Staff Templates & Examples

Staff Templates & Examples

These templates cover the core staff management documents required for a compliant Safety Management System. They were developed collaboratively with ROSA and represent one solid approach to documentation.

How to Use These Templates

These are starting points, not finished documents. You should:

• Adapt them to your specific activities and business context
• Have your Technical Advisor review them as part of your SMS audit
• Update them when your operations change
• Use them alongside WorkSafe's health and safety documentation guidance

Staff Induction Checklist

Use before a new staff member begins work. Covers:

• Emergency procedures and contacts
• Equipment handling and storage
• Activity-specific briefings
• Reporting procedures (incidents, near misses)
• First aid responsibilities

Staff Medical & Contact Details

Record each staff member's:

• Emergency contact information
• Medical conditions relevant to the role (allergies, conditions affecting capacity to work safely)
• First aid certification level and expiry date
• Current medication (if relevant to emergency response)

Staff Monitoring Template

For regular check-ins and ongoing competency monitoring:

• Observed performance against competency standards
• Areas for development
• Training completed or required
• Next review date

Staff Safety Meeting Template

For recording your regular safety meetings:

• Date, attendees, agenda items
• Issues raised and actions assigned
• Follow-up from previous meeting
• Acknowledgement signatures

Staff Induction & Competency — NZSTA Example

A real operator example showing how a staff induction and competency verification system looks in practice.