Evidence Portfolio

TOPIC: Occupational Health and Safety in the Office
Background
The purpose of this assignment is to provide you with an opportunity to demonstrate your understanding of specific business documents (memorandums) and the ‘writing process’. You are asked to apply these concepts to a workplace staple: the use of computers.
Your task: Working in pairs, you are to undertake research and prepare a memorandum for your immediate manager addressing the use of computers in the office and all related Occupational Health and Safety (OH&S) issues. Several staff members have reported work related injuries such as a ‘trip and fall’ over a power cord, R.S.I. (Repetitive Strain Injury) and migraines, and in the interest of employee safety and productivity, management is anxious to establish safety protocols. A. Research:
Collect information about the range of injuries that occur as a result of computer use, why they occur, and the possible means by which they might be prevented. You should access government sites such as Safe Work (Australia) and Work Safe (Victoria), but these are not meant to be definitive. You are encouraged to seek other relevant sources of information to guide you.

Create a Memorandum:
Prepare a summary of your findings, including how computer use may be linked to injury, how such injuries might be prevented, and the role of OH&S.

Specifically, you are to:
Create an ‘outline diagram’ to determine memo structure (submit)
Use correct memorandum format* (no more than two pages)
Make your memorandum persuasive.
Provide a clear Introduction, Body, Conclusion and Recommendations with a focus on explaining the concept of ‘duty of care’ for both employees and employers in relation to safe computer usage.
Include the full and correct title of the Victorian 2004 Act related to OH&S.
Include at least one direct quote from the legislation in your report
Include at least one quote regarding ‘duty of care’.
Supply graphics if appropriate
Reference your sources (‘in-text’ and ‘end-text’).

*See:
How to format a business memorandum:
https://www.dummies.com/careers/business HYPERLINK “https://www.dummies.com/careers/business-communication/business-writing/how-to-format-a-business-memorandum/” HYPERLINK “https://www.dummies.com/careers/business-communication/business-writing/how-to-format-a-business-memorandum/
Officewise – A guide to health and safety in the office:
“https://www.worksafe.vic.gov.au/resources/officewise-guide-health-and-safety-office-handbook”
Create a poster for a notice board that will remind staff about their ‘duty of care’ in using computers safely.
The poster needs to be designed so that it can be enlarged to A3 size for notice boards around the organisation. Again, the focus is to be on reminding staff about their ‘duty of care’ to ensure they work safely.

Include:
An attention getting title
4-6 points about strategies to help avoid computer injuries/ fatigue
At least one graphic and/or supporting statistic(s), fully labelled and referenced where applicable
Contact details for where to go for further assistance:
o within the organisation (use your name yours and telephone/email) o outside the organisation
Date of issue

Word limit:
There is no word limit. You should complete the task, with diagrams illustrating your words, and ensure you include all the required information. At the same time, however, you should provide the required information in as succinct a manner as possible. This is a very important business skill and one that you should seek to develop.
Submission:
Assignment must be submitted with an assignment cover sheet electronically in Word or PDF file via Turnitin. You may submit two documents: the Memorandum and the Poster. You are required to keep a copy of your final version submitted.

ASSESSMENT CRITERIA
Item: Memorandum on the use of computers in the workplace and OH&S. Mark
available Mark Given
1. Memorandum structure:
Outline diagram supplied (separate)
Memorandum format (no more than 2 pages)
Persuasive
Introduction, body and conclusion/recommendations focus on the concept of ‘duty of care’ for both employees and employers
Full and correct title of the Victorian 2004 Act related to OHS.
Included 1 quote re. duty of care
Graphics (if appropriate)
Referencing (‘in-text’ and ‘end-text’)
6
1
1
0.5
1

0.5

0.5
0.5
1
2. Poster for notice board
Suitable for A3 size for notice board
Focus on reminding staff about their ‘duty of care’
Used computer application to prepare poster
attention getting title
4-6 points on strategies to avoid computer injuries/ fatigue
appropriate graphic(s) and/or statistics
contact details for further assistance o within the organisation (use your name and tel./ email )
o outside the organisation
date 4
0.5 1

0.5
0.5

0.5
0.5

0.5
TOTAL 10
Comments:

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