OHS FOR WORKPLACES HOSTING LEARNERS

We’ve talked before about Occupational Health and Safety (OHS) in your salon/spa, often focusing on specific situations you face day to day. What’s become clear is that while many of you understand the background, the reasons behind OHS, and its importance, there’s sometimes a disconnect when it comes to putting that knowledge into real, practical steps.

So, in this article, we’re zeroing in on a very particular scenario: getting your salon/spa ready for OHS compliance when partnering with an accredited skills development provider to host learners for learnerships and occupational qualifications. This isn’t a general overview, it’s meant specifically for those of you who are already involved in, or considering, these educational partnerships.

Our goal here is to refresh and tailor our previous guidance so it speaks directly to this context. The core principles of OHS remain unchanged, but we’re applying them through a sharper lens, focusing on what it takes to prepare your salon/spa to meet the compliance requirements needed for facilitating learnerships with an accredited skills development provider.

Why This Matters

Salon and Spa establishments across the community are increasingly partnering with accredited skills development providers to host learners pursuing learnerships, occupational qualifications, part-qualifications, and skills programmes across various disciplines not only hairdressing but also nail technology, beauty therapy, and related fields.

To legally and effectively host learners, salons/spas must obtain workplace approval from the relevant SETA (Sector Education and Training Authority). This process requires entering into a Memorandum of Understanding (MOU) with an accredited skills development provider, which includes meeting workplace criteria such as compliance with Occupational Health and Safety (OHS) standards.

Holding a valid OHS Certificate is essential. It demonstrates that your salon/spa provides a safe, compliant environment for learners, staff, and clients, meeting both legal standards and the requirements of educational and training institutions and authorities.

Ensuring learner safety and workplace approval is a shared responsibility and a cornerstone of successful partnerships.

Step-by-Step Guide to Achieving OHS Certification and Workplace Approval

1. Understand Your Legal Duties and Partnership Responsibilities

• Comply with the Occupational Health and Safety Act 85 of 1993, ensuring safety for employees, learners, and clients.

• Recognise that hosting learners under occupational qualifications adds responsibility to provide a safe learning environment aligned with skills development providers, the Quality Council for Trades and Occupations (QCTO) and SETA standards.

• Understand the requirements for workplace approval through the relevant SETA, which includes compliance with OHS and other workplace criteria.

2. Set Up Your OHS Management System

Think of this as your salon/spa’s safety blueprint for hosting learners:

• Identify potential risks specific to your salon/spa environment (e.g., chemicals, sharp tools, electrical hazards).

• Develop safety policies and emergency procedures that include learner supervision and training.

• Train all staff and learners on health and safety protocols.

• Install clear safety signage and maintain thorough records of safety measures and incidents.

3. Enter Into a Memorandum of Understanding (MOU) with an Accredited Skills Development Provider

A Memorandum of Understanding (MOU) is a formal agreement between your salon/spa (the host workplace) and an accredited skills development provider. This document outlines the roles, responsibilities, and expectations of both parties regarding the practical training and supervision of learners during their placement at your salon/spa.

Why the MOU is Important:

• It is a mandatory requirement by the Quality Council for Trades and Occupations (QCTO) and the Sector Education and Training Authority (SETA), such as Services SETA (Personal Care Sector SETA), to ensure that learners are placed at approved workplaces that meet all legal and educational standards.

• The MOU serves as official validation that your salon/spa is an approved and compliant workplace training site, allowing learners to complete their practical workplace components under proper and qualified supervision.

• It protects both the salon/spa and the learners by clearly defining responsibilities related to safety, training, and workplace compliance including, Occupational Health and Safety (OHS).

Who is Involved:

• The host salon/spa workplace providing the practical workplace training environment.

• The accredited skills development provider responsible for the learner’s occupational qualification or skills programme.

• The SETA or QCTO may be involved in overseeing or auditing the agreement.

Where to Obtain the MOU:

• The accredited skills development provider will typically initiate and provide the MOU for signing.

• If you are not yet partnered with a provider, contact your relevant SETA (e.g., Services SETA) or local accredited training institutions to start the process.

• It is essential to have this agreement in place before learners begin their practical workplace training at your salon/spa.

In Summary:

The MOU is a critical document that formalises your salon/spa’s role as a training workplace. It ensures compliance with QCTO and SETA requirements, validates learner placements, and supports a safe, structured learning environment. Without this agreement, learners cannot be officially recognised as completing their practical workplace training at your salon/spa.

4. Partner with Accredited OHS Experts

Work with registered OHS service providers who understand workplace approval and SETA compliance requirements. Trusted providers include:

• Absolute Health Services – absolutehealth.co.za

• Hesscon (Pty) Ltd – hesscon.co.za

• NOSA, WESBRON, Frontline SHEQ, AFMS Group

5. Schedule a Health and Safety Audit

An OHS practitioner will inspect your salon/spa to verify compliance with labour law in so far as the Occupational Health and Safety Act (OHSA), SETA, and accredited skills development provider standards, including:

• Fire safety and evacuation readiness

• Condition and safe setup of equipment

• Proper handling and storage of chemicals

• Staff and learner training records and documentation

6. Receive Your OHS Certificate and Workplace Approval

• Upon meeting all requirements, your salon/spa will be issued an OHS Certificate valid for 12 months.

• Your workplace will receive formal approval through the relevant SETA, enabling you to host learners for occupational qualifications and skills programmes.

• Renewal and ongoing compliance are required to maintain approval and certification.

7. Maintain Ongoing Compliance and Collaboration

• Continuously train staff and learners on safety procedures.

• Regularly update your OHS policies and conduct safety drills.

• Collaborate closely with the skills development provider and SETA to ensure ongoing alignment with workplace approval standards.

Health and Safety Risk Assessment Plan for Salon/Spa's Hosting Learners

Building a risk-aware culture is vital when learners are gaining practical experience in your salon.

1. Identify Key Hazards

• Chemical Hazards: Hair dyes, bleaches, chemical peel solutions, nail systems, disinfectants

• Physical Hazards: Wet floors, hot styling tools, sharp instruments, wax pots, hot stones, lasers

• Biological Hazards: Infection risks, allergic reactions, skin burns

• Ergonomic Hazards: Prolonged standing, repetitive motions

• Fire & Electrical Hazards: Faulty wiring, flammable products

2. Assess Risks and Prioritise

Hazard Type	Likelihood	Severity	Overall Risk
Chemical Exposure	Medium	High	High
Slips and Trips	High	Medium	High
Burns from Tools	Medium	Medium	Medium
Infection Risk	Low	Medium	Low–Medium
Ergonomic Strain	Medium	Medium	Medium
Fire/Electrical	Low	High	Medium

3. Existing Controls

• Use of PPE (gloves, aprons, masks) by staff and learners

• Spill cleanup procedures and proper ventilation

• Clear safety signage and accessible fire extinguishers

• Regular inspection of tools and electrical cords

• Scheduled breaks and ergonomic workstations

4. Areas for Improvement

• Enforce consistent PPE use among all staff and learners

• Implement formal electrical safety checks

• Increase frequency of fire drills, including learner participation

• Install non-slip mats in wet areas such as wash stations

5. Recommended Actions

• Conduct monthly safety inspections

• Hold biannual fire drills with staff and learners

• Schedule annual electrical audits

• Provide refresher training focused on learner safety and ergonomics

6. Monitor and Review

• Review risk assessments after incidents or changes in salon/spa services

• Collect feedback from staff and learners on safety concerns

• Update safety plans at least annually in collaboration with the skills development provider and SETA

7. Documentation and Communication

• Keep written records of risk assessments, incidents, and training sessions

• Share safety updates in regular team and learner meetings

• Ensure all safety materials are accessible to staff and learners

Quick Action Plan Summary for Salons/Spas Hosting Learners:

Task	Action
Find an OHS service provider	Contact Absolute Health, Hesscon, or similar experts
Conduct risk assessment	Use the tailored risk plan above to guide your process
Enter into an MOU with accredited skills provider	Formalise partnership and workplace responsibilities
Book an audit	Prepare your salon/spa for inspection by an OHS practitioner
Obtain certification and workplace approval	Receive your OHS Certificate and SETA workplace approval
Maintain compliance	Run regular safety checks, drills, and training refreshers

Grow Your In-House Capacity

Consider training yourself or a staff member as a certified Occupational Health and Safety Practitioner. These courses typically take 15-18 months and build your salon/spa’s long-term ability to maintain compliance and provide a safe learning environment for learners.

By following this toolkit, salon/spas can confidently meet legal OHS standards and fulfil the workplace approval requirements of accredited skills development providers, and SETAs. This ensures a safe, supportive environment for learners, staff, and clients alike, strengthening partnerships and fostering growth across all occupational qualifications and skills programmes.

For support or further information, please contact your local accredited OHS service providers, SETA representatives or EOHCB representative.