A safety, health and environment representative, commonly called a SHE rep, is an employee designated in writing to represent colleagues on health and safety matters. The requirement to appoint them arises under the Occupational Health and Safety Act once an employer has more than a threshold number of employees at a workplace.
The appointment is a legal requirement rather than good practice, and it must be in writing for a specified period. It is also an employee function rather than a management one: SHE reps represent workers, and their designation is made after consultation with them.
Business Requirements at a Glance
The requirement generally works as follows.
- Employers with more than a threshold number of employees at a workplace must designate health and safety representatives
- Representatives must be full-time employees who are familiar with the workplace conditions
- Designation is made in writing for a specified period after consultation with employees
- The number of representatives required scales with the number of employees and the nature of the work
- Representatives must be given training and the time and facilities to perform their functions
- A health and safety committee must be established where there is more than one representative
Registration and Legal Requirements
The threshold, the ratios and the periods are set in the Act and regulations. Confirm the current figures with the Department of Employment and Labour, since restating a figure that has changed would be actively misleading.
Representatives may not be held personally liable for anything done in performing their functions, which is deliberate: they are there to raise issues without fear of consequence.
Documents and Ownership Information Required
The written designation is the key document, and it should specify the period, the area of the workplace and the functions. Keep it on file, since inspectors ask for it.
Records of training, of committee meetings and of issues raised and addressed are all part of demonstrating compliance.
Tax, Licence and Compliance Requirements
Representative functions include reviewing the effectiveness of health and safety measures, identifying hazards, investigating complaints, inspecting the workplace, and attending inspections by an inspector.
Representatives are entitled to make representations to the employer and, where not resolved, to an inspector. Obstructing them is an offence.
Health and safety committees must meet at prescribed intervals and keep records of their recommendations.
Process, Deadlines and Ongoing Obligations
Appoint representatives properly and in writing, train them, and give them the time to do the work. A designation on paper with no training or time allocated does not discharge the obligation.
Employer duties under the Act sit alongside this and are not transferred by appointing representatives. The employer remains responsible for a safe workplace.
This page is general information and not legal or tax advice. Confirm current requirements, fees and thresholds with the responsible authority, and take professional advice on your specific circumstances.
Frequently Asked Questions
When must I appoint a SHE rep?
Once you have more than the threshold number of employees at a workplace. Confirm the current threshold with the Department of Employment and Labour.
Can a manager be a SHE rep?
Representatives are full-time employees representing colleagues, designated after consultation with employees. It is an employee function.
Does appointing a rep transfer my duties?
No. The employer remains responsible for a safe workplace. Representative functions sit alongside employer duties.
Do I need a health and safety committee?
A committee must be established where there is more than one representative, and it must meet at prescribed intervals.
Confirm current thresholds, ratios and obligations with the Department of Employment and Labour. This page is general information and not legal or tax advice. Confirm current requirements, fees and thresholds with the responsible authority, and take professional advice on your specific circumstances. Browse all business and compliance requirements.