Working Alone, in Isolation or from Home

Policy

The purpose of this policy is to ensure the safety, health and security of department employees who are working alone or in isolation, including working from home.

Summary

• The Occupational Health and Safety (OHS) Act 2004 (Vic) requires the department, so far as is reasonably practicable, to provide and maintain for employees a working environment that is safe and without risks to health — this includes all sites where employees are working, including when working from home.
• The principal and/or their delegate, in consultation with relevant employees, must ensure that a Flexible Work Agreement is in place where applicable, and that risks associated with working alone, in isolation, from home or after hours are assessed and managed.
• Under the OHS Act 2004, employees while at work must take reasonable care for their own health and safety and the safety of others who may be affected by their actions or omissions.
• Central and regional offices provide a range of supports and services to assist principals and employees to be safe and well, including access to the OHS Advisory Service and local regional officers who can provide free advice on how to manage risks when working alone, in isolation or from home.
• The Working Alone, in Isolation or from Home Procedure (in the Procedure tab) must be followed, and sets out the practical step-by-step instructions for implementing this policy.
• This Policy forms part of the department’s OHS Management System, refer to OHS Management System (OHSMS) Overview for further information.

Details

The principal and/or their delegate must ensure that:

• a mutually agreed Flexible Work Agreement (DOCX), in consultation with employee(s), is put in place in accordance with the department’s Flexible Work in Schools Guidelines (DOCX) and signed by the principal or their delegate and the employee(s)
• the proposed Flexible Work Agreement is assessed against the school’s requirements
• prior to commencement of a Flexible Work Agreement the following provisions are met:
  • tasks performed are relevant to the employee’s role and must not include work associated with potential health and safety risks
  • safe access and egress to the work location is available
  • there is no evidence of risk from fire, chemical or other environmental hazards in or near the workplace
• for employees with a life-threatening medical condition, the opinion of the employee’s treating medical practitioner is sought, and the views of that employee are considered, and associated risk management forms are utilised to assess the level of risk in accordance with the OHS Risk Management Procedure
• prior to allowing employees to work alone, in isolation, at home or after hours, a risk assessment is undertaken in accordance with the OHS Risk Management Procedure
• competency requirements for specific tasks are determined and only employees deemed competent for all the required tasks are permitted to work alone, in isolation, from home or after hours
• the names of all employees working after hours are recorded in the Register of Employees Permitted to Work Alone or in Isolation Form (DOCX) and this is maintained
• all employees complete the department’s Workstation Risk Assessment Template (DOCX) when setting up their workstation at home
• employees conduct regular inspections of the workplace where required using department’s Workstation Risk Assessment template
• a three month period for the Flexible Work Agreement is trialled to assess the effectiveness of the arrangements and to provide an opportunity for fine tuning
• the Flexible Work Agreement is reviewed at least two weeks prior to the end date of the trial period in order to confirm the success or otherwise of the arrangements, confirm the continuation of the arrangements and to identify any changes that may be required
• the Flexible Work Agreement can be terminated at any time during the trial period (providing at least two weeks’ notice is given in writing) if an employee’s performance is unsatisfactory or the needs of the school have changed or not been met

Employees entering into a Flexible Work Agreement are responsible for undertaking any improvements or modifications to the remote workplace based on the requirements in this policy and procedure.

Employees, with a life-threatening medical condition must seek in writing the approval of the principal prior to working after hours or alone.

Definitions

Flexible work
Performing part of the employee’s work at a remote workplace (e.g. home, library) during the designated work hours on a regular basis, using electronic communication on a regular basis.

Flexible Work Agreement
Once a proposal for flexible work arrangements has been accepted, principals and the employee work towards the completion of a Flexible Work Agreement using the department’s Flexible Work Agreement template.

The Agreement confirms mutual understanding of the specific arrangements in each case, OHS regulations and legal responsibilities. The Agreement is a record of the terms and conditions and defines the responsibilities and obligations of both parties.

The department’s Flexible Work Agreement addresses the following areas:

• variation to terms of employment
• commencement and Review of agreement
• trial period
• work arrangements
• communication
• security
• occupational health & safety
• child/dependent care
• access to remote workplace
• insurance and Indemnity
• email/internet policy
• equipment and supplies
• reimbursement of expenses
• performance management and review
• termination of telecommuting agreement.

Working alone or in isolation
A person is deemed to be working alone or in isolation when they cannot be seen or heard by another person and have limited means of communication for an extended period of time.

Working alone or in isolation may include working from home, working in limited access areas (example: working in a filing room with limited contact with others) or working over holiday breaks.

Related policies

• Flexible Work
• OHS Management System (OHSMS) Overview
• OHS Risk Management

Relevant legislation

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

Working Alone, in Isolation or from Home Procedure

The Working Alone, in Isolation or from Home Procedure must be followed, and sets out the practical step-by-step instructions for implementing this policy.

The Procedure contains the following chapters:

1. Flexible Work Agreement
2. Management of working alone, in isolation, from home or after hours
3. Suggested standard types and approval levels
4. Legislation, codes of practice, standards and guidance

1. Flexible Work Agreement

The principal and/or their delegate in consultation with employees must put in place a mutual Flexible Work Agreement in accordance with the Department’s Flexible Work in Schools Guidelines. These Guidelines are to be used in conjunction with the Department’s Flexible Work Policy Corporate Workplaces and Flexible Work in Schools also available in the Resources tab of the Department's Flexible Work Policy.

The Flexible Work Agreement should be documented and signed by all relevant parties The principal and/or their delegate must assess the proposed Flexible Work Agreement against the schools requirements

Prior to commencement of a flexible work arrangement, the following provisions must be met:

• tasks performed must be relevant to the employee’s role and must not include work associated with potential health and safety risks
• safe access and egress to the work location must be available
• there must be no evidence of risk from fire, chemical or other environmental hazards in or near the workplace.

Any required improvements or modifications to the remote workplace will be the responsibility of the employee.

In the event of any concerns raised in relation to the above provisions, further assistance should be sought from the OHS Advisory Service on 1300 074 715 prior to proceeding or continuing with the proposed arrangements.

2. Management of working alone, in isolation, from home or after hours

Prior to allowing employees to work alone, in isolation, from home or after hours, the principal and/or their delegate must ensure that a risk assessment is completed for specific hazards and documented in the Risk Assessment Template (Word).This assessment determines a risk score using the risk matrix (refer to the Department’s OHS Risk Management Procedure).

The principal and/or their delegate must also consider the following prior to authorising an employee to work alone, in isolation and/or at home after hours:

• the level of supervision required for the employee(s) to complete the task
• competency and level of experience, skill and training of the employee(s) undertaking the work
• the number of people present in the area after normal working hours
• the employee’s level of training in after-hours emergency procedures
• whether the substance, equipment or work is too hazardous or dangerous to be conducted after hours
• access to a method of communication, either landline phone or mobile phone
• security of the area where the work is to be performed
• method of egress from the building and route to transport
• need for the employee requesting to working alone, in isolation and/or at home after hours

2.1 Competency of Employee(s)

The principal and/or their delegate must determine and assess the competencies needed by employees undertaking the work alone, in isolation from home or after hours. The assessment must be documented as part of the approval process and for OHS record keeping requirements. Only employees deemed competent for all the tasks required may work alone, in isolation and/or from home.

Employees with a life-threatening medical condition must, in writing seek the approval of the principal prior to working after hours or alone. When considering such an application, a principal must seek the opinion of the employee’s treating medical practitioner, must consider the views of that employee and utilise associated risk management forms to assess the level of risk as per the OHS Risk Management Procedure.

2.2 Review of After Hours Process, Procedures and Activities

The principal and/or their delegate must ensure that the names of all employees working alone, in isolation or from home after hours are recorded in the Register of Employees Permitted to Work Alone or in Isolation (Word), and that the form is updated on a regular basis.

Any questions or concerns can be directed to the principal or their delegate or OHS Advisory Service on 1300 074 715.

3. Suggested standard types and approval levels

Low risk rating

Group Approval may be given for this type of work, e.g. a competent worker

• studying, working in computer labs, office or clerical work

Medium risk rating

Group Approval may be given for this type of work, e.g. a competent worker

• painting or drawing
• video and picture production
• working with small amounts of hazardous substances where the risk assessment identifies the risk is moderate

High risk rating

Individual Approval’ may be given to employees provided adequate controls have been implemented as described in legislation, a Code of Practice or Australian Standard. These documents identify current accepted work practices for high risk activities.

High risk hazards which may be identified include:

• operating equipment or machinery, including workshop machinery, capable of inflicting serious injury, such as lathes and power saws
• working with, or near, highly toxic or corrosive substances where there is a significant risk of exposure to the substance, taking into account the volume used
• using apparatus that could result in explosion, implosion, or the release of high energy fragments or significant amounts of toxic or environmentally damaging hazardous material
• working at a height over two. metres e.g. climbing ladders
• working with exposed energised electrical or electronic system with powers exceeding 100 VA and voltages exceeding 40 V
• working with significant volumes of hazardous substances.
• welding

Note: every effort should be made to reduce the level of risk to a low or moderate level.

Note: no approval will be given if a high risk hazard still exists after controls are put in place.

4. Legislation, codes of practice, standards and guidance

• Occupational Health and Safety Act 2004 (Vic)
• Occupational Health and Safety Regulations 2017 (Vic)
• WorkSafe Victoria — Officewise: A guide to health and safety in the office
• WorkSafe Victoria — Working alone information sheet: How to identify and control risks when working alone

Resources

Flexible work resources

• Flexible Work Agreement Template (Word)

Other templates and forms relevant to this policy and procedure

• Register of Employees Permitted to Work Alone or in Isolation Form (Word)
• Risk Assessment Template (Word)
• Workstation Risk Assessment Template (Word)