IHSS Annual Health and Safety Compliance Audit

• Client

• Location
  Address

• Conducted on

  Date

• Audit conducted by

• SAIOSH Registration Number

• Audit Report Compiled By

• SAIOSH Registration Number

• Audit Committee Memebers

The purpose of an Occupational Health and Safety (OHS) audit is to ensure compliance with legislation, regulations, and best practices, and to identify areas for improvement in an organization's OHS program: Compliance: Ensure compliance with local, national, and industry-specific regulations Risk identification: Identify potential hazards and risks in the workplace Performance evaluation: Evaluate the effectiveness of OHS management systems Continuous improvement: Promote a culture of continuous improvement by regularly reviewing safety practices Employee engagement: Involve employees in the audit process to foster a sense of ownership and accountability

CIPC- Company Registration Documents

• Company Registration Document available

  Yes

  No

  N/A

• Company Registration Number

Compensation Fund Documents- COID or RMA

• Is the document valid

  Yes

  No

  N/A

• Expiry date of the Document

  Date

• Does the Name of the company identified correspond with the Company Registration Document

  Yes

  No

  N/A

• Does the nature of business correspond with the care function of the business

  Yes

  No

  N/A

• Reference the Policy Number

Public Liability Insurance Document

• Is the Document available

  Yes

  No

  N/A

• Name of the Insurance Provider

• Supply the Policy Number

• Is the Document still valid

  Yes

  No

  N/A

• Is the Policy a monthly or annual Policy

• Expiry date of the Document

  Date

Certificates and COCs (Certificate of Compliances)

• Is there an Occupancy Certificate available for the building

  Yes

  No

  N/A

• Is there a Fire Clearance certificate available

  Yes

  No

  N/A

• Is there a Fire Fighting Equipment COC available

  Yes

  No

  N/A

• Is there a Fire Pump COC Available

  Yes

  No

  N/A

• Is there a Fire Panel COC available

  Yes

  No

  N/A

• Is the Electrical COC available

  Yes

  No

  N/A

• Is there a Generator COC available

  Yes

  No

  N/A

• Is there a Gas Installation COC available

  Yes

  No

  N/A

• Is there an Extractor COC available

  Yes

  No

  N/A

• Is there an Electric fence COC available

  Yes

  No

  N/A

• Is there a Plumbing COC available

  Yes

  No

  N/A

• Is there a Boiler Room/ Boiler COC available

  Yes

  No

  N/A

• Is there a Lift installation COC available

  Yes

  No

  N/A

• Is a Solar Panel Installation COC available

  Yes

  No

  N/A

Equipment Registers

Electrical

• Is there an Electrical Equipment Register

  Yes

  No

  N/A

• Are all equipment listed

  Yes

  No

  N/A

• Are equipment uniquely numbered for easy identification and cross referencing

  Yes

  No

  N/A

• Can the list be verified by sample testing

  Yes

  No

  N/A

• Number of Equipment listed

Hand tools

• Is there a Hand Tool Register

  Yes

  No

  N/A

• Are all equipment listed

  Yes

  No

  N/A

• Can the list be verified by sample testing

  Yes

  No

  N/A

• Number of Equipment listed

Lifting Equipment or Support Structures

• Is there an Electrical Equipment Register

  Yes

  No

  N/A

• Are all equipment listed

  Yes

  No

  N/A

• Can the list be verified by sample testing

  Yes

  No

  N/A

• Number of Equipment listed

Equipment Service Records

Fire Fighting Equipment

• Is there a Fighting Equipment Service Record available (Within 12 months)

  Yes

  No

  N/A

• When was the last Service Conducted

  Date

• Name of the Service Provider

• Service Provider's registration number with relevant body

Fire Panel, Detection and Suppression Systems

• Is there a Fire Panel Service Record (Within 12 months)

  Yes

  No

  N/A

• When was the last Service Conducted

  Date

• Name of the Service Provider

• Service Provider's registration number with relevant body

Fire Pump House

• Is there a Fire Pump House Service Record (Within 12 months)

  Yes

  No

  N/A

• When was the last Service Conducted

  Date

• Name of the Service Provider

• Service Provider's registration number with relevant body

Generator

• Is there a Generator Service Record (Within 12 months or 250 hours)

  Yes

  No

  N/A

• When was the last Service Conducted

  Date

• Name of the Service Provider

• Service Provider's registration number with relevant body

Extractor

• Is there an Extractor Service Record (Within 12 Months)

  Yes

  No

  N/A

• When was the last Service Conducted

  Date

• Name of the Service Provider

• Service Provider's registration number with relevant body

Boilers

• Is there an Boiler Service Record (Within 12 Months)

  Yes

  No

  N/A

• When was the last Service Conducted

  Date

• Name of the Service Provider

• Service Provider's registration number with relevant body

Lifts

• Is there a Lift Annexure B Service Record (Within 24 Months)

  Yes

  No

  N/A

• When was the last Service Conducted

  Date

• Name of the Service Provider

• Service Provider's registration number with relevant body

Rodent Stations

• Is there a Rodent Station Service Record (Within 3 Months)

  Yes

  No

  N/A

• When was the last Service Conducted

  Date

• Name of the Service Provider

• Service Provider's registration number with relevant body

Lifting Equipment

• Are there Lifting Equipment Service Records (Within 12 Months) for Equipment

  Yes

  No

  N/A

• Does service certificates include Load Test Certificates if required

  Yes

  No

  N/A

• If no to the above, list the equipment which do not have Service Records

• Service Providers accrediting number(s)

Registers

• Is there a Risk Assessment Register availale

  Yes

  No

  N/A

• Does the Risk Assessment Register List all Risk Assessments

  Yes

  No

  N/A

Baseline Risk Assessment

• Is there a Baseline Risk Assessment Available

  Yes

  No

  N/A

• Does the Baseline Risk Assessment Cover the Hazards associated with the business's core functions

  Yes

  No

  N/A

• Does the Baseline Risk Assessment identify high risk activities, conditions or areas which in turns triggers the need for issue based risk assessments

  Yes

  No

  N/A

• Is the Base Line Risk Assessment Signed off

  Yes

  No

  N/A

• When is the next review date

  Date

• Are corrective actions identified

  Yes

  No

  N/A

• Are risks evaluated to a satisfying rate

  Yes

  No

  N/A

Issue Based Risk Assesments

• Are Issue Based Risk Assessments in place for all high risk concerns as identified within the Base Line Risk Assessment

  Yes

  No

  N/A

• Are the Issue Based Risk Assessments signed off

  Yes

  No

  N/A

• If no to the above, List the Issue Based Risk Assessments which are not signed off

• When is the next review date

  Date

• Are corrective actions identified

  Yes

  No

  N/A

• Are risks evaluated to a satisfying rate

  Yes

  No

  N/A

• Is focus placed more on preventative measures rather than corrective measures

  Yes

  No

  N/A

Training

• Are employees trained on the identified Risk Assessment

  Yes

  No

  N/A

• Are all trainings conducted within 12 months

  Yes

  No

  N/A

Registers

• Is there a Register Available for the company policies

  Yes

  No

  N/A

• Does the Policy Register list all policies within the company

  Yes

  No

  N/A

Occupational Health and Safety Policy

• Does the Occupational Health and Safety Policy list the goals and objectives for the organization

  Yes

  No

  N/A

• Does the Occupational Health and Safety Policy trigger measures' in which the organization has put into place to achieve said objectives and targets

  Yes

  No

  N/A

• Is the Occupational Health and Safety Policy signed off by the CEO/ Director

  Yes

  No

  N/A

• Is the Occupational Health and Safety Policy updated every 12 months

  Yes

  No

  N/A

• When is the next review date

  Date

Other Policies

• Are all Policies as per the registers available

  Yes

  No

  N/A

• If no to the above, which Policies are not available

• Are all Policies signed off by the CEO/ Director

  Yes

  No

  N/A

• Do these Policies trigger any procedures or plans for which is to be enforced or maintained in order to achieve the objectives and goals of the policies

  Yes

  No

  N/A

Company Organogram

• Is the Company Organogram available

  Yes

  No

  N/A

• Does the company organogram reflect a true measure of the employees and their roles within the organization

  Yes

  No

  N/A

• When last was the company organogram revised

  Date

Legal Appointment Register

• Is there a Legal Appointment Register available

  Yes

  No

  N/A

• Does the Legal Appointment register mention all Legal Appointments recognized within the organized.

  Yes

  No

  N/A

• Is the Legal Appointment Register kept up to date and reviewed annually or when there is a change in the legal structure of the organization

  Yes

  No

  N/A

Legal Appointment Letters

• Are all Legal appointments as per the Legal Appointment Register available and up to date

  Yes

  No

  N/A

16(1)- C.E.O Appointment Letter

• Name and surname of the 16(1) Legal Appointee

• Is the 16(1) Legal Appointment available and signed off

  Yes

  No

  N/A

• Date of Signature

  Date
16(2)- Assistant to the CEO Appointment Letter(s)

• Name and surname of the 16(2) Legal Appointee

• Is the 16(2) Legal Appointment available and signed off

  Yes

  No

  N/A

• Is the 16(2) Legal Appointee appointed by the 16(1) Legal Appointee

  Yes

  No

  N/A

• Is the area or department clearly defined within the Appointment Letter

  Yes

  No

  N/A

• Date of Signature

  Date
8(2)- Supervisor Appointment Letter(s)

• Name and surname of the 8(2) Legal Appointee

• Is the 8(2) Legal Appointment available and signed off

  Yes

  No

  N/A

• Is the 8(2) Legal Appointee appointed by the 16(2) Legal Appointee

  Yes

  No

  N/A

• Is the area or department clearly defined within the Appointment Letter

  Yes

  No

  N/A

• Date of Signature

  Date

Section 17- Health and Safety Representatives

• Are there Sufficient Number of Health and Safety Representatives identified within the organization

  Yes

  No

  N/A

• Number of identified Health and Safety Representatives within the organization

• Is there documented proof for how the Health and Safety Representatives were nominated and elected

  Yes

  No

  N/A
Section 17- Health and Safety Representatives Appointment Letters

• Name and surname of the Section 17 Health and Safety Representative Legal Appointee

• Is the Section 17 Legal Appointment available and signed off

  Yes

  No

  N/A

• Is the Section 17 Legal Appointee appointed by the 16(2) Legal Appointee

  Yes

  No

  N/A

• Is the area or department clearly defined within the Appointment Letter

  Yes

  No

  N/A

• Date of Signature

  Yes

  No

  N/A

• Has the Section 17 Health and Safety Representative been trained and competent

  Yes

  No

  N/A

• Name of the Training Service Provider

• Training Service Provider's accreditation number

• Certificate Number

• Date of when training was conducted

  Date

• Expiry date of the certficate

  Date

General Safety Regulations 3- First Aider

• Are there sufficient number of First Aiders identified within the organization

  Yes

  No

  N/A

• Number of the First Aider within the organization

• Do all sections, departments and or shifts have an identified First Aider

  Yes

  No

  N/A
General Safety Regulations 3- First Aider Appointment Letter

• Name and surname of the General Safety Regulations 3- First Aider Legal Appointee

• Is the General Safety Regulations 3- First Aider Legal Appointment available and signed off

  Yes

  No

  N/A

• Is the General Safety Regulations 3- First Aider Legal Appointee appointed by the 16(2) Legal Appointee

  Yes

  No

  N/A

• Is the area or department clearly defined within the Appointment Letter

  Yes

  No

  N/A

• Date of Signature

  Date

• Has the General Safety Regulations 3- First Aider been trained and competent

  Yes

  No

  N/A

• Name of the Training Service Provider

• Training Service Provider's accreditation number

• Certificate Number

• Date of when training was conducted

  Date

• Expiry date of the certficate

  Date

Section 9(2)- Fire Fighter

• Are there sufficient number of Fire Fighters identified within the organization

  Yes

  No

  N/A

• Number of the Fire Fighters within the organization

• Do all sections, departments and or shifts have an identified Fire Fighter

  Yes

  No

  N/A
Section 9(2)- Fire Fighter Appointment Letter

• Name and surname of the Section 9(2)- Fire Fighter Legal Appointee

• Is the Section 9(2)- Fire Fighter Legal Appointment available and signed off

  Yes

  No

  N/A

• Is the Section 9(2)- Fire Fighter Legal Appointee appointed by the 16(2) Legal Appointee

  Yes

  No

  N/A

• Is the area or department clearly defined within the Appointment Letter

  Yes

  No

  N/A

• Date of Signature

  Date

• Has the Section 9(2)- Fire Fighter been trained and competent

  Yes

  No

  N/A

• Name of the Training Service Provider

• Training Service Provider's accreditation number

• Certificate Number

• Date of when training was conducted

  Date

• Expiry date of the certficate

  Date

OHSA- Emergency Coordinator

• Are there sufficient number of Emergency Coordinators identified within the organization

  Yes

  No

  N/A

• Number of the Emergency Coordinators within the organization

• Do all sections, departments and or shifts have an identified Emergency Coordinators

  Yes

  No

  N/A
OHSA- Emergency Coordinator Appointment Letter

• Name and surname of the OHSA- Emergency Coordinator Legal Appointee

• Is the OHSA- Emergency Coordinator Legal Appointment available and signed off

  Yes

  No

  N/A

• Is the OHSA- Emergency Coordinator Legal Appointee appointed by the 16(2) Legal Appointee

  Yes

  No

  N/A

• Is the area or department clearly defined within the Appointment Letter

  Yes

  No

  N/A

• Date of Signature

  Date

• Has the OHSA- Emergency Coordinator been trained and competent

  Yes

  No

  N/A

• Name of the Training Service Provider

• Training Service Provider's accreditation number

• Certificate Number

• Date of when training was conducted

  Date

• Expiry date of the certficate

  Date

CR9(1)- Risk Assessor

• Is there an identified Risk Assessor within the organization

  Yes

  No

  N/A

CR9(1)- Risk Assessor Appointment Letter

• Name and surname of the CR9(1)- Risk Assessor Legal Appointee

• Is the CR9(1)- Risk Assessor Legal Appointment available and signed off

  Select Yes No N/A

  • Yes
  • No
  • N/A

• Is the CR9(1)- Risk Assessor Legal Appointee appointed by the 16(2) Legal Appointee

  Yes

  No

  N/A

• Is the area or department clearly defined within the Appointment Letter

  Yes

  No

  N/A

• Date of Signature

  Date

• Has the CR9(1)- Risk Assessor been trained and competent

  Yes

  No

  N/A

• Name of the Training Service Provider

• Training Service Provider's accreditation number

• Certificate Number

• Date of when training was conducted

  Date

• Expiry date of the certficate

  Date

Section 24 & General Administrative Regulation 8(1)- Incident investigator

• Is there an identified Incident Investigator within the organization

  Yes

  No

  N/A

Section 24 & General Administrative Regulation 8(1)- Incident investigator Appointment Letter

• Name and surname of the OHSA- Emergency Coordinator Legal Appointee

• Is the OHSA- Emergency Coordinator Legal Appointment available and signed off

  Yes

  No

  N/A

• Is the OHSA- Emergency Coordinator Legal Appointee appointed by the 16(2) Legal Appointee

  Yes

  No

  N/A

• Is the area or department clearly defined within the Appointment Letter

  Yes

  No

  N/A

• Date of Signature

  Date

• Has the OHSA- Emergency Coordinator been trained and competent

  Yes

  No

  N/A

• Name of the Training Service Provider

• Training Service Provider's accreditation number

• Certificate Number

• Date of when training was conducted

  Date

• Expiry date of the certficate

  Date

Occupational Health and Safety Committee Organogram

• Is the Occupational Health and Safety Committee Organogram available

  Yes

  No

  N/A

• When last was the Occupational Health and Safety organogram revised

  Date

• Does the Occupational Health and Safety organogram reflect a true measure of the employees and their roles within the committee

  Yes

  No

  N/A

Section 19- Occupational Health and Safety Committee Chairperson Appointment Letter

• Name and surname of the Section 19- Occupational Health and Safety Committee Chairperson

• Is the Section 19- Occupational Health and Safety Committee Chairperson Appointment Letter available and signed off

  Yes

  No

  N/A

• Is the Section 19- Occupational Health and Safety Committee Chairperson Legal Appointee appointed by the 16(2) Legal Appointee

  Yes

  No

  N/A

• Date of Signature

  Date
Section 19- Occupational Health and Safety Committee Member Appointment Letter

• Name and surname of the Section 19- Occupational Health and Safety Committee Member

• Is the Section 19- Occupational Health and Safety Committee Member Appointment Letter available and signed off

  Yes

  No

  N/A

• Is the Section 19- Occupational Health and Safety Committee Member Legal Appointee appointed by the 16(2) Legal Appointee

  Yes

  No

  N/A

• Date of Signature

  Date
Occupational Health and Safety Committee Meetings

• Yes

  No

  N/A

• Year

• Quarter

• Date

  Date

• Meeting minutes captured

  Yes

  No

  N/A

• Are there any points of the captured meeting which have not not been attended to (Sample check)

  Yes

  No

  N/A

• Attendance register available

  Yes

  No

  N/A

• Did the meeting meet the full Quorum

  Yes

  No

  N/A

Emergency Preparedness Procedure

• Is an Emergency Preparedness Procedure Available

  Yes

  No

  N/A

• Is the Emergency Preparedness Procedure signed off

  Yes

  No

  N/A

• When last was the Emergency Preparedness Procedure revised

  Date

• Does the Emergency Preparedness Procedure cover all possible or anticipated scenarios as per the environment or core functions of the organization

  Yes

  No

  N/A

• Are all employees trained on the procedure and attendance registers available

  Yes

  No

  N/A

Emergency Contact Numbers

• Are emergency contact details available

  Yes

  No

  N/A

• Are emergency contact details up-to-date

  Yes

  No

  N/A

• Does the emergency contact include external service providers (Police, Ambulance, Fire Department, etc)

  Yes

  No

  N/A

• Are emergency contact details displays through the premises and on all notice boards or communal areas

  Yes

  No

  N/A

Emergency Fire drills

• Are emergency fire drills being conducted

  Yes

  No

  N/A

• At what frequency are fire drills being conducted

• When was the last fire drill conducted

  Date

• Are fire drill reports available

  Yes

  No

  N/A

• Any findings or concerns noted within the fire drill reports

  Yes

  No

  N/A

External Trainings

• Name of training intervention

• Name and surname of candidate

• Name of the service provider

• Accreditation number of the service provider, if applicable

• Date training was conducted

  Date

• Expiry date of certficate

  Date
Internal Trainings

• Name of training intervention

• Name and surname of candidate

• Date training was conducted

  Date

Inspection checklists

• Are inspections being conducted

  Yes

  No

  N/A

• Are inspection checklists being filled in correctly

  Yes

  No

  N/A

• Are inspection checklists being signed of by the supervisor or a management representative

  Yes

  No

  N/A

• List the make, model, seriel number and kind of equipment and checklists audited

• Do Inspection checklists reflect the true condition of the equipment

  Yes

  No

  N/A

Incident Management Procedure

• Is an Incident Management Procedure Available

  Yes

  No

  N/A

• Is the Incident Management Procedure signed off

  Yes

  No

  N/A

• When last was the Incident Management Procedure revised

  Date

• Does the Incident Management Procedure cover all possible or anticipated scenarios as per the environment or core functions of the organization

  Yes

  No

  N/A

• Are all employees trained on the procedure and attendance registers available

  Yes

  No

  N/A

Incident Register

• Is an Incident register available

  Yes

  No

  N/A

• Has there been any incidents recorded in the last 12 months

  Yes

  No

  N/A

Annexure A and WCL or RMA forms

• is the Annexure A and WCL or RMA forms readily available

  Yes

  No

  N/A

Contractor Management Procedure

• Is a Contractor Management Procedure Available

  Yes

  No

  N/A

• Is the Contractor Management Procedure signed off

  Yes

  No

  N/A

• When last was the Contractor Management Procedure revised

  Date

• Are all employees trained on the procedure and attendance registers available

  Yes

  No

  N/A

Contractors Matrix

• Is a contractors Matrix Available

  Yes

  No

  N/A

37.2 Mandatory Agreements

• Is the 37.2 Mandatory agreement readily available for contractors to make use of

  Yes

  No

  N/A

• Does the template cover all the aspects of the Occupational Health and Safety Act 85 of 1993

  Yes

  No

  N/A

• Have all Contractors as per the Contractors Matrix signed off the 37. Mandatory Agreements

  Yes

  No

  N/A

• Have all parties signed off the 37.2 Mandatory Agreements

  Yes

  No

  N/A

• Are all signed 37.2 Mandatory Agreements still within 12 months from date of signatures

  Yes

  No

  N/A

Occupational Health and Safety Compliance Certificate

• Is there a currently Compliance Certificate in place

  Yes

  No

  N/A

• Name of Certifying body or entity

• Certificate Number

• What is the expiry date of the Compliance Certficate

  Date
Other Recognised Compliance Certficate (Liquor, Acceptability, etc)

• Compliance certificate type

• Name of Certifying body or entity

• Certificate Number

• What is the expiry date of the Compliance Certficate

  Date

Various Audits conducted

• Internal or External Audit

• What kind of audit was conducted

• Name of the auditing firm or body

• Date when audit was conducted

  Date

• Any major findings or non conformances identified

  Yes

  No

  N/A

Hazardous chemical Register

• Is the Hazardous Chemical Register available and filled in

  Yes

  No

  N/A

• Is the Hazardous Chemical Register kept up to date and reflect a true nature infield

  Yes

  No

  N/A

Material Safety Data Sheets

• Are Material Safety Data Sheets available for all chemicals listed on the Hazardous chemical Register

  Yes

  No

  N/A

• Are Material Safety Data Sheets of a 16 point format

  Yes

  No

  N/A

• Are Material Safety Data Sheets less that 5 years old

  Yes

  No

  N/A

• Are relevant employees trained on Material Safety Data Sheets

  Yes

  No

  N/A

Oil/ Chemical Spill kits

• Are Oil/ Chemical Spill kits available and easily accessible

  Yes

  No

  N/A

• Does the Oil/ Chemical Spill kits meet the minimum content list

  Yes

  No

  N/A

• Are employees trained on how to use an Oil/ Chemical Spill kit

  Yes

  No

  N/A

Personal Protective Equipment Procedure

• Is a Personal Protective Equipment Procedure Available

  Yes

  No

  N/A

• Is the Personal Protective Equipment Procedure signed off

  Yes

  No

  N/A

• When last was the Personal Protective Equipment Procedure revised

  Date

• Are all employees trained on the procedure and attendance registers available

  Yes

  No

  N/A

Personal Protective Equipment Issue Register

• Are Personal Protective Equipment issue Registers Available for all relevant employees

  Yes

  No

  N/A

Personal Protective Equipment Issue Register

• Name and surname of employee

• Department

• When Last was the employee issued with Personal Protective Equipment

• Did all relevant personnel sign off the register

  Yes

  No

  N/A

• Is the employee trained on the Personal Protective Equipment Procedure

  Yes

  No

  N/A

Occupational Health and Safety Reports

• Year

• Quarter

• OHS Report Available

  Yes

  No

  N/A

• Conducted By

  Yes

  No

  N/A

• Company Name

  Yes

  No

  N/A

• Any identified findings which have not been closed out (Sample check)

  Yes

  No

  N/A

Report Findings

• Image of Finding

  Media

• Location of Finding

• Finding Description

  Select

• Risk Ranking

  Select Low risk Medium Risk High Risk (Fix as soon as possible) Compliant

  • Low risk
  • Medium Risk
  • High Risk (Fix as soon as possible)
  • Compliant

• Proposed Corrective Action