force to a keyboard, buttons or triggers, such as on machinery
• postures involving sustained kneeling or bending over when teaching.

For school staff, injuries to the back, shoulder and knees are the most common. These types of injuries can be a result of a once off, high force movement such as lifting something heavy, or accumulated over time such as repetitive kneeling when teaching or prolonged posture during computer use.

Undertaking and performing hazardous manual handling without proper planning and precautions can result in musculoskeletal disorders which are injuries involving soft tissue, nerves, bones and joints.

When school staff are working in an office environment, they most commonly experience wrist and back strain from hazardous lengthy, repetitive work using computers. Using sound ergonomic principles can help reduce the instance of injury from these hazardous manual handling tasks. For information on workspace design and ergonomics please see the department’s Ergonomics and Workspace policy.

In some circumstances, protective physical interventions or the physical restraint of a student may be necessary for their safety or the safety of others. These actions are hazardous manual handling tasks and can lead to staff injuries. For more information on how to prevent and manage situations where protective physical interventions or physical restraint may be required, please refer to the department’s Restraint and Seclusion policy.

This policy mentions personal care and support of students which can involve manual handling. The Health Care Needs policy contains detailed information about developing student health support plans (DOCX) including toileting, personal hygiene, transferring and positioning of the students.

Roles and responsibilities for managing hazardous manual handling tasks

Under the Occupational Health and Safety (OHS) Act 2004 (Vic), managing the risks related to hazardous manual handling tasks is a shared responsibility between the department, the principal or their delegate and school staff.

Department roles and responsibilities

The department must maintain, so far as is reasonably practicable, a safe and healthy working environment for school staff that prevents and reduces the risk of injuries from hazardous manual handling while working.

Principal or delegate roles and responsibilities

The principal or their delegate, in consultation with school staff who are or are likely to be affected, and health and safety representatives (HSR), where elected, must identify, assess and control the risks that are associated with hazardous manual handling tasks and document these in the school’s OHS risk register.

School staff roles and responsibilities

School staff must take reasonable care for their health and safety and the safety of others who may be affected by their actions or omissions while at work, which includes safely undertaking manual handling tasks which may be hazardous.

Any school staff who identifies or observes a hazard in the workplace must notify the principal or their delegate using the most appropriate method based on current risk and report it in eduSafe Plus (staff login required). Where there is unacceptable risk identified, cease the associated activity, and isolate the hazard (where possible and safe to do so).

All school staff must participate in and complete mandatory manual handling training. Safety is a shared responsibility, and everyone has a role to play.

Key requirements to manage manual handling in schools

Schools must:

• report incidents, injuries and near misses as required
• consult with school staff who are or are likely to be affected and HSRs, where elected, to identify, assess and as far as reasonably practicable eliminate manual handling hazards, documenting them in the school OHS risk register (XLSX)
• put in place risk controls to prevent injuries caused by hazardous manual handling and record these measures in the OHS risk register
• ensure that staff complete the mandatory manual handling eLearn through My LearnEd (eduPay login required)
• review and improve control measures after any incident or when controls don’t effectively reduce the risk of injury from hazardous manual handling
• consider making available mechanical aids and supports to reduce manual handling risks, particularly if recommended through assessments by professionals such as occupational therapists, physiotherapists or occupational rehabilitation providers
• consider the development and display of a Safe Work Procedure (DOCX) next to identified hazardous manual handling tasks if instructions for safe use are required.

The Manual Handling Procedure, in the procedure tab contains detailed, step-by-step information about how schools can meet these key requirements.

Department supports for schools

Central and regional offices provide a range of support and services to assist principals and school staff to be safe and well. These include access to local regional OHS support officers and the OHS Advisory Service who can provide free advice and onsite or remote support in relation to risk management in schools, including hazardous manual handling.

Related definitions

Musculoskeletal Disorder (MSD)
MSD includes any injury or disorder that arises in whole or in part from manual handling in the workplace. MSD can be acute and occur suddenly or chronic and develop over a prolonged period.

Related policies

• Ergonomics and Workspace
• Health Care Needs (students)
• Occupational Health, Safety and Wellbeing Management in Schools
• OHS Induction and Training
• OHS Risk Planning and Management
• Restraint and Seclusion
• Workplace Safety Inspections

Related legislation

• Occupational Health and Safety Act 2004 (Vic)
• Occupational Health and Safety Regulations 2017 (Vic)

Manual Handling Procedure

This Manual Handling Procedure sets out the practical step-by-step instructions that all school staff must follow to implement the Manual Handling policy. This procedure must be implemented in consultation with the health and safety representative/s (HSR), school staff and the health and safety committee or OHS working group (if established).

The procedure contains the following steps:

• Preparing, planning and ongoing management of hazardous manual handling risk
• Identifying and assessing the risks of hazardous manual handling
• Controlling the risks
• Hazard, incident and near miss reporting.
  

Preparing, planning and ongoing management of hazardous manual handling risk

Actions for principals or delegates

To effectively manage manual handling risks and incidents as part of their ongoing health and safety management approach, principals or their delegates must undertake the following actions.

Consult

Principals or their delegates must consult on manual handling risks and incidents, by implementing the OHS Consultation and Communication policy to ensure effective systems are in place, including regular communication forums.

Document, monitor and review

Principals or their delegates must identify, document and monitor manual handling risks and controls in the school OHS risk register. The OHS Risk Planning and Management policy must be implemented to ensure effective planning, monitoring and reviewing processes are in place, including workplace inspections and risk assessments. Documents must be retained in accordance with the Records Management policy.

Manage hazards and incidents

Principals or their delegates must manage manual handling hazards and incidents by implementing the Managing and Reporting School Incidents (Including Emergencies) policy.

Induction and training

Principals or their delegates must ensure that all school staff have completed the mandatory manual handling eLearning module on My LearnEd (search 'hazardous manual handling and ergonomics') as part of induction and refresh this learning every 2 years.

It’s important to consider any additional training that may provide further skills or expertise for specific manual handling tasks or mechanical aids use to support staff. This can include:

• partnering experienced and skilled staff with less experienced staff to learn
• using health care professionals, such as occupational therapists or physiotherapists to run school-specific training sessions, such as general manual handling techniques including lifting, or use of equipment
• engaging external occupational rehabilitation providers to undertake manual handling risk assessments and provide tailored training accordingly.

Principals or their delegates must maintain staff training records to reflect manual handling training undertaken.

The OHS Advisory Service can assist with finding providers such as occupational therapist physiotherapists or occupational rehabilitation providers for any targeted training programs or job task analysis required for each schools specific settings.

Actions for all school staff

All school staff must support ongoing prevention and safety management of manual handling risks by:

• reporting hazards, risks and incidents in the workplace
• completing the mandatory eLearning module available as specified above and any other manual handling training deemed required by the principal or their delegate.

Identifying and assessing the risks of hazardous manual handling

Hazardous manual handling is recognised by the department as an activity that has a high risk of causing injury. Because of this, hazardous manual handling is a mandated risk on the OHS risk register and therefore must be managed by schools.

Manual handling tasks in a school can include, but are not limited to:

• office administration involving data entry and moving boxes for archiving
• carrying many books or classroom equipment
• work on laptops or tablets (refer to the Ergonomics and Workspace policy)
• personal care of students (refer to the Health Care Needs policy)
• moving gym equipment or classroom furniture
• gardening and school maintenance
• teaching in a squatting, kneeling or bent over position
• pushing and pulling wheelchairs or trolleys.

The principal or their delegate must identify potentially hazardous manual handling tasks and activities undertaken in their school, in consultation with school staff who are or are likely to be affected, and health and safety representatives (HSR), where elected. Hazards can be identified through workplace inspections, discussions regarding tasks and staff concerns, reviewing injury records and eduSafe Plus data.

Approaches to assessing manual handling tasks

The Risk Matrix

All school staff can use the risk matrix as a guide where needed for a quick assessment of a hazard prior to completing a task. See the ‘Risk matrix’ tab in the OHS risk register template (XLSX).

The TILE approach

The acronym TILE provides another way of quickly assessing a task before completing it, or before asking others to complete it, to ensure we keep everyone safe in the workplace.

Manual handling tasks can be considered as a combination of 4 components – Task, Individual, Load and Environment. The acronym TILE can be used to understanding how these 4 components interact, to help determine if a manual handling task or activity is hazardous and the level of risk is poses.

Task – what is the job or activity that will be undertaken?

The frequency and duration of a task contributes to the risk a school staff member has of becoming injured. Tasks that continue over a long duration or are repeated over the workday increase the risk of injury. As a general guideline, long duration means the task is done for more than a total of 2 hours over the workday or continuously for more than 30 minutes at a time.

Looking at a single task a person might perform may not provide enough information to assess the risk of injury. The principal or their delegate and relevant school staff need to consider the person’s entire role and the combination of tasks and activities they perform day to day.

When assessing the task, you may consider the following questions:

• What is the task?
• Is there any way the person can avoid doing this task?
• Will they need to stoop, stretch, twist or reach?
• How long will this take? Will they be in the same position for long?
• Does the task involve repetitive or strenuous movements?

Individual – which person or persons will undertake the task?

It is important to consider the individual and their capacity to undertake manual tasks. This information can help to understand their suitability for the task or activity.

When assessing the individual, you may consider the following questions:

• Do they have the physical capacity to undertake the task?
• Is more than one person/s required?
• Is the person familiar with the task?
• Is there any equipment available that can support this task?
• Is training required and has it been undertaken – for example, training in the use of specialised equipment, such as a hoist?
• Do they have any previous or existing injuries that may be exacerbated by the task?
• Is supervision required?
• Are the tasks or combination of tasks they perform regularly taken into account?
• Are there supports or adjustments in other areas of their work?

Load – what characteristics need to be considered?

Consider the load or item that is being moved or interacted with. It is important to understand the load so that appropriate mechanical aids or supports can be investigated, purchased and used. Load is important and consideration for how the load will be moved is paramount.

When assessing the load, consider the following questions:

• Is the load heavy, large or awkward?
• Is the load rigid, unstable or hard to grab?
• Is the load fixed or moving?
• In which direction and for what distance does the load need to be moved?
• Is there repeated exposure to loading or force?

WorkSafe Victoria’s manual handling compliance code does not prescribe weight limits because whether work involves hazardous manual handling does not depend solely on the weight of the load. It also depends on the postures, movements, forces and weight of the load involved in the work and the frequency and duration of the work.

Environment – how will the surrounding areas effect the task?

It is important to consider the environmental factors where the task is being performed. The environment can create complications or additional risk that may need to be accounted for.

When assessing the environment, consider the following questions:

• What is the space that the task will occur in?
• Does the task occur in or between various locations?
• Is the surface condition even and stable?
• Does the task involve vibration (for example, vibration from power tools)?
• Are there any trip hazards?
• Is the temperature and ventilation appropriate?
• Is there enough lighting?

Risk assessment templates

If there is further uncertainty or a lack of understanding about a manual handling task, and the risk is likely to be high or extreme based on the quick assessments above, a more formal risk assessment should be undertaken. The department has provided a manual handling risk assessment template for schools, which uses the TILE approach outlined above to prompt a thorough assessment of a manual handling task. This assessment can be completed by individual staff, the principal or delegate, or together.

Sample risk assessments have been designed as generic guides to assist schools in assessing common manual handling risks including when developing a student support plan.

These include:

• Generic manual handling risk assessment template (DOCX)
• Personal care of students risk assessment template (DOCX)
• Display of artwork risk assessment template (DOCX)
• Stage set-up risk assessment template (DOCX)
• Transporting and storage of large boxes and containers risk assessment template (DOCX)

Where a high or extreme hazardous manual handling task has been identified using the assessment processes above, a Safe Work Procedure (SWP) (DOCX) can be developed and displayed adjacent to where the hazardous manual handling task is to be carried out. Where a SWP is displayed, school staff may be required to be further trained to undertake the task documented in the SWP.

Once hazardous manual handling tasks have been identified and assessed the OHS risk register should be updated accordingly. Please refer to the OHS Risk Planning and Management policy for further information on updating, reviewing and maintaining the OHS risk register.

The OHS Advisory Service and regional OHS support officers can provide tailored advice and assistance with manual handling risk assessments and the development of SWPs.

Controlling the risks

Once a hazardous manual handling task is identified and understood, the principal or delegate, in consultation with school staff who are or are likely to be affected and HSRs, where elected, must put controls in place to eliminate or reduce the level of risk (so far as reasonably practicable) associated with the manual handling task. Controlling the risk is all about removing or reducing the likelihood of injury.

A mixture of appropriate controls should be in place to prevent injuries to school staff from manual handling tasks. Using the OHS risk register will help identify if the control and measures taken reduce the level of risk to an acceptable level.

Redesigning the workplace, tasks and physical workspaces and seeking further training may be considered when identifying appropriate controls.

Workplace design

Workplace design considers how people, space and equipment or mechanical aids work together when undertaking hazardous manual handling tasks. A safe work environment is one that, where practicable, ensures:

• floors and ground surfaces in work areas, car parks and entrances are level, well lit, and in good condition
• ramps are in place which allow trolleys or wheelchairs to be moved about with ease
• support rails if needed are in bathrooms and shower areas to aid personal care
• desks or workstations are available, and workplace/station is set up ergonomically (refer to the Ergonomics and Workspace policy for further information)
• equipment needed to undertake tasks is safely stored, convenient and close by
• the space or room the task will be undertaken in is suitable – for example, large enough for equipment or mechanical aids to be used safely.

Mechanical aids can make it easier and safer for staff to lift and move people and things by reducing the load. Mechanical aid controls may include:

• installing hoists, transfer benches, slings, and belts to move or assist students who require personal assistance or care
• procuring furniture and equipment which is designed for easy movement
• purchasing appropriate trolleys for moving heavy loads.

When using mechanical aids, trollies or wheelchairs it’s important to:

• stand close and lean forward when pushing
• push instead of pull, if possible, as it involves less work by the lower back muscles and allows for maximum use of body weight and clear vision in the direction of travel
• when pulling, lean backwards and avoiding twisting and turning.

When purchasing mechanical aids, complete the OHS purchasing checklist (DOCX). Ensure the aid is fit for purpose and is not introducing a new hazard.

If mechanical aids require installation they must be installed by a qualified person and maintained as per the manufacturer’s requirements. Where instructions for use and maintenance are required a Safe Work Procedure must be developed and displayed.

WorkSafe have useful information about choosing and using trollies on their website.

Good housekeeping

Good housekeeping includes day-to-day actions that make manual handling easier and safer, such as:

• ensuring floors and ground surfaces in work areas, car parks and entrances are clean and clear of obstacles
• storing heavy items at waist height (shelving weight limits must be known)
• storing smaller, lightweight, or infrequently used items in lower or higher areas
• reducing lifting items above shoulder height as it increases loading forces on the shoulder joint
• ensuring storage areas are not cluttered
• regularly observing the workplace in general, including day-to-day checks and undertaking quarterly workplace safety inspections, and resolving identified issues.

Task and work design

Consider a person’s role as a whole and the design of the tasks. Allow for variation in tasks so that they can do something different regularly. Task rotation and breaks on their own are not effective at reducing manual handling risks and must be used in conjunction with other controls, such as:

• when work is strenuous ensure frequent rest breaks
• change position frequently or limit time kneeling, squatting, twisting, working bent over or above shoulder height
• order ingredients and supplies in multiple, smaller units to reduce the weight for example, instead of 1 × 10 kg bag order 5 × 2 kg bags.

Team lifting may form a part of work design if mechanical aids are not appropriate and large items need to be lifted or moved. If team lifting is to be undertaken ensure:

• there are enough people
• all persons are of a similar size and strength
• there are no pre-existing injuries
• someone is in charge and coordinating the lift
• there is a plan, and it has been communicated to those involved, which considers the TILE components.

Ergonomic controls to keep in mind when undertaking manual handling tasks that involve lifting include:

• moving as close as possible to the object
• keeping feet about hip width apart
• keeping back straight and bending the knees to lower down
• securing your grip
• using your legs to lift the load avoiding twisting or jerking movements
• keeping your back straight, gazing forward and bending knees to place load down.

Training staff

All school staff must complete the mandatory manual handling eLearning module on LearnEd as part of induction and every 2 years, which provides information on common manual handling tasks in department workplaces, how to assess tasks and how to report hazards, incidents and near misses.

It may be appropriate to engage specialists to implement training specific to school requirements, including for specific manual handling tasks, required lifting techniques or mechanical aids. This may include engaging occupational therapists, physiotherapists or occupational rehabilitation providers to undertake job task analysis or ergonomic assessments and develop training programs accordingly.

School staff involved with providing personal care and support to students may require additional training. Please refer to the Health Care Needs policy and Student health support plan (DOCX) for guidance.

Controls implemented by schools, including training, must be documented in the schools OHS risk register by the principal or their delegate.

If there is uncertainty about a manual handling task, the manual handling risk assessment template can be used to understand the task, assess the level of risk and investigate controls. The principal or delegate can then make amendments to the OHS risk register as required.

The OHS Advisory Service and regional OHS support officers can provide support to schools in assessing the level of risk, access to onsite manual handling training (if appropriate) and the suitability of controls.

Hazard, incident and near miss reporting

If a manual handling task or activity results in a serious injury or emergency, call 000 and provide first aid assistance.

Manual handing hazards must be reported as early as possible to the principal or their delegate to ensure that work practices can be reviewed and appropriate measures taken. Issues can be communicated via HSRs where they have been elected or directly to the principal or delegate.

Hazards, incidents and near misses involving manual handling can be reported in eduSafe Plus (staff login required). eduSafe Plus can help with allocation of tasks and management of hazards.

For more information on reporting hazards and incidents, go to the Managing and Reporting School Incidents (Including Emergencies) policy.

Resources

Guidance

• Compliance code: Hazardous manual handling
• Choosing and using trolleys
• Assisting people in wheelchairs
• Handling tubs or containers of product
• Improving manual handling risk controls after musculoskeletal disorders

Templates and forms

• OHS risk register (XLSX) – to record and monitor manual handling tasks that are potentially hazardous
• Manual handling risk assessment template (DOCX) – a generic blank template for assessing risks associated with manual handling
• Safe Work Procedure (DOCX) – to be developed and displayed adjacent to where hazardous manual handling tasks are carried out
• Student Health Support Plan (DOCX) – to be developed for students with identified health care needs, complex medical needs and who require personal care support
• OHS Training Planner/Register (XLSX) – to record any completed training in manual handling

Example risk assessment templates for activities involving manual handling with TILE prompts and examples of controls that can be used:

• Personal care of students risk assessment template (with example) (DOCX)
• Display of artwork risk assessment template (DOCX)
• Stage setup risk assessment template (DOCX)
• Transport and storage of heavy and unstable items risk assessment template (DOCX)

Display material

• S.M.A.R.T lifting poster (DOCX)