Safe Operating Procedures Page 1

Owner: Health, Wellbeing and Safety (HR)

Last Review: 12 September 2019

Contents
What are Safe Operating Procedures? ................................................................................................ 1
Safe Operating Procedures policy........................................................................................................ 1
Responsibilities .................................................................................................................................... 2
Developing Safe Operating Procedures ............................................................................................... 2
Supporting Documents ........................................................................................................................ 3
Examples .............................................................................................................................................. 4

What are Safe Operating Procedures?

Safe Operating Procedures (SOPs) (or Safe Working Procedures (SWP)) are operational documents created
locally to describe the safest and most efficient way to perform a certain task, carry out an operation or
operate a machine/tool. Safe Operating Procedures will normally come from a risk assessment as an
administrative control. Written Safe Operating Procedures are an essential part of a safe system of work and
are an important part of an overall occupational health and safety program.

Safe Operating Procedures provide information necessary to guide all staff and students to perform tasks
safely and reliably. Safe Operating Procedures also assist in the training and orientation of new staff and
students in the hazards of the specific process or activity. Lastly Safe Operating Procedures are a valuable tool
in assessing the level of understanding or competency regarding on-the-job training.

Safe Operating Procedures Policy

Safe Operating Procedures are required for any routine, repeated activity or process associated with a
medium to high risk outcome from a risk assessment (hazardous work). Medium to high risk in this context
means any activity or process where an injury may occur if the process is not performed in the prescribed
manner.

Before carrying out hazardous work the following must occur:

• A risk assessment is carried out
• A relevant Safe Operating Procedure is prepared, and
• User are trained on the Procedure.

Safe Operating Procedures shall consider and be prioritised according to their level of risk, specifically
considering hazard exposure, frequency of exposure, and worker knowledge and experience. A higher priority
shall be placed on tasks performed by students and other inexperienced workers.

Safe Operating Procedures shall be reviewed:

• whenever the task or activity changes
• when a new hazard is identified or becomes known: for example, new information in a Safety Data
Sheet.
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• when equipment or processes are not used for a period of time (over 6 months) and worker
knowledge and experience may decline
• after an associated injury, near miss or illness
• every three years.

Responsibilities

The development and implementation (including training) of Safe Operating Procedures is the responsibility of
the line supervisor or academic-in-charge where students are involved. The Dean, Head of School, Director or
Unit Head is responsible for maintaining an overall safe system of work that includes Safe Operating
Procedures.

All staff, visitors and students are expected to familiarise themselves with and comply with the Safe Operating
Procedures that exist in their area of work. Failure to comply with Safe Operating Procedures may lead to
disciplinary action and/or withdrawal of rights to carry out work in the area.

Developing Safe Operating Procedures

Methodology Resources / Tools

Step 1: Preparation Safe Operating Procedures shall:
• be written by a person with sound, hands on experience and
knowledge of the activity and process
• involve the persons who will be using the Instructions
• as far as practicable, involve consultation with the Health
and Safety Representative of the area.
• involve a review of manufacturer or supplier’s manual or
working instructions (where they exist)
Safe Operating Procedure Template can be used
Step 2. Consider what is needed to be This may include:
done or available before the • the issuing of permits or carrying out isolations
task or process is carried out • if the work is done by a variety of people, are there any
training, licence or skill requirements that need to be
checked each time?
• the availability of equipment
• the use of personal protective equipment
Step 3. Observe the task or process Where possible use a third person to observe and record the steps.
For a new process, a dry run or trial is often the best way to identify
potential problems. For example with a laboratory procedure,
observe staff stepping through the process
Step 4. Record the sequence of basic A good basis for preparing a Safe Operating Procedure is to carry out
job steps a risk assessment. This may be in the form of
• Work Safety Assessment (for Research work)
• Safe Work Method Statement (high risk work)
Step 5. Identify and assess potential
• Other risk assessment
hazards of each step
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Methodology Resources / Tools

Step 6. Review associated legislative The Victorian WorkSafe website provides topic based OHS
requirements, standards and information
University guidelines The OHS Manual provides guidance on major OHS issues.
The Library provides access to Australian Standards
Step 7. Assess the risks of the hazards See OHS Risk Management Standard
Step 8. Suggest practical ways of See Possible Solutions.
eliminating and controlling the If the process or activity remains high risk after applying the control
hazards using the hierarchy of measures discuss the feasibility of the process or activity with the
controls. responsible manager. It may be necessary to discontinue/not do the
process or activity
Step 9. Write up the Safe Operating Use straightforward language: see NSW WorkCover “Writing work
Procedures method statements in plain English: Guidelines”.
The Safe Operating Procedures template provides further guidance.
Step 10. Test the Safe Operating With a new process or a changed one, where possible a dry run or
Procedures by consultation and trial is often the best way to identify potential problems. For
verify relevant issues are example with a laboratory procedure observe staff stepping through
documented the new Instruction
Step 11. Obtain approval of the Safe When complete, Safe Operating Procedures should be reviewed,
Operating Procedures from a signed and dated by the area supervisor and if there is one, the local
supervisor or manager. health and safety representative (HSR).
Step 12. Ensure the new or revised Safe Safe Operating Procedures should be displayed prominently or
Operating Procedures are readily available in the areas in which they are to be used:
available to staff and students For equipment and machinery:
that may need them • Safe Operating Procedures for each piece of equipment/
machinery should be displayed prominently close to the
location of the equipment/machinery
• the manufacturer's user manual provided with the
equipment/machinery is a good resource for safety
information to include in Safe Operating Procedure.
Step 13. Carry out any necessary The supervisor shall verify that the Safe Operating Procedures are
training or familiarisations. being followed and are workable.
Step 14. Update Safe Operating
Procedure Register

Supporting Documents

Deakin University OHS Manual:

• Hazard Isolation Standard
• OHS Risk Management Standard
• Other Risk Assessments
• Permit System Standard
• Safe Operating Procedure Register Template
• Safe Operating Procedure Template
• Safe Working Method Statements
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• Staff Consultation and Representation

• Work Safety Assessment
Australian Standards
NSW WorkCover : Writing work method statements in plain English

Examples

Examples of Standard Safe Operating Procedures can be found at:

• WorkSafe Tasmania
• Victorian Education Department: Cutting Tools, Shaping Tools, Joining Tools, Finishing Tools
• Victorian Education Department: maintenance plant and equipment
• WorkSafe Victoria
• Canadian Centre for Occupational health and Safety: Safety Hazards (a wide range of examples)

DOCUMENT HISTORY
Name of procedure Safe Operating Procedures(Instruction)
Overarching policy Health Wellbeing and Safety policy
OHS Manual Safe Work Practices
Original Date 23 July 2010
Review History 23 July 2019
Review and update
Author Michael O’Donoghue
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POSSIBLE SOLUTIONS TO PREVENT OR REDUCE THE LIKELIHOOD OF INJURIES

(in order of preference: 1 is a better solution than 2 etc).
Working Environment Plant or Machinery
1. Install ventilation extraction systems in hot work 1. Enclose very noisy plant or machinery in sound-proof barriers
areas. or relocate in separate area from the majority of workers.
2. Fit localised lighting on machines to enable 2. Guard moving parts of the plant or machinery (fixed or
operators to comfortably view work pieces. adjustable guards, photo-electric, pressure sensing mats).
3. Suspend electrical power lines and air lines. 3. Interlock guards with power supply (power supply is
4. Round-off edges and corners of benches, automatically switched off when guard is opened or
equipment or fittings. removed).
5. Install safety barriers to protect pedestrians from 4. Make guards difficult to remove or machinery difficult to
vehicles or mobile plant. disable.
6. Install mirrors and flashing lights to warn of 5. Install two – hand controls.
approaching vehicles or mobile plant. 6. Provide feeder tables or rollers.
7. Fit reverse warning beepers and lights to mobile 7. Use clamps, supports, guides or stops to position workpieces.
plant for example, forklifts. 8. Fit lock out switches to all plant and machinery to disconnect
8. Install hand rails on ramps and steps. power supply while being cleaned, serviced or repaired.
9. Install non-slip floor surfaces. 9. Guard or shield hot or cold machine components from
10. Install good lighting along walkways. accidental contact.
11. Removing overhanging objects from work areas. 10. Fit emergency stops to plant and machinery which is easy to
12. Provide fixed plant and machinery with drip trays. see, operate and reach at all times.
13. Supply cool water for workers required to work in 11. Make sure plant or machine controls are easy for the
hot areas. operator to understand and reach.
14. Regularly sweep and clean floors. 12. Introduce lock-out procedures and provide locks and tags.
15. Keep walkways and work areas uncluttered. 13. Write safe operating procedures for all machinery
16. Identify walkways with painted yellow lines. operations.
17. Have available temporary signs to warn of slippery 14. Clearly identify with warning signs and line marking areas
surfaces. where hot processes are carried out.
18. Introduce job rotation and frequent rest breaks 15. Provide workers likely to be burnt by hot material with
for jobs which could cause workers to suffer from personal protective equipment such as gauntlets, aprons,
the extremes of hot or cold. face shields.
19. Provide workers with a variety of tasks. 16. Provide workers with good quality hearing protection.
20. Introduce job rotation for jobs which may be
fatiguing.
21. Provide personal protective clothing and footwear
to minimise the effects of cold.
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POSSIBLE SOLUTIONS TO PREVENT OR REDUCE THE LIKELIHOOD OF INJURIES

(in order of preference: 1 is a better solution than 2 etc).
Chemicals or Substances Tools or Equipment
1. Use less dangerous chemicals or substances. 1. Make sure tools or equipment with rotating or moving blades
2. Use paste or pellets instead of powders. or cutters are fitted with guards.
3. Apply paint by brush instead of spraying. 2. Make sure electrically powered equipment is only used if
4. Store chemicals in sealed containers. protected by a safety switch (Residual Current Device).
5. Install an extraction system to remove fumes 3. Provide industrially insulated power extension cords.
vapours or dust. 4. Prevent mobile plant or vehicles driving over power cords.
6. Obtain Material Safety Data Sheets for all chemicals 5. Regularly test and tag electrically powered equipment.
or substances. Particularly Hazardous Substances 6. Write safe operating procedures for all powered tools and
and Dangerous Goods. equipment.
7. Follow safety precautions contained in Material 7. Train workers on the safe use of tools and equipment.
Safety Data Sheets. 8. Introduce job rotation and frequent rest breaks for jobs which
8. Make sure all containers are labelled. involve the risk of injury from mechanical vibration.
9. Write safe operating procedures for the handling or 9. Provide safety glasses or face shields.
use of chemicals or substances. 10. Provide workers with good quality hearing protection.
10. Train workers on the safe handling or use of 11. Provide workers likely to be burnt by hot material with
chemicals or substances. personal protective equipment such as gauntlets, aprons,
11. Provide first aid, safety showers, eye wash. face shields.
12. Provide proper personal protective equipment
such as gloves, aprons, cartridge respirators,
safety glasses and face shields.
Manual Handling
1. Reduce the weight of the object to be lifted or
carried; for example, smaller containers or less
material per container.
2. Make sure containers are easy to lift or carry; for
example, they are provided with handles or grips,
or are a comfortable shape and size.
3. Change the height of workbenches or shelving to
reduce the need to bend or overreach.
4. Provide equipment to assist with the lifting carrying
or moving; for example, hoists, trolleys, scissor
lifts, conveyors.
5. Make sure tools or equipment are comfortable and
easy to lift, use or operate.
6. Suspend heavy tools or equipment.
7. Provide footrests, comfortable and adjustable
seating and cushioned floor coverings.
8. Reduce the distance to carry objects.
9. Change the work process so that objects do not
have to be lifted or moved as often by hand.
10. Introduce job rotation with a mixture of repetitive
and non – repetitive tasks.
11. Provide training in safe manual handling.
12. Make sure there is a two – person lift.
13. Provide frequent short rest breaks for workers
carrying out repetitive tasks.