FACULTY OF ADMINISTRATION SCIENCE AND POLICY STUDIES (FSPPP) BACHELOR IN ENVIRONMENTAL ADMINISTRATION (AM236) HEALTH, SAFETY AND ENVIRONMENTAL ADMINISTRATION (EVA518) REPORT MODULE DEVELOPMENT TITLE : DEVELOPMENT OF CAMPUS SAFETY AUDIT TOOLS AT HAL EHWAL PELAJAR (HEP) NAME NO. MATRIC AHMAD DANISH BIN AHMAD FAISAL 2025226978 AHMAD NUR ZAHID BIN MOHD HAIZAL 2025482952 NURUL SYAZWANI BINTI MUHAMAD IRMAN 2025479142 TUAN NUR NAJIHAH BINTI TUAN NASIR 2025425668 WAN AINURA ERISSYA BINTI WAN AZMAN 2025482826 PREPARED FOR: PUAN SAIDATUL AKMA HAMIK CLASS: AM2364B
TABLE OF CONTENT 1.0 INTRODUCTION..................................................................................................................... 3 1.1 Define Safety Audit........................................................................................................... 3 1.2 Explain the purpose of safety audits in campus environments.........................................3 1.3 The Importance of Compliance with OSH Standards....................................................... 4 1.4 Introduce Selected Campus Area.....................................................................................4 2.0 LITERATURE & STANDARDS REVIEW................................................................................ 5 2.1 Reference Guidelines (OSHA/NIOSH/ILO/ISO 45001).................................................... 5 2.2 Key Audit Elements........................................................................................................... 6 2.3 How these standards influence our audit design.............................................................. 8 3.0 DEVELOPMENT OF SAFETY AUDIT FORM........................................................................8 3.1 General Information........................................................................................................... 8 3.2 Audit Categories................................................................................................................ 9 3.3 Safety Audit Checklist......................................................................................................10 4.0 SAMPLE AUDIT APPLICATION...........................................................................................11 4.1 Audit Findings.................................................................................................................. 11 4.2 Identified Hazards............................................................................................................12 4.3 Recommendations For Improvement.............................................................................. 13 5.0 DISCUSSION & CONCLUSION...........................................................................................14 5.1 Discuss findings...............................................................................................................14 5.2 Reflect on challenges in conducting audit....................................................................... 14 5.3 Suggest improvements for campus safety system.......................................................... 15 5.4 Conclusion....................................................................................................................... 15 APPENDICES............................................................................................................................. 16 REFERENCES............................................................................................................................ 18 2
TITLE: DEVELOPMENT OF CAMPUS SAFETY AUDIT TOOL AT HAL EHWAL PELAJAR (HEP) 1.0 INTRODUCTION 1.1 Define Safety Audit According to the Cambridge Business English Dictionary, a safety audit is the process in which an organization's safety rules, equipment, and procedures are carefully examined to determine whether they are effective (Cambridge University Press, n.d.) This shows how the organisation will comply with the regulation and protocol to ensure all the equipment is in safety condition. Other than that, these definitions explain every company or institute needs to apply ISO 45000 in terms of making their own regulations for their benefits. 1.2 Explain the purpose of safety audits in campus environments Campus safety audits are very important, especially for any institution that has students and staff. In general, this campus environment requires a safety audit to avoid any incidents that may involve lives, structural costs and various other aspects. Therefore, a safety audit will guarantee safety in the campus environment because it is legal and must comply with all regulations that have been made by the institution itself. By involving individuals with diverse perspectives in the audit process, institutions can gain valuable insights into potential risks or hazards that may compromise campus safety. Additionally, "Worker participation means involving workers in establishing, operating, evaluating, and improving the safety and health program." (OSHA, n.d.).This means that the involvement of every worker is important in ensuring that the objective of achieving a safe working environment in the workplace can be achieved. When it focuses on campus environments such as UiTM Seremban 3, the purpose of this safety audit is to measure the danger during working hours and weekends for staff and students. Other than that, for those who are wondering why these regulations and protocols are set and implied also to non-students 3
because the institutions want to avoid any injuries happen on any outsider, for example the contractors in UiTM need to wear safety vase, boots and helmets while painting the building inside the campus. 1.3 The Importance of Compliance with OSH Standards Compliance with Occupational Safety and Health (OSH) standards is essential in ensuring a safe, healthy, and conducive working environment for employees, students, and visitors. It is a priority for every organization to maintain workplace safety and well-being. (Occupational Safety and Health Administration. (n.d).). In addition, according to CDC, 2023, emergency measures and workplace facilities ought to be properly maintained and implemented, as compliance with OSH standards promote prevent workplace accidents, injuries, and health-related hazards by ensuring that safety procedures are effectively established and followed. Furthermore, compliance with OSH standards also promotes safety awareness among staff and encourages a positive safety culture within the organization. This can also improve employee productivity, reduce absenteeism caused by work-related injuries, and minimize legal liabilities resulting from non-compliance.(Occupational Safety and Health Administration. (n.d.)). These benefits demonstrate the importance of implementing and maintaining OSH standards in the workplace. Therefore, compliance with OSH standards is crucial in ensuring the well-being of all individuals while supporting efficient workplace operations. 1.4 Introduce Selected Campus Area The selected campus area for this assessment is the Student Affairs Department (HEP) Office at University Technology Mara (UiTM) Seremban 3. The HEP Office serves as an administrative centre responsible for managing various student-related matters, including students welfare, co-curricular activities, leadership development programmes, financial assistance, and student disciplinary affairs. In addition, the workplace consists of office workstations, computers, electrical equipment, document storage areas, and common facilities that may pose potential safety and health risks if not properly managed. The office is frequently 4
visited by students, staff, and external visitors, making it an important area to be assessed in terms of occupational safety and health.(OSHA. (n.d.)). Therefore, conducting a safety and health checklist assessment at the HEP Office is crucial to ensure compliance with Occupational Safety and Health (OSH) standards and to provide a safe and healthy environment for all users. 2.0 LITERATURE & STANDARDS REVIEW 2.1 Reference Guidelines (OSHA/NIOSH/ILO/ISO 45001) The development of a campus safety audit tool requires reference to recognized occupational safety and health standards to ensure that the audit checklist is comprehensive and effective. One of the main references used is the Occupational Safety and Health Act 1994 (OSHA 1994), which serves as the primary legislation governing workplace safety in Malaysia. The Act emphasizes the responsibility of employers to provide a safe and healthy working environment for employees, visitors, and other individuals who may be affected by workplace activities. In the context of the HEP Office, OSHA 1994 is relevant because it covers workplace conditions, emergency preparedness, electrical safety, and employee welfare. (Occupational Safety and Health Act 1994, 1994). Another important reference is the guidelines provided by the National Institute of Occupational Safety and Health (NIOSH). NIOSH promotes workplace safety through hazard identification, risk assessment, and the implementation of preventive measures. The guidelines highlight the importance of maintaining proper housekeeping, ensuring safe use of electrical equipment, and promoting ergonomic work practices. These recommendations are particularly suitable for office environments where staff spend long hours working with computers and office equipment. (National Institute of Occupational Safety and Health [NIOSH], 2024). Furthermore, the International Labour Organization Occupational Safety and Health Management System Guidelines provide a comprehensive approach to managing workplace safety and health. The ILO promotes the integration of safety management into daily organizational activities through planning, implementation, monitoring, and continuous 5
improvement. The guidelines emphasize employee involvement, risk prevention, and the importance of establishing clear safety policies and procedures. These concepts are particularly useful in educational institutions because they encourage cooperation among management, staff, and students in maintaining a safe environment. By adopting the principles outlined by the ILO, organizations can create a positive safety culture and reduce the likelihood of workplace accidents and health-related issues. (International Labour Organization [ILO], 2001). The International Organization for Standardization 45001:2018 Occupational Health and Safety Management System is another key reference used in the development of the audit tool. ISO 45001 is an internationally recognized standard that provides a framework for managing occupational health and safety risks. The standard emphasizes proactive risk management, worker participation, leadership commitment, and continuous improvement. Organizations that apply ISO 45001 are encouraged to identify hazards systematically, assess potential risks, implement control measures, and regularly evaluate their effectiveness. These principles are highly relevant to the HEP Office because they support the development of a structured safety audit process that can identify weaknesses and recommend improvements in workplace safety performance. (International Organization for Standardization [ISO], 2018). 2.2 Key Audit Elements Based on the review of OSHA 1994, NIOSH Guidelines, ISO 45001:2018, and ILO Occupational Safety and Health Management System Guidelines, seven key audit elements were identified and used in the development of the safety audit checklist for the HEP Office. These elements were selected because they cover the main safety and health aspects that should be considered in an office environment. The first audit element is Housekeeping and Environment. This element focuses on workplace cleanliness, waste management, pest control, drainage systems, and ventilation. Maintaining a clean and organized workplace is important because it helps prevent accidents and creates a more comfortable environment for employees and visitors. Good housekeeping practices can also improve productivity and support a healthier workplace. 6
The second element is Electrical and Equipment Safety. This focuses on the condition and safe use of electrical equipment, electrical panels, and extension cords. Electrical hazards can cause injuries, fires, and equipment damage if they are not properly managed. Therefore, regular inspections and proper maintenance are important to ensure that all electrical systems remain safe and functional. The third element is Ergonomics and Health, which is related to workstation design and employee comfort. This includes factors such as seating arrangements, body posture, workstation layout, and the placement of tools and materials. Since office employees spend a significant amount of time sitting and using computers, proper ergonomic practices are important to reduce physical discomfort and improve overall well-being. The fourth element is Student and Visitor Safety. Since the HEP Office is frequently visited by students and members of the public, it is important to provide a safe and comfortable environment for all users. This element includes the condition of service counters, waiting areas, CCTV systems, accessibility for persons with disabilities, and the availability of clear safety signage. The fifth element is Emergency Preparedness. This element focuses on the availability of emergency facilities such as fire extinguishers, fire alarms, first aid kits, smoke detectors, and emergency floor plans. Proper emergency preparedness helps ensure that employees and visitors can respond effectively during emergencies and reduces the risk of injuries and property damage. The sixth element is Facilities and Maintenance. This covers the condition of workplace facilities such as lighting systems, plumbing, toilets, parking areas, handrails, and office equipment. Regular maintenance is important to ensure that facilities remain safe, functional, and comfortable for daily use. The final element is General Safety and Health. This element focuses on safety awareness among employees and the overall condition of the workplace environment. It includes the use of warning signs, accessibility of emergency exits, availability of drinking water, and employees' knowledge of safety procedures. Promoting safety awareness can help create a positive safety culture and encourage employees to follow safe work practices. 7
2.3 How these standards influence our audit design The standards reviewed have significantly influenced the design of the safety audit tool developed for the HEP Office. OSHA 1994 provided the legal framework that guided the inclusion of workplace safety, emergency preparedness, and employee welfare requirements in the checklist. This ensures that the audit tool addresses essential safety obligations that must be complied with by organizations and educational institutions. (Occupational Safety and Health Act 1994, 1994). Meanwhile, the NIOSH guidelines influenced the practical aspects of the checklist by emphasizing hazard identification, workplace housekeeping, ergonomics, and risk prevention. These guidelines helped determine the audit items related to cleanliness, workstation safety, electrical equipment, and employee health. The checklist was designed to identify potential hazards before they result in accidents or injuries. (National Institute of Occupational Safety and Health [NIOSH], 2024). The principles of ISO 45001 and the ILO Occupational Safety and Health Management System also contributed to the overall structure of the audit tool. These standards emphasize risk-based thinking, continuous improvement, and corrective actions. As a result, the checklist includes risk ratings, remarks, and corrective action sections to assist auditors in evaluating workplace conditions and recommending improvements. The final audit tool was therefore developed based on internationally recognized safety standards, making it suitable for assessing occupational safety and health conditions within the HEP Office at UiTM Seremban 3. (International Organization for Standardization [ISO], 2018). 8
3.0 DEVELOPMENT OF SAFETY AUDIT FORM 3.1 General Information The Safety Audit Form was developed to collect essential information regarding the auditing process conducted at the selected campus area. The general information section includes details such as the audited area, date and time of inspection, names of auditors and type of audit conducted. This information is important to ensure that the audit findings can be properly documented, monitored and reviewed. For this audit, the Hal Ehwal Pelajar (HEP) office was selected as the audit location and the inspection was conducted by five auditors using a standardized safety audit checklist. 3.2 Audit Categories The Safety Audit Form was designed using seven audit categories to ensure a comprehensive assessment of safety and health conditions within the HEP area. The categories include Housekeeping and Environment, Electrical and Equipment Safety, Ergonomics and Health, Student and Visitor Safety, Emergency Preparedness, Facilities and Maintenance and General Safety and Health. These categories were selected based on Occupational Safety and Health (OSH) principles and recognized safety audit standards to enable effective identification of hazards, assessments of risk and recommendation of appropriate corrective actions. The use of multiple categories allows auditors to evaluate different aspects of workplace safety systematically and comprehensively. 9
3.3 Safety Audit Checklist Figure 1: Table of Audit Checklist 10
Figure 2: Table of Audit Checklist and Result 4.0 SAMPLE AUDIT APPLICATION 4.1 Audit Findings A mock audit was conducted at the HEP office area using the developed safety audit checklist. A total of 39 checklist items were evaluated. Most safety conditions were acceptable but several hazards were detected during the audit process. 11
4.2 Identified Hazards ● Physical Hazard The absence of pet warning signs can pose a hazard to staff and students, as there is a higher risk of being bitten or scratched by pets. This is because a workplace environment is generally not suitable for the presence of pets around office areas. Therefore, appropriate pet warning signs should be displayed to alert individuals and help prevent potential incidents. ● Emergency Preparedness and Evacuation Hazard Staff and students may face a higher level of risk if there is no emergency floor plan displayed around the HEP office. In the event of an emergency, such as a fire, occupants may not be aware of the designated emergency exit routes or the locations of emergency equipment provided by UiTM. Furthermore, the absence of an emergency floor plan may cause panic among staff and students, making it difficult for them to make quick and appropriate decisions during emergency situations. ● Electrical Hazard The absence of signs indicating overheating or burning on equipment may lead staff in the office being less alert to the proper use of electrical appliances in the workplace. Various incidents such as electric shocks or fires may occur if high-voltage electrical equipment is used improperly. Therefore, all electrical equipment in the HEP office should be clearly labelled with appropriate safety signs and usage instructions to ensure safe operation by staff. ● Ergonomic Hazard After the audit was conducted around the HEP Office area, it was found that the seating arrangement is not fully ergonomic, which may pose an ergonomic hazard to staff and students. 12
Poor workstation design can lead to musculoskeletal discomfort such as back, neck, and shoulder strain, particularly during prolonged periods of sitting. In the long term, this condition may reduce comfort, concentration, and productivity among users, as well as increase the risk of work-related musculoskeletal disorders. Therefore, it is important for the seating layout and workstation design to be improved in accordance with ergonomic principles to ensure a safer and more comfortable working environment. ● Safety Hazard Insufficient safety signage may pose a safety hazard as it reduces awareness of potential risks and emergency procedures among staff and students. During the audit conducted at the HEP Office, it was observed that the HEP Office does not display or implement adequate safety signage in the area. This lack of signage may lead to confusion in identifying hazards, emergency exits, and safety instructions, particularly during emergency situations. As a result, staff and students may not respond appropriately or quickly in the event of an incident, thereby increasing the likelihood of accidents or injuries within the workplace. 4.3 Recommendations For Improvement Based on audit findings, several improvements are recommended to improve the general safety and health conditions within the HEP area. Priority should be given to improving emergency preparedness measures including the visibility of emergency exits, emergency floor plans and safety signage. Regular inspections and maintenance activities should also be carried out to ensure that all safety equipment and facilities remain in good condition. In addition, management should strengthen workplace safety awareness through regular safety conferences and monitoring activities. Continuous housekeeping practices, pest control programs and accessibility improvements should be maintained to provide an environment that is more secure and nutritious for employees, students and visitors. Implementing these improvements will help reduce potential hazards and support compliance with Occupational Safety and Health (OSH) requirements. 13
5.0 DISCUSSION & CONCLUSION 5.1 Discuss findings The safety audit conducted at the Student Affairs Office (HEP) assessed 39 items across seven categories, resulting in an overall compliance score of 82.1%, which is classified as Good. This shows that most safety measures are functioning effectively, but several medium-risk issues remain.Some strengths observed were good housekeeping practices, including clean floors, sanitized tables, and proper waste disposal. The electrical panels were clearly labeled and in safe condition. Emergency equipment such as fire extinguishers, fire alarms, smoke detectors, and first aid kits were available and working properly. Facilities like lighting, plumbing, toilets, and handrails were also well maintained, helping to provide a safe and comfortable environment.On the other hand, several weaknesses were identified. The presence of pests was observed, which may create health and hygiene risks. Some equipment showed signs of overheating, and emergency shut-off switches were not easily accessible, increasing the risk of fire incidents. Poor seating arrangements may lead to ergonomic problems and discomfort over time. In addition, safety signs and emergency exit markings were limited, while emergency floor plans were not clearly displayed. This could make evacuation more difficult during emergencies. Overall, although the campus is generally safe, improvements are needed to enhance hazard prevention and emergency preparedness. 5.2 Reflect on challenges in conducting audit Several challenges were faced during the audit process. Identifying hidden hazards, such as pests or overheating equipment, required more detailed inspection and was more difficult than spotting visible issues like blocked walkways. Evaluating ergonomic conditions was also challenging because it involved assessing posture and workstation design rather than obvious physical hazards, making it harder to determine the level of risk. Another challenge was maintaining consistency in data collection. Since several auditors were involved, it was important to use the same assessment criteria for all items to reduce errors and bias. Team members needed to communicate effectively and work together when deciding on risk levels. Additionally, some staff had limited knowledge of safety procedures, making it 14
more difficult to assess compliance with emergency preparedness requirements. These challenges show that applying safety standards in a real campus environment can be more complex than in theory. 5.3 Suggest improvements for campus safety system ● Conduct routine inspections of electrical equipment and ensure emergency shut-off switches are accessible. ● Introduce ergonomic improvements such as better seating and workstation adjustments. ● Install clearer safety signage and emergency exit markers to guide staff and students during emergencies. ● Display emergency floor plans prominently in strategic locations. ● Provide continuous safety awareness training for staff and students, focusing on fire safety and emergency response. ● Schedule regular re-audits to monitor progress and ensure corrective actions are sustained. 5.4 Conclusion In summary, the audit at HEP shows a Good safety level with 82.1% compliance, meaning the campus is generally safe but still needs some improvements. The results show strengths like good housekeeping and working emergency equipment. However, there are also weaknesses such as lack of clear signs, and unclear emergency plans. The challenges during the audit show that careful observation, consistent data collection, and attention to hidden risks are very important. By fixing the weaknesses and following the suggested improvements, the campus can improve its safety, protect students and staff, and create a healthier and safer learning environment. Regular checks and active safety management are needed to reach Excellent compliance and maintain a strong safety culture. 15
APPENDICES 16
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REFERENCES CDC. (2023, May 5). The Occupational Safety and Health Act and OSHA Standards. https://www.cdc.gov/niosh/learning/safetyculturehc/module-5/2.html Occupational Safety and Health Administration. (n.d.). Healthcare- Organizational Safety Culture - Linking patient and worker safety. https://www.osha.gov/healthcare/safety-culture Occupational Safety and Health Administration. (n.d.). Employer responsibilities. OSHA. https://www.osha.gov/workers/employer-responsibilities OSHA. (n.d.). Employer Responsibilities. Occupational Safety and Health Administration. https://www.osha.gov/workers/employer-responsibilities Cambridge University Press. (n.d.). Safety audit. Cambridge Business English Dictionary. Retrieved June 29, 2026, from https://dictionary.cambridge.org/dictionary/english/safety-audit Occupational Safety and Health Administration. (n.d.). Worker participation. https://www.osha.gov/safety-management/worker-participation International Labour Organization. (2001). Guidelines on occupational safety and health management systems (ILO-OSH 2001). https://www.ilo.org International Organization for Standardization. (2018). ISO 45001:2018 Occupational health and safety management systems—Requirements with guidance for use. https://www.iso.org/iso-45001-occupational-health-and-safety.html 18
National Institute of Occupational Safety and Health. (2024). National Institute of Occupational Safety and Health Malaysia. https://niosh.com.my 19