Product Overview

Summary: This HVAC Systems Evaluation Safe Operating Procedure provides a structured, WHS-aligned process for inspecting, testing and assessing heating, ventilation and air conditioning systems in Australian workplaces. It helps organisations verify indoor air quality, manage building-related health risks, and ensure HVAC systems are operating safely, efficiently and in compliance with regulatory expectations.

Heating, ventilation and air conditioning systems play a critical role in controlling indoor air quality, thermal comfort and the safe operation of many Australian workplaces. Poorly maintained or incorrectly configured HVAC systems can contribute to airborne disease transmission, mould growth, exposure to hazardous fumes, and uncomfortable or unsafe working environments. This HVAC Systems Evaluation SOP sets out a clear, repeatable methodology for assessing HVAC performance from both a safety and operational perspective, including ventilation rates, filtration, system cleanliness, control settings, and emergency shut-down functionality.

Developed for Australian conditions and regulatory expectations, the procedure helps businesses demonstrate due diligence in managing building-related health risks and supporting worker wellbeing. It guides users through pre-evaluation planning, on-site inspection and testing, documentation of findings, and prioritisation of corrective actions. By adopting this SOP, organisations can standardise how HVAC evaluations are undertaken across sites, strengthen their WHS risk management framework, and provide defensible evidence of compliance during audits, insurance reviews or regulator enquiries.

Key Benefits

• Ensure HVAC systems are evaluated consistently using a structured, WHS-aligned methodology.
• Reduce health risks associated with poor indoor air quality, including airborne contaminants, mould and inadequate ventilation.
• Demonstrate due diligence and support compliance with Australian WHS legislation and relevant building and ventilation standards.
• Streamline communication between facilities, WHS, and maintenance teams with clear documentation and action tracking.
• Optimise system performance to reduce breakdowns, occupant complaints and energy waste linked to poorly performing HVAC equipment.

Who is this for?

• Facilities Managers
• Property and Asset Managers
• WHS Managers
• Maintenance Supervisors
• HVAC Technicians
• Building Services Engineers
• Compliance and Risk Managers
• School and Campus Operations Managers
• Aged Care and Healthcare Facility Managers

Hazards Addressed

• Exposure to airborne contaminants due to inadequate ventilation or filtration
• Increased risk of airborne disease transmission in enclosed or poorly ventilated spaces
• Mould growth and associated respiratory and allergic health effects
• Thermal stress from excessive heat or cold in indoor work areas
• Accumulation of combustion products or exhaust fumes in occupied spaces
• Electrical and mechanical hazards during inspection and testing activities
• Poorly functioning alarms, interlocks or emergency shut-down controls for HVAC plant

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions and Abbreviations
• 3.0 Roles and Responsibilities
• 4.0 Applicable Legislation, Standards and Codes of Practice
• 5.0 Pre-Evaluation Planning and Documentation Review
• 6.0 Site Access, Permits and Safety Requirements
• 7.0 HVAC System Overview and Asset Identification
• 8.0 Risk Assessment and Hazard Controls for Evaluation Activities
• 9.0 Inspection Checklist – Air Handling Units, Ductwork and Diffusers
• 10.0 Inspection Checklist – Filtration, Coils and Condensate Management
• 11.0 Ventilation Performance Assessment (Airflow, Outside Air and Pressure Relationships)
• 12.0 Indoor Air Quality Indicators (Odour, Temperature, Humidity and Spot Measurements)
• 13.0 Microbial and Contamination Control Considerations (Mould, Standing Water, Cleanliness)
• 14.0 Controls, Alarms and Emergency Shut-down Functionality Checks
• 15.0 Documentation of Findings, Risk Rating and Corrective Action Planning
• 16.0 Communication and Consultation with Workers and Building Users
• 17.0 Re-evaluation, Monitoring and Continuous Improvement
• 18.0 Recordkeeping, Audit Trail and Retention Requirements

Legislation & References

• Work Health and Safety Act 2011 (Cth) and corresponding state and territory WHS Acts
• Work Health and Safety Regulations 2011 and equivalent state and territory regulations
• Safe Work Australia – Managing the Work Environment and Facilities Code of Practice
• Safe Work Australia – Managing the Risk of Airborne Contaminants at the Workplace Code of Practice
• AS 1668.2: The use of ventilation and air conditioning in buildings – Ventilation design for indoor air contaminant control
• AS 3666.1: Air-handling and water systems of buildings – Microbial control – Design, installation and commissioning
• AS 3666.2: Air-handling and water systems of buildings – Microbial control – Operation and maintenance
• NCC (National Construction Code) – Performance requirements for ventilation and indoor environment
• AS/NZS ISO 45001: Occupational health and safety management systems – Requirements with guidance for use