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Communication,

Participation &
Consultation
Requirements

Purpose
The purpose of this procedure is to describe a
processes to ensure effective and appropriate
ORMS information is communicated to the SCs
employees, contractors and other interested
parties, and to receive feedback from internal
and external parties on matters relating to the
ORMS.
Participation and consultation on ORMS
processes is ensured from SC employees,
contractors and other interested parties with a
view to continually improve ORMS.

Applicability
The procedure applies to all staff,
contractors,
visitors
and
other
interested parties in relation to the
inward and outward communication
on the matters related to HSE issues.

Requirements related to
Communication, Participation and
Consultation
Communication: the organization should develop
procedure for internal communication among various
functions and levels of the organization and for external
communication with interested parties.
Consultation: the organization is required to consult with
employees, contractors (e.g. selection of appropriate
control measures for a specific hazard) and other
interested parties (e.g. regulatory Authorities- applicability
and interpretation of Legal Requirements, Emergency
Services)
Participation: the organization is required to ensure
active and ongoing participation of workers in the
development and review of ORMS Practices and, where
appropriate, the development of ORMS.

Communication
What needs to be communicated?
a) Outwards Communication

Mandatory requirements- set by standards


or laws i.e. 18001, QCS2014, Ministerial
Resolution No. 20 etc.
Organizations Operational Requirementsawareness campaigns, initiatives
b) Inward Communication

Communication from Employees,


Contractors, Interested Parties

Outward CommunicationExamples
Outward Communication- Mandatory
Recipients
Message
ORMS Policy- communication of intention

Employe Contrac
es
tor
X
X

Visitor
s
X

Other Interested
Parties
X

ORMS Manual- communication of framework

Procedures- communication of requirements

Roles & Responsibilities- expectation

Legal and Other Requirements- ensuring compliance

HSE Hazards & Risks- awareness

Emergency Response -awareness


SC HSE Performance- information on progress/
shortcomings
HSE Incidents, and results of investigations

X
X

employe
e*
Employe
e*

Information on occupational Illness or chronic diseases


Primary and periodic medical examinations

Outward CommunicationExamples
Outward Communication-Organizations Operational
Requirements based on identified HSSE , Supreme
Committees Commitments and National priorities
Message
Heat Stress Campaign
Nutrition and fasting awareness
Safe Passage

Employee
s
x
x
x

Recipients
Contracto Visitors
Other Interested Parties
r
x

x
x

Inward Communication
Inward Communications (examples)
Sender
Message

Employees

Contractor

Information on applicable laws

HSSE Hazard
Notification/Notices
HSSE Incident Notifications

HSSE Performance

Visitors

Other Interested
Parties
X

Inspection and Audit Reports

Feedback and Complaints

Change in Circumstances
affecting ORMS

Planning for
Communication
The requirements related to mandatory and
organizational communication shall be
planned. The plan shall include the following
points:
Message to be communicated, frequency,
medium, recipients,
Responsibility and authority of communication
This is addressed by:
(Annual Communication Plan) which may updated on
quarterly basis.
(Communication Authority Matrix)

Participation & Consultation


What does it mean?
The need for participation and consultation with
employees, and other interested parties, is required
in the following circumstances: (Examples)
Identification of hazards or risks and establishing control
measures;
Encourage participation of employees by consulting with
them on health, safety, security and the environmental
matters;
Consultation with regulatory authorities or emergency
services on interpretation of legal requirements and their
application or change in emergency response arrangement
or requirements of coordination with emergency services.

Participation &
Consultation
How it happens
(With Employees, contractors and other interested parties)
Through meetings, and following are the requirements related to
such meetings:
Setting agenda of the meeting
Identifying
participants
of
the
meeting
(focal
points/managers/interested parties (QFA, QSL etc.)
Identifying Roles, Responsibilities and duties of the members
(participants)
Identification of frequency of the meetings
(With Regulatory Authorities)
Identification of situations in which consultation is required
Identification of Responsibility and authority to consult on behalf
of SC.

Consultation Meeting
Agenda
Typical agenda of Consultation meetings is as
follows:
a) New or unfamiliar hazards (including those that
can be introduced by the contractor)
b) New or amended controls
c) Changes in material, equipment, exposures etc.
d) Changes in legal and other requirements
e) Corrective actions
f) Changes in emergency arrangements
g) Results of Incident investigations

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