Frequently asked questions about risk assessments

1. What is a risk assessment?

A risk assessment is the combined effort of:

• Identifying and analysing potential (future) events that may negatively impact individuals, assets, and/or the environment (i.e. risk analysis); and
• Making judgements "on the tolerability of the risk on the basis of a risk analysis", while considering influencing factors (i.e. risk evaluation).

2. When do I need to complete a risk assessment?

Now that we’ve entered the new normal, going forward risk assessments are required for significant activities only.

A significant activity includes:

• Any activity that involves members of the public (for example, space reopenings, exhibitions, and other public programming such as workshops or talks)
• Large events, whether for staff, external venue hire clients, or members of the public (for example, events held in Auditorium 1, Auditorium 2 or the Queensland Terrace)
• Staff attending at a private residence or a site without an approved COVID-Safe Site Plan, in the course of their work (including staff who are retrieving collections from donors)
• Other staff travel.

3. Do I need to complete a risk assessment for a meeting with a visitor to State Library?

Risk assessments are not required for everyday internal meetings or training sessions (including with external visitors). However, it is essential that any external visitors sign in using Sine Pro upon their arrival at State Library (using either the ‘visitor’ or ‘contractor’ option). Aside from capturing details for contact tracing, Sine Pro also takes visitors through a site induction describing the safety processes in place.

4. Do I need to complete a risk assessment if I am travelling offsite for a meeting?

This will depend on the site you are attending and the resources that are required for your activity:

• If you are attending a site or venue with an approved COVID-Safe Site Plan, you will be governed by their requirements and regulations whilst on their premises.
• If you are attending a private residence, or a site without an approved COVID-Safe Site Plan, you will need to complete a risk assessment.
• All offsite activities attended by a party sub-contracted to State Library will require a risk assessment.

5. Is a risk assessment required if a new space within State Library is reopening?

Yes. A risk assessment is required to reopen any space within State Library. If you are planning to open further spaces within an area that already has an approved risk assessment, a review will need to be submitted.

6. Where can I find the risk assessment template?

The current risk assessment template can be downloaded from the COVID-19 staff updates page.

7. Are there any resources available to help me complete a risk assessment?

Yes. There is a short how-to video in this ELMO learning module.

8. How long does it take to complete the endorsement process for a risk assessment?

Risk assessments should be submitted for endorsement and approval a minimum of five days prior to the event to allow for sufficient time for review by all required parties.

9. Who should I contact/what should I do if I haven’t heard back after I have submitted a risk assessment?

Please allow approximately two business days for endorsement from CGO. If you do not receive a reply within this time, please don’t hesitate to contact the COVID Risk Assessments mailbox.

10. When do I need to get a review for a risk assessment for an ongoing activity?

A review will need to be completed one month after the commencement date for any ongoing activity. Once the review has been completed, no further action is required unless there is a change to the activity, or an update to the Queensland Health restrictions and guidelines.

11. Will the control measures in my risk assessment be automatically actioned by Facilities?

No. The document owner is responsible for completing a Facilities request form to arrange all cleaning, lighting, air conditioning, security door changes or to obtain any additional COVID supplies.

12. Once my risk assessment has been approved, can I use this again for another activity?

If your risk assessment has been approved for a one-off event, you will need to create a new risk assessment for each new activity. If the activity is similar, using the previous endorsed document will be a good prompt/checklist.

Teams are welcome to discuss the possibility of generic risk assessments for a specific activity (e.g. events for small meeting spaces). Please contact Damien De Groot or Leisa Bell.