Employee registration

The onus of proof in a prosecution rests with a regulator to prove that an employer did fail to ensure the health and safety of its employee/s.

• An employee is a person who performs or undertakes work at the direction or instruction of an employer, whilst working standard or set hours for financial remuneration, gain, reward or promise.

You must demonstrate that the occurrence of an event or incident was due to causes over which you had no control, and that you:

• Adopted and followed a prescribed or stated way, or undertook consultation with employees as to the method or process by which to manage a person?s exposure to risk in the performance of a task or activity; and

• Exercised proper diligence and took all reasonable precautions in the undertaking of a safety duty.

WHSMS manages the collection and delivery of information to employees through the creation of a register for each employee, no matter if they are full-time, part-time or casual.

• An employees WHSMS user level shall determine which group/s within the organisation the person shall be assigned access to.

History reports can be generated at any level of WHSMS employee access within a group.

An employee does not have to be a WHSMS user licence holder for you to be able to produce a history report.

• The generation of a history report for an employee provides a detailed record as to when and what information was communicated to the employee, training completed, etc.

Only line management personnel have permission to add and/or remove a person from the employee register.

Completing the employee registration process is easy.

• You will be asked for the details of each employee. To save time, we recommend that you gather the following information.

• Full name.

• Attach a photograph for a visual record of the employee.

• Date of birth.

• Drivers license number.

• Residential address.

• Telephone and mobile numbers.

• Email address for work.

Provide details as to the industry and employee classification of the employee:

• Shift arrangement details e.g. starting time, number of hours worked, etc.

• Payroll ID number.

Details of the next of kin e.g. nature of relationship, telephone number and a mobile number.

Employees are then be allocated access to a parent, child-parent, child group as per the WHSMS access level assigned.

Information regarding licenses e.g. forklift truck, rigger, etc obtained by a person are recorded in this section.

• License type.

• Number.

• Place of issue.

• Date of expiry.

Details of any first aid qualification held by the employee would include:

• Level of qualification, date and place it was obtained.

• Date of expiry.

Details of any health and safety induction training completed by the employee would include:

• Type of induction training e.g. general or specific induction, date and place it was obtained.

• Date of expiry.

• Name of the person or organisation that conducted the training.

As part of the verification process you will be asked to confirm the details of the employee as being true and correct.

Provide your family and given names and your position within the organisation.

Submit.

Where all details are provided, the employee shall be assigned the required access to the nominated group/s.

• A record of the employee register shall be created and stored on the WHSMS database.

• If the form is returned after being submitted, you have not completed a mandatory field. You must complete those fields highlighted in red before moving to the next phase of the registration process.

You can continue to add employees in the set-up process or you can add additional employee at a later stage.

To add an employee and assign that person to a group at a later date, proceed to the "organiser" tab located in the grey header bar, select "add an employee", this will take you to the employee registration form.