Mechanism 12.0 - Notification Requirements for OSH Awareness Activities

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Abu Dhabi Occupational Safety and
Health System Framework
(ADOSH-SF)
Mechanisms
Mechanism 12.0 – Notification Requirements for
OSH Awareness Activities
Version 4.0
July 2024

ADOSH-SF – Mechanisms
Mechanism 12.0 – Notification Requirements for OSH Awareness Activities
Version 4.0 –15 th July 2024
Page 2 of 14
Table of Contents
1. Introduction ...................................................................................................................................................... 3
2. Requirements .................................................................................................................................................. 4
2.1 General Requirements ........................................................................................................................ 4
2.2 ADPHC role in Awareness activities .............................................................................................. 4
2.3 Exclusions ................................................................................................................................................ 5
3. Awareness activities by Approved Sector Entities ........................................................................... 6
4. SRA Awareness Activities........................................................................................................................... 7
5. Government Entity Awareness Activities ............................................................................................. 8
6. Awareness Activity Notification and Approval ................................................................................... 9
6.1 Events ....................................................................................................................................................... 9
6.2 Media Activities ..................................................................................................................................... 9
6.3 OSH Publications ................................................................................................................................. 10
6.4 Safety Alerts ......................................................................................................................................... 10
7. ADOSH-SF - Standard Forms .................................................................................................................... 11
8. Document Amendment Record ............................................................................................................... 12

ADOSH-SF – Mechanisms
Mechanism 12.0 – Notification Requirements for OSH Awareness Activities
Version 4.0 –15 th July 2024
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1. Introduction
This mechanism is designed to define the requirements to be met when planning awareness
activities and/or contact with the media in relation to OSH / ADOSH-SF.
The purpose is to ensure that OSH awareness activities conducted by SRAs and Government
Entities are planned and undertaken in a coordinated manner to ensure appropriate, accurate,
timely and consistent OSH information is communicated to the intended audience.
Awareness activities addressed within this mechanism are limited to those delivered by an SRA
or a Government Entity to external stakeholders, i.e. not to their own employees.
This mechanism also provides basic guidance and requirements when SRA’s and Government
Entities are required to respond to unplanned enquiries from the media after OSH incidents.
This mechanism has been designed to ensure fair, transparent and consistent coordination of OSH
related awareness activities.

ADOSH-SF – Mechanisms
Mechanism 12.0 – Notification Requirements for OSH Awareness Activities
Version 4.0 –15 th July 2024
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2. Requirements
2.1 General Requirements
(a) As the Competent Authority for Occupational Safety and Health within the Emirate of
Abu Dhabi and for the ADOSH-SF, ADPHC has a role to ensure OSH related awareness
activities are presented in a coordinated and disciplined manner and include
information that is appropriate, accurate and consistent.
(b) The purpose of this mechanism is not to limit or hinder SRAs or Government Entities
OSH awareness activities, but to ensure a coordinated approach and to protect the
reputation of the Emirate of Abu Dhabi, ADPHC and the ADOSH-SF. This coordination
shall ensure that awareness activities do not conflict with those of other SRA’s /
ADPHC / or any other relevant authorities.
(c) ADPHC will support these activities by ensuring consistent key messages and
interpretations of the requirements of the ADOSH-SF, a strategic approach of
coordination between the concerned SRA’s, and organizing technical support for
specific OSH related issues.
2.2 ADPHC role in Awareness activities
(a) ADPHC shall oversee all OSH awareness activities undertaken by SRA’s and
government entities as per the scope of this mechanism.
(b) ADPHC may, at any time request an SRA or Government Entity to expand the
awareness activity to include other/all sectors/other stakeholders.
(c) ADPHC may, at any time, request an SRA or Government Entity to suspend or cancel a
planned awareness activity.
(d) ADPHC shall develop, design, document and implement emirate wide OSH awareness
activities to promote the role of ADPHC, SRA’s and the ADOSH-SF.
(e) ADPHC shall review and approve all awareness materials developed by an SRA or
Government Entity with particular regard to:
(i) Consistent and accurate information;
(ii) Applicability to other Sectors / Stakeholders; and
(iii) On-going awareness activities.

ADOSH-SF – Mechanisms
Mechanism 12.0 – Notification Requirements for OSH Awareness Activities
Version 4.0 –15 th July 2024
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2.3 Exclusions
(a) As the competent authority for OSH in the Emirate of Abu Dhabi, ADPHC shall lead
specific types of awareness activities, including but not limited to the following:
(i) Conferences related to OSH or the
ADOSH-SF;
(ii) Invitation to international speakers at any OSH event;
(iii) Printed or Electronic Guidance / Guidelines / Handbooks / Booklets;
(iv) Training Materials and Tools (e.g. checklists, educational presentations);
(v) OSH Campaigns; and
(vi) OSH Movies / Video’s / DVD’s.

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Version 4.0 –15 th July 2024
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3. Awareness activities by Approved Sector Entities
(a) Sector Entities with an Approved OSHMS by their relevant SRA are not permitted in
any way to utilize the logo of ADPHC on any merchandising or marketing material.
(b) If Sector Entities are planning awareness events, they may request ADPHC to assist
with the development or attend planned events related to the ADOSH-SF or OSH by
contacting ADPHC.
(c) ADPHC shall review each submission and respond based upon the merit of the event
and current direction and other commitments of ADPHC.
Note: Government entities shall comply with the notification requirements as defined in
section 5 of this mechanism.

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Mechanism 12.0 – Notification Requirements for OSH Awareness Activities
Version 4.0 –15 th July 2024
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4. SRA Awareness Activities
(a) Each SRA shall develop, document, implement and maintain an awareness activity plan
for the forthcoming calendar year. The plan shall be reviewed at least annually.
(b) The awareness activity schedule shall be approved, prior to implementation, by
ADPHC.
(c) The awareness activity schedule shall include, as a minimum:
(i) Two planned OSH awareness events for nominated entities and/or entities
with an approved OSHMS based on topic;
Note: The above may include participation in emirate wide activities
planned/undertaken by ADPHC.
(d) When developing an awareness activity schedule or individual awareness activity,
ADPHC encourages SRAs to utilize awareness activities in the most efficient and
effective manner, including, but not limited to:
(i) distributing / sharing OSH/ADOSH-SF awareness materials with other SRAs,
Entities or relevant Stakeholders;
(ii) planning and coordination of OSH/ADOSH-SF awareness workshops / events to
allow other parties’ representatives to attend if possible;
(iii) planning and coordination of specific OSH/ADOSH-SF issue awareness
campaigns with ADPHC, SRA’s and other relevant stakeholders; and
(iv) ensuring the most effective and cost-efficient processes for the production and
distribution of awareness materials.
(e) SRA’s shall notify ADPHC of all awareness activities and actively promote the ADOSH-
SF by including the ADPHC logo on awareness materials, in accordance with the
notification process outlined in Section 6 of this document.
(f) SRA’s shall include appropriate links to the ADPHC Website to assist entities and other
relevant stakeholders access the ADOSH-SF. It is the policy of ADPHC for SRA’s to
provide links to documents of the ADOSH-SF rather than providing electronic versions
of the documents for inclusion on SRA websites.

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Version 4.0 –15 th July 2024
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5. Government Entity Awareness Activities
(a) Each government entity shall notify ADPHC of all awareness activities that are
planned for external parties. Notification shall be in line with the requirements listed
in section 6 below. External awareness activities are those which will be delivered to
persons not directly employed by the entity and/or to the general public.

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Version 4.0 –15 th July 2024
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6. Awareness Activity Notification and Approval
(a) Each SRA and Government Entity shall notify ADPHC of all awareness activities that
are planned. Notification shall be in line with the requirements below.
6.1 Events
Events
Definition A gathering for group of people involving several entities /
speakers to discuss matters related to OSH.
Activity
Examples workshops, training sessions, seminars.
ADPHC role
• Contacting / notifying other relevant SRA’s / Government
Entities, as required.
• Distribution of invitations to relevant SRA’s and Government
Entities, as required.
• Approving utilization of the ADPHC logo
• Technical review of awareness materials against requirements
of ADOSH-SF
Notification
and Timescales
• By using ADOSH-SF – Form L.
• ADPHC shall be notified at least 3 weeks in advance.
Note: if international speakers are to be invited this shall be
done as per the requirements of clause 2.3 of this document.
Review and
Approval
Initial approval shall be provided within one week following
receiving the notification
6.2 Media Activities
Media Activities
Definition
Any written or recorded methods of communications, which is
directed to one or more news media for announcing something
related to OSH.
Activity
Examples
• Press releases, news release, press statement or video release.
• Planned media release (articles, interviews, press releases
related to OSH)
• Unplanned media contacts & responses.
ADPHC role
• Technical review of planned media releases / information
against the requirements of the ADOSH-SF
• Review of the use of the ADPHC Logo
• Adding ADPHC statements / information.
• Coordination with other relevant SRA’s / Government Entities if
required
Note: only ADPHC will publish data related to incidents in press
releases
Notification
and Timescales
• By using ADOSH-SF – Form L.
• Planned media release: ADPHC shall be notified one week
before release.
• Unplanned media release: notification within maximum 24
hours following the release

ADOSH-SF – Mechanisms
Mechanism 12.0 – Notification Requirements for OSH Awareness Activities
Version 4.0 –15 th July 2024
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Review and
Approval
• Planned media release: ADPHC will provide feedback within 3
working days.
• Unplanned media release: ADPHC will provide feedback when
possible.
6.3 OSH Publications
OSH Publications
Definition: The development and distribution of awareness materials.
Activity
Examples:
Written and/or Electronic:
• Brochures / Flyers / Information Sheets / Fact Sheets
• Newsletters / Posters
ADPHC Role
• Technical review of planned publication / information.
• Approving utilization of the ADPHC logo
• Coordination with relevant SRA’s / Government Entities if
required.
Notification and
Timescales
• By using ADOSH-SF – Form L.
• ADPHC shall be notified at least 2 weeks before production.
ADPHC Review
and Approval
ADPHC will review and provide feedback / approve plans and
material within one week.
6.4 Safety Alerts
Safety Alert
Definition:
Short guidance material that highlights an incident, unsafe practice
or outcome of an incident investigation to business. Safety alerts
outline required action to be taken to prevent the incident from
reoccurring or to prevent the unsafe practice.
Activity
Examples:
Written and/or Electronic:
• Information Sheets / Fact Sheets
ADPHC Role
• Technical review of planned publication / information.
• Approving utilization of the ADPHC logo
• Coordination with relevant SRA’s / Government Entities if
required.
Notification
and Timescales
• By using ADOSH-SF – Form L.
• ADPHC shall be notified at least one week before planned
production.
ADPHC Review
and Approval
ADPHC will review and provide feedback / approve plans and
material within 3 days.

ADOSH-SF – Mechanisms
Mechanism 12.0 – Notification Requirements for OSH Awareness Activities
Version 4.0 –15 th July 2024
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7. ADOSH-SF - Standard Forms
Form L – OSH Awareness Activity Notification Form.
This form is used for notification of Sector OSH Awareness Activities. ADOSH-SF Forms are
available at www.adphc.gov.ae

ADOSH-SF – Mechanisms
Mechanism 12.0 – Notification Requirements for OSH Awareness Activities
Version 4.0 –15 th July 2024
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8. Document Amendment Record
Version Revision Date Description of Amendment
Page/s
Affected
4.0 15 th July 2024
System acronym updated from OSHAD-SF to ADOSH-
SF to accurately reflect document title
Throughout
Change from OSHAD to ADPHC
Change of Logo
Minor editorial changes throughout the document
without changing requirements.
Clause 3(a) (on the use of ADPHC Approved Mark)
deleted and the clause next to it (now Clause 3(a))
amended in consequence
6
From current clause 3(b), deleted reference to ADPHC
email address

ADOSH-SF – Mechanisms
Mechanism 12.0 – Notification Requirements for OSH Awareness Activities
Version 4.0 –15 th July 2024
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