1. SCOPE

The procedures of The Australian National University with respect to employment medical procedures requires the gathering of information to identify: 

• occupational health and safety (OHS) issues relevant to the work environment associated with an advertised post,
• staff with a pre-existing medical condition that might be exacerbated by their employment at the University,
• staff with a medical condition that might cause an abnormal increase in the risk of injury, and
• staff with special needs in relation to a medical condition.

The procedures apply equally to externally and internally advertised positions.

2. DEFINITIONS

2.1 Pre-employment Work Environment Report.

The Pre-employment Work Environment Report is completed by the relevant Budget Unit and lists the potential hazards of a position to be advertised. The Pre-employment Work Environment Report form is available at http://info.anu.edu.au/Policies/_DHR/Forms/HR51.asp

2.2 Employment Medical Questionnaire.

Employment medical procedures provide an assessment of an individual's fitness to safely carry out the requirements of a particular job, and provide baseline data for use in the OHS prevention and rehabilitation programs of the University.  The employment medical assessment consists of an Employment Medical Questionnaire which is completed by the appointee and if required, an assessment by an Occupational Physician.  The Employment Medical Questionnaire form is available at http://info.anu.edu.au/Policies/_DHR/Forms/HR39.asp

2.3 Budget Unit.

Budget Unit refers to a School, Faculty, Division, Centre or Department designated by the Vice-Chancellor as responsible for an activity of the University.

3. PRE-EMPLOYMENT WORK ENVIRONMENT REPORT

Applicants for an advertised post will be provided with information on potential workplace hazards using the Pre-employment Work Environment Report form.  The form is to be completed by the supervisor of the advertised position in the relevant Budget Unit and submitted to Employment Services with the request for recruitment.  Jobs will not be advertised without the Pre-employment Work Environment Report.

‘Regular’ hazards (as identified in the Pre-employment Work Environment Report) must be listed as ‘Essential’ in the Selection Criteria.  For example, if a person has to regularly move furniture and equipment the selection criteria should state ‘must be able to shift furniture’.  Or if a person is regularly exposed to airborne allergens the selection criteria should state ‘must be able to wear a respirator’.

A copy of the Pre-employment Work Environment Report should be provided to an applicant with the selection documentation.

The Selection Committee should ensure that each applicant has a copy of the Pre-employment Work Environment Report and should question the applicant on their understanding of the hazards and the safety practices used to control them.  The Selection Committee must refer to the applicant’s response in their report.

4.  EMPLOYMENT MEDICAL ASSESSMENT

The University aims to provide an environment that is healthy and safe for employees and that has minimal risk of exacerbation of a staff member’s pre-existing medical condition.  Applicants who have pre-existing medical conditions have to be given special consideration because their threshold for reaction to particular physical strains, substances, materials, animals, etc. may be lower than that prescribed by the appropriate occupational health guidelines.  To ensure the University carries out its duty of care to such persons, the following procedure shall be undertaken as part of the staff appointment process.

Appointees shall complete an Employment Medical Questionnaire that provides relevant details of their medical history.  The purpose of this questionnaire is to identify staff with a pre-existing medical condition that might be exacerbated by their employment at the University, to identify staff with a medical condition that might cause an abnormal risk of injury, and to identify staff with special needs in relation to a medical condition.  This will allow the workplace to make appropriate modifications to the workplace or to work practices.

Employment Medical Questionnaire and the Pre-Employment Work Environment Report are assessed by the University's Occupational Therapist to identify staff needing further workplace or medical assessment.

The personal medical information obtained is confidential information and is managed by the University according to the Information Privacy Principles set out in the Privacy Act 1988.  The personal medical information is to be securely stored with access restricted to nominated officers of the University.  Information contained in the statement is not made available to any other third party without the written consent of the appointee or when the University is required to do so by a court or tribunal or under law including in the case of a disputed claim for worker’s compensation, when the information might be provided to Comcare Australia or the Administrative Appeals Tribunal.

5.  HISTORY

These hazard management procedures for Employment Medical Procedures were revised by the OHS Policy Committee, reviewed by the Privacy Commission and approved by Margaret Ford, Director, Human Resources on 4 December 2001.

These procedures should be read in conjunction with the University's Occupational Health and Safety Policy and other relevant policies and procedures of the University.

First issued: January 1992

Current revision: December 2001