Understanding the New Physical Agents Regulations: What Employers Need to Know

The Physical Agents Regulations, which came into effect on 6 March 2025, is set to replace the Environmental Regulations for Workplaces after an 18‑month transition period. These new regulations modernise how workplaces identify, measure, and control exposure to various physical agents that could cause injury or illness.

Below is a practical, easy‑to‑digest summary of what the new legislation requires and how businesses can prepare.

What Are Physical Agents?

A physical agent is any energy source that may harm employees through exposure. The new Regulations outline several key occupational stressors:

• Cold and heat stress
• Illumination
• Indoor air quality
• Vibration
• Non‑ionising radiation

Indoor air quality is included because it is directly influenced by physical energy sources such as ventilation, heating, cooling, filtration, and airflow systems.

A Programme-Based Approach

A major shift in the new Regulations is the requirement for a Physical Agents programme-based approach—a structured, ongoing process integrated into an organisation’s existing occupational health and safety management system.

This programme must:

• Anticipate and identify physical agent hazards
• Analyse exposure risks
• Implement control measures for exposure
• Review and update risk assessments
• Consider interactions between physical agents and other workplace hazards (no more treating them in isolation)

1. Anticipating Exposure

Competent Person Requirements

Exposure monitoring must be performed by a competent person—as defined in the Regulations—who has:

• Qualification‑based knowledge:
  • Training in recognised monitoring principles and methodologies
  • Expertise in the correct monitoring equipment
  • Understanding of applicable standards and exposure limits used for measuring the physical agent.

This person must be registered as an Approved Inspection Authority (AIA) with the Department of Employment and Labour and may or may not be the same person who conducted the exposure risk assessment.

Monitoring Equipment

All equipment used to monitor physical agents must:

• Be fit for purpose
• Have a valid up-to-date calibration certificate

2. Identifying Hazards: Conducting an Exposure Risk Assessment

The employer is responsible for ensuring the workplace remains healthy and safe. A thorough exposure risk assessment must include:

Steps in the assessment:

1. Identify tasks or processes that generate physical agents
2. Identify exposed employees
3. Determine exposure levels through monitoring
4. Evaluate existing control measures
5. Assess the effectiveness of those controls
6. Identify if additional controls are required
7. Analyse, evaluate and rate the associated risks
8. Prioritise the highest risks
9. Implement recommendations to eliminate or reduce exposure

When should assessments be reviewed?

At least every two years, or sooner if:

• Control measures are no longer effective
• Technology changes
• Work methods change
• Machinery or PPE changes
• An incident occurs
• Medical surveillance reveals adverse health effects

3. Analysing Exposure Results

Once monitoring is complete, the findings must be evaluated. Employers should:

• Review all recommendations from the monitoring report
• Develop an action plan to address risks and recommendations
• Implement measures were reasonably practicable

When is exposure a problem?

When it exceeds Occupational Exposure Limits (OELs). The Regulations (see link below) include detailed tables—here are the key limits:

Thermal Stress (table 1)

• Cold stress: 10°C over a 4‑hour time‑weighted average
• Heat stress: 30°C over a 1‑hour time‑weighted average

Illumination (table 4)

• Ranges from 100–500 Lux for general work
• Higher levels required for specific inspections and precision tasks

Indoor Air Quality (table 3)

1. Temperature: 20–28°C dry-bulb temperature
2. Air velocity: 0.1–0.5 m/s
3. Relative humidity: 30–60%
4. CO₂: No more than 600 ppm above outdoor levels
5. CO: Maximum 10 ppm

Vibration (table 1)

• Hand–arm vibration: 5 m/s² over 8 hours
• Whole‑body vibration: 1.15 m/s² over 8 hours

Non‑ionising Radiation (table 1)

• UV radiation: 0.1 µW/cm² over 8 hours
• Infrared radiation: 10 mW/cm² over 1000 seconds

Electromagnetic fields

• Exposure limits are covered in Table 2 of the Regulations document (link below)
• Levels of exposure are averaged for 30 minutes over the whole body

4. Controlling Exposure to Physical Agents

Once risks are identified, the employer must implement controls. The action plan should address:

• Training employees on hazards and control methods
• Engineering controls to reduce exposure
• Maintaining all equipment that generates physical agents
• Displaying appropriate signage (e.g., radiation or electromagnetic interference)
• Limiting the number of people exposed
• Identifying medical screening and surveillance requirements
• Providing suitable PPE
• Keeping records for 40 years

Final Thoughts

The Physical Agents Regulations bring significant changes, emphasising proactive, integrated risk management. By developing a comprehensive Physical Agents programme and ensuring all competency, monitoring, and control requirements are met, employers can protect their workforce and comply with the new legislation.

Click here to read the full OHS Act, 1993 (Act no. 85 of 1993) Physical Agents Regulations and view all tables referred to above.

For more information, visit our website or contact ohs@pinionza.com.