IMS9.4.6.8 Working Alone or in Isolation Procedure

1.0   PURPOSE

The purpose of this procedure is to ensure that staff who work alone or in isolation are able to make contact on a regular basis and also alert SeaLink of an emergency if such a situation arises. An adequate and reliable system for ensuring regular and emergency communication must be provided and maintained for a person where they are working alone in the following circumstances:

• In an area remote / isolated from the assistance of others due to time, location or the nature of the work; or
• In a situation that involves the operation or maintenance of plant, or the handling of a hazardous substance; or
• Working on or around water; or
• In work that is dangerous to perform alone,

2.0  SCOPE

This procedure covers the requirements associated with work in isolation, including the identification of isolated areas, the assessment of the risk and control measures to be taken, such as notification, logging, means of communication, staff allocation and a system for monitoring and reporting. The following guidelines have been developed to ensure the health and safety of persons whose duties may involve working alone or without frequent or regular contact with other persons.

3.0   REFERENCES

• Work Health and Safety Act 2011
• Work Health and Safety Regulation 2011

4.0   DEFINITIONS

Isolated Area - In the context of this procedure, this means any area which is not regularly attended, or is out of sight or away from other personnel and where personnel may not be able to be assisted by others in the event of an incident or personal emergency. Such areas may be both on a SeaLink asset, site and off site.
Relevant Personnel - Staff, visitors, contractors or their representatives involved in working alone or in isolation. 

5.0   REQUIREMENTS

5.1   Roles and Responsibilities

Managers / Supervisors are responsible for ensuring that safe processes of work are developed and implemented for employees who may work in remote or isolated areas. This can be achieved by:

• Identifying staff who may work in remote locations or locations isolated from other people, particularly those who may be working in hazardous areas or tasks that have high risk.
• Ensuring a risk assessment is conducted for work that is performed alone or in isolation and that adequate control measures are implemented prior to approval of work.
• Agreeing on reliable and adequate arrangements for communication during and on  completion of tasks, or emergency situations for each identified remote work location in consultation with the affected employees.
• Consulting with staff and visitors that work alone.
• Approval of personnel to undertake work alone or in isolation in their workplace.
• Ensuring appropriate arrangements for personnel, and if necessary, contractors involved in working alone.
• Providing appropriate training regarding working in isolation for staff and visitors that work alone.

SeaLink staff, visitors and contractors are responsible to:

• Follow the procedures for safe work in remote or isolated locations;
• Make regular contact with their fixed base as agreed in the procedures and risk assessment;
• Consulting with the manager / supervisor in relation to developing appropriate measures to control risk associated with working alone.
• Advise the supervisor/manager of any delays or changes to the work being performed;
• Not placing themselves at risk when working alone;
• Participate in training and apply the skills taught in the workplace

5.2   Procedure

A risk management process should be undertaken in a methodical way to control risks associated with working alone or in isolation. This process shall be completed in consultation with relevant personnel and involve:
1. Identifying tasks that require staff, visitors or contractors to work alone and where they would be unable to readily summon assistance in the event of injury, illness or other emergency. This may include working alone out of normal working hours.
2. Assessing the risks of injury or harm arising during this task. This involves considering the chance or likelihood of an injury or illness occurring and, if it does occur, the extent of any injury or harm. The following should be considered:

• The nature and duration of the task(s) to be carried out;
• The number of personnel involved;
• Accessing or leaving the site;
• Emergency procedures which may be required and the availability of those resources if outside normal working hours, and the estimated response time;
• First aid kit requirements and contact information;
• The level of supervision required;
• The level of training of the person involved;
• Security in the area;
• The means, availability and reliability of communication in the area; and
• In addition, disclosure and consideration of any medical conditions that may give rise to a dangerous or life threatening situation when working in isolation must be taken into account.

3. Implementing control measures to eliminate or reduce the risks of injury or harm, and ensure they are monitored and reviewed on an ongoing basis.

Managers and supervisors must authorise both the work that is to be carried out alone or in isolation and the measures to control risks associated with that work. 

5.2.1 Risk Control Measures for Working Alone or in Isolated Areas 

Based on the outcome of the risk assessment, control measures shall be developed and implemented by:
1. Identifying a method of regular and emergency contact;
2. Identifying a contact person, or persons, to respond to regular contact or in an emergency;
3. Identifying the frequency and method of contact required;
4. Preparing any work method statements required;
5. Obtaining an authority to work alone or in isolation.

Methods of communication may include: 

• Notification of supervisor or manager and logging of the task, before commencing work;
• Permit to work / lock or tag out system utilised as appropriate; 
• Mobile or 2 way radio communication;
• A minimum of two persons for certain tasks;
• Use of Personal Locator Beacons (PLB), Emergency Position Indicating Radio Beacons, (EPIRB’s), or Spot messenger locators;
• Use of a location device fitted to a vehicle or boat 

Formal arrangements are to be made and implemented to ensure communication is maintained. The extent of these arrangements will be dependent on the type of work undertaken and the outcome of the risk assessment. A contact person shall be nominated and arrangements agreed and entered into for two way communication. The method and intervals are to be included. The amount of contact required whilst working in isolation depends on the hazard potential of the work and the experience of the individual undertaking the work.

5.2.2  Low Risk Activities

Where employees, contractors or visitors are undertaking office / computer based work or work having been assessed as low risk, the following must be undertaken:

• Persons working back or coming in after normal working hours should always notify a supervisor or alternate contact person of the work commencement and expected completion;
• Undertake all security measures for example, lock required doors, walk in well lit areas;
• If the working alone time is to be greater than 3 hours, arrange times to phone the contact person to confirm personal safety.

5.2.3  High Risk Activities

Some work is classified as too hazardous to be undertaken alone or in isolation and should be undertaken during normal working hours or when qualified assistance and supervision is available. For example:

• Use of hazardous substances where there us a significant risk of injury or exposure to the hazardous substance being used;
• Disposal of hazardous substances;
• Use of naked flames associated with flammable solvents;
• Extreme temperature environments;
• At heights or in confined spaces;
• In areas where power tools or hand tools (including welding) that could cause injury are used;
• Areas where moving machinery is used; and
• Any task risk assessed as high risk.

5.2.4  Maintenance Call Outs

When Maintenance staff are called out after hours, they are not to undertake work in isolation. 

When a defect is identified and repair cannot be deferred to standard working hours the duty fitter can be called to effect repair. 

The vessel that has the defect are to provide crew to assist the Duty Fitter to effect by repair and are not to leave the fitter unattended. 

Vessel crew are not required to stay with the fitter during designated breaks. In the event that a vessel crew has to go on break, the fitter is to follow the following requirements.

• Identify other SeaLink personnel that are available on other vessels to assist; or
• Wait in the SeaLink Crib hut until another SeaLink staff member is available to assist.  

If any situation arises that is not  addressed by the call out requirements, staff are to call the SeaLink Duty Manager on 0437157294

5.2.5  Emergency Situations

• If an employee suffers an injury while working in isolation and is able to use a means of communication, contact is to be made immediately with the employer and emergency services if appropriate.
• When attempts to make contact with an employee working in isolation are unsuccessful, the supervisor must make an immediate visit to the work area or such other action as appropriate to ensure that the worker is safe.

5.2.6  Authorisation to Work in Isolated Areas

Authorisation to work in isolation must be obtained prior to commencement of work. This should be signed by the supervisor / manager or other authorised person. An exchange of emails will suffice but records must be retained. Where the task to be performed in an isolated area would normally require a permit to work, the permit shall be issued in addition to the control measures defined above. 
The Authorisation or permit will specify:

• Duration of the approval or permit;
• Areas that can be accessed / used;
• Procedures, equipment and tasks that can be undertaken;
• Assessment of competency for activity;
• A copy of the risk assessment including controls to be used.

For work which is undertaken on a regular basis, the same risk assessment can be utilised while the conditions remain current as documented on the risk assessment and providing it takes into account all conditions likely to be experienced during the period of approval.

The manager / supervisor must determine that the worker undertaking the work in isolation is competent to undertake the work. The supervisor shall document the assessment of competency on the Authorisation or permit to work. Any person must have completed appropriate induction training, including emergency evacuation and other necessary emergency procedures prior to approval being given for working alone or in isolation.

5.2.7  Documentation and Records

The outcome of the risk assessment process shall be documented and full records kept on  SeaLink document management system.

The risk control measures resulting from the risk assessment shall be incorporated in work instructions and recorded on SeaLink HSEQ management system. These work instructions shall relate to the relevant tasks, as they apply to each isolated area. 

5.2.8  Training

Staff, contractors and visitors shall be provided with sufficient training and/or information to undertake relevant tasks safely, when working in isolated situations. Employees will be trained (where applicable) in any risk assessments and/or safe operating procedures developed as a result of this procedure.

The outcomes of the training are to be documented and included in relevant training records.

5.2.9  Further Assistance

Further advice is available regarding WHS working in isolation activities from the Operation Manager and HSEQ Manager.

6.0   EXHIBITS

Nil.