FAQs on the notification of election of safety and health representatives

What has changed?

Under mines safety legislation, industry is required to notify the Department of the election of safety and health representatives (SHReps). Notifications of these elections are now made using the Safety Regulation System (SRS). This has removed the need for hard copy notifications to be sent or emailed to the Department.

This new functionality enables industry to:

  • notify the Department of election notifications online, and 24/7, using SRS
  • manage and update multiple election notifications for their site
  • update SHRep details as they change
  • update training details in SRS when introductory or refresher training has been provided

Other benefits include:

  • SHReps being able to nominate their preferred contact details
  • automatic provision of supporting information to newly appointed SHReps
  • reminders sent via SRS to prompt sites that election terms are coming to a close
  • SHReps will receive notification of any proactive and announced inspections or audits by the Department
  • SHReps will have the ability to view site visit records, audits and notices after the site visit

Who is responsible for the election notification?

The person conducting an election for a safety and health representative must notify the State mining engineer of the results of the election. This is done by submitting the notification no later than 7 days after the election date.

Refer to s. 56 of the Mines Safety and Inspection Act 1994

The person conducting an election must also notify the person elected as a safety and health representative and the employer.

How do I lodge the notification?

Submission of the notification will be via SRS:

  • Use the Notifications subsystem lodgment page located on the SRS home page.
  • This will bring up the safety and health representative screen.
  • Follow the screen prompts to enter the notification details.

Who can enter the notification?

Site administrators or users with the Notifications – Position security role can enter election notifications.

Can a SHRep be elected for more than one site operation?

Yes, they can be elected for one or more site operations within a mine.

Is there an impact on security access to SRS?

SHReps entered into SRS will be given an “Ex” (external) account and will be given access to the Compliance module (audits, inspections and notices) within SRS. This will allow them to receive notification of scheduled inspections and audits as well as access to view site visit records and notices issued after Mines Safety inspections have occurred.

SHReps will also be able to update their details via the SRS “My profile” tab located on the SRS homepage and then selecting “My personal details”.

Will existing SHReps data be migrated to SRS?

Yes, details of active SHReps will be migrated to SRS.

Are SHRep training details covered in SRS?

Three months after election, sites will receive a reminder via SRS about the training required for SHReps. An additional reminder will be sent 12 months after election, if the date training was completed has still not been entered.

What happens when the two-year election term is coming to an end?

The SHRep and site administrators will receive an alert notification three months prior to the term expiring to prompt new elections. Compliance module access will be automatically revoked at the end of the two-year term.

Who can I contact?

SRS Manager
Department of Mines, Industry Regulation and Safety
Email: SRSManager@dmirs.wa.gov.au
Phone:  (08) 9358 8001 (then select option 3)