Environment, Health, Safety and Security Manual

The University of Melbourne Department of Computer Science & Software Engineering (CSSE) And Department of Information Systems (IS)

Authorized by Professor Rao Kotagiri (Head of CSSE) and Professor Liz Sonenberg (Head of IS) Revised 11th May, 2005 – (C.Sexton, Safety Officer)
Revised Draft September 21, 2004 - (C.Sexton, Safety Officer) Revised Draft July 1, 2004 - (C.Sexton, Safety Officer) Revised & updated for new building January, 2003 – C.Sexton (Safety Officer) Revised September 18, 2002 by A. Peel (BEC) & C. Sexton (Safety Officer) Revised July 3, 2002 by Cindy Sexton, Safety Officer Drafted February 20, 2002 by Cindy Sexton, Safety Officer From CS&SE EHS manual - created May 25, 1998 -- Andrew Peel May 2000 – DIS EHS manual And University of Melbourne – EHS Manual (version reference 1.1 – http://www.unimelb.edu.au/ehsm/)

This manual is available to all staff, students, contractors and visitors to the abovementioned Departments via the Department web sites, EHSS notice board (Level 4) or from the Safety Officer. The next review of its contents will be by the BEC and Safety Officer in October, 2005. Please address any suggestions or amendments to the Safety Officer (C.Sexton – csexton@unimelb.edu.au).

1. Emergency Telephone Numbers 2. Occupational Health and Safety Policy 3. Health and Safety in the University 4. Health and Safety in the Department 5. Responsibilities 5.1 Staff 5.2 Supervisors 5.3 Students 6. Health and Safety Representative 7. Procedures for Issue Resolution 8. Departmental Safety Rules 9. Emergency Procedures 9.1 To Initiate an Evacuation 9.2 When the Evacuation Alarm Sounds 9.3 Fire 9.4 First Aid 9.5 Bomb Threat 9.6 Suspicious mail and packages 9.7 General Security 9.8 Suspicious Persons 9.9 Threat of Aggressive or Violent Behaviour 9.10 Power Failure 9.11 Flood or Water Leak 9.12 Motor Vehicle Accident 9.13 Critical Incidents 10. Procedures for Management of Safety 10.1 Accident, Injury and Hazard Reporting 10.2 Incident Investigation 10.3 Tagging of Unsafe Equipment 10.4 Purchasing 10.5 Induction 10.6 Hazard Inspections 11. Safe Work Procedures 11.1 Risk Assessments 11.2 Off-campus procedures 11.2 Manual Handling 11.3 OOS/RSI prevention 12. Environmental Procedures and the “Green Office” 12.1 Paper Recycling 12.2 Toner Cartridge Regeneration 12.3 Toner cartridges not suitable for regeneration 12.4 Other Recyclables - Commingle Bins 12.5 Batteries 12.6 General Hygiene 13. Emergency systems in the ICT Building 14. Evacuation Routes 14.1 ICT Assembly Area 14.2 ICT Evacuation Map Locations 15. ICT Building Emergency Team


The intercoms are located in all lift foyers except on ground floor. The ground floor location of these phones is both in and out-side the front (Barry St) entrance and on the outside of the back lane entry to the building.phone your General Office …. CS&SE General Office IS General Office 834-41300 834-41500 First Aid Officers Sandrine Balbo (IS) John Horvath (CS&SE) Cindy Sexton (CS&SE / IS) Darren Skidmore (IS) University Security (24 hours) 834 41497 834 41279 834 41313 834 41488 834 46666 First Aid Kit Locations .) 3 .Security intercoms are fitted throughout the ICT building. Carlton) Poisons Information Line Interpreter Service (charges apply) 000 000 000 834 46666 or 1800 246 066 834 46000 834 46904 or 834 46905 9342 7000 9929 8400 9341 1000 (AH 9341 1040) 13 1126 13 1450 First Aid .01a) and Level 6 (6. Level 1 (1.1. Level 4 (4.01a).01a) ICT Building Emergency Controller: Vicki Jackson (BEC) ICT Deputy BEC: Andrew Peel ICT Building Supervisor: Grant Young (gpyoung@unimelb. East Melbourne) Dental Hospital (switchboard) (720 Swanston St. These phones offer direct contact with University Security – 24 hours per day/7 days per week.au) 834 41507 834 41281 8310 4387 (Note also .edu.01a). Carlton (also known as building number “105”) Evacuation assembly point – University Square (parkland opposite front entrance to ICT) AMBULANCE POLICE FIRE BRIGADE UNIVERSITY SECURITY (24 hours) (all University Security personnel are First Aid Officers) University Maintenance Department (24 hours) Student Health Service (138 Cardigan St) Royal Melbourne Hospital (switchboard) (Grattan St. Parkville) Eye and Ear Hospital (emergency) (32 Gisborne St. Security intercoms are also positioned inside each ground floor exit point of the fire escape staircases.Amenities foyer under sink on ……. Wait for Security personnel to respond. To use this intercom – depress the red button firmly and release. If confronted with a recorded message – Keep Waiting! – they will respond. Ground Level (G. EMERGENCY TELEPHONE NUMBERS (Note: dial ‘0’ first for an outside line from a University telephone extension) Location: ICT Building – 111 Barry Street.

and assists departments to implement OH&S policy. Health and Safety in the Departments Environmental Health Safety and Security (EHS&S) issues within the Department’s of Computer Science and Software Engineering and Information Systems (from now on referred to as ‘the Departments’) are managed by their combined EHSS committee and Safety Officer. to an audit by the Victorian Workcover Authority. The University’s OH&S and Environmental Representatives committees and RMO introduce and manage these initiatives. The RMO also notifies departments of any legislative and regulatory changes. Safety and Environment at the University Occupational health and safety policy is managed for council by the OH&S committee. standards and codes of practice are available to staff from the RMO.University of Melbourne EHS manual). so far as practicable. They are published in the University Environment. the Faculty of Engineering and the Faculty of Science. SafetyMAP (safety management achievement program) is a safety management benchmarking system.au/ehsm/index. The Risk Management Office (RMO) implements these policies. every few years. Participation in environmental initiatives is greatly encouraged throughout the University community to promote a sustainable future for all. students. In conjunction with OH&S policy. an environment that is safe and without risk to health for employees. 3. safety and security information is posted on the EHS&S noticeboard in the foyer outside the amenities block on Level 4.2.html.edu. Staff (in ICT) responsible for particular areas of OH&S are: Building Emergency Controller (BEC) Deputy BEC First Aid Officers Vicki Jackson Andrew Peel Sandrine Balbo John Horvath Cindy Sexton Darren Skidmore (see emergency team – section 15 of this manual) Floor Wardens 4 . Minutes of EHS&S meetings are posted on this noticeboard and on each Department ‘s Safety web site. Document and communicate EHS&S information to Staff and Students in the Departments.2 . The University is a self-insurer under Workcover. Environmental. The RMO provides expertise on OH&S matters throughout the University. All OH&S legislation. Legal liability for OH&S matters rests with Deans and Heads of Department. Discuss Environmental Health Safety and Security issues within the Departments and rectify any problem areas. 4.unimelb. who sign an annual declaration confirming that they have fulfilled their obligations. the University has introduced the Environmental Management System (as per ISO-14001) into University activities. Occupational Health and Safety Policy The University of Melbourne OH&S policy commitment is: The University of Melbourne recognises its obligation to take all reasonable precautions to provide and maintain. contractors and visitors (see section 1. which is on-line at http://www. The Departments terms of reference in regard to EHS&S are: • • • To assist in maintaining and managing a safe work place and environment for staff and students in accordance with University of Melbourne policy. The self-insurer license is subject. which the University uses to satisfy the Workcover audits. Health. health. Health and Safety Manual.

students and visitors. Provide adequate supervision through technical guidance and support. 5 . Must not wilfully or recklessly interfere with or misuse anything provided in the interests of environment. Seek guidance for all new or modified work procedures to ensure that any hazardous conditions. ' . Furthermore. there is no elected HSR. 5. Wear personal protective equipment as provided. there are no formal dispute resolution procedures. 5. Must cooperate with the University in relation to actions taken by the University to comply with Occupational Health and Safety and Environmental legislation. in conjunction with relevant persons. Presently. Adopt work practices that support EHS programs. Use equipment in compliance with relevant guidelines. Provide appropriate facilities for safe storage. Health and Safety Manual. handling and transport of hazardous substances. The staff are entitled to elect a Health and Safety Representative (HSR). Provide personal protective equipment and clothing if hazards cannot fully eliminated. 7.4. Must not wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare. health and safety or welfare at the University. Health and Safety Representative The Departments of Computer Science and Software Engineering and Information Systems together form a single ``Designated Work Group' as defined in the OH&S Act. and are required to comply with all University and Departmental rules and procedures which relate to environment. Ensure that all accidents and injuries are reported. Section 4. students and supervisors: 5. 5. Take reasonable care for the safety of his/her own health and safety and that of other people who may be affected by their conduct in the workplace. new members of the department receive a safety induction and workplaces are inspected annually.2 Supervisors (any person who controls or directs others) • • • • • • • Develop new work procedures as required. Procedures for Issue Resolution In the absence of an elected HSR. Must not wilfully place at risk the health or safety of any other person at the University. without wilful interference or misuse. they • • • Must report all hazard and injuries to their supervisor or sports centre. Health and Safety Manual. staff. near misses and injures are reported immediately to supervisor. The responsibilities of all groups at the University are detailed in the University Environment.1 Staff • • • • • • • • • • All employees (including those employees referred to above) are to comply with the University EHS Manual. The following relates to staff. health and safety.1. Must not wilfully place at risk the health or safety of any person in the workplace. such as those outlined in the University Environment. Participate in meetings. health and safety activities. section 2.At the local level.3 Students Students are responsible for adopting safe work and study practices. Responsibilities Safety is the concern of everyone. Identify and control hazardous conditions. Provide all staff with relevant EHS information in an appropriate manner. supervisors and the EHSS committee ensure that the departments’ provide a safe work environment for individual staff and students. 6. training and other environment.

Go in person (or send a representative) to the Ground Floor (EWIS room) to meet with emergency services or BEC regarding the specific emergency. No smoking is allowed inside any University building or vehicle. These include – fire. building damage. 4. 8. the Department staff (previously mentioned) will attempt to resolve the issue. This other type of break-glass button has a white plastic housing (not red) and has a localized buzzing alarm attached for Security purposes only. Departmental Safety Rules 1. 9. (See the evacuation procedure. Electrical equipment brought in by staff or students (other than that purchased by the University) must undergo electrical compliance testing. Smokers should abstain from smoking within 10 metres of the building entrances or near any air-conditioning in-takes. Should you need to initiate an evacuation of the building. University Environment. If the issue cannot be resolved at this local level. 1. 9. References: 1. 3. rollerblading or riding of bicycles inside the building. bicycles or equipment must not be left in corridors or obstructing entrances and exits. fire alarm button and first aid kits. exit routes. 6. 7. they are identified by yellow hard hats for floor wardens and special duty wardens. location of fire extinguishers. In an emergency. 8. human aggression. Health and Safety Manual. In particular.. When the emergency alarm sounds. This will activate the ' evacuation siren and alert the fire brigade.edu.1 To Initiate an Evacuation There are many types of emergencies that will require occupants to be evacuated from a building.ask them to contact the emergency services if required. etc.) Keep all corridors and exits clear. Electronic equipment may only be constructed or repaired by qualified personnel in the workshop on the benches fitted with earth-leakage protection. Activate the evacuation sirens by either … a) contacting the Building Emergency Controller (BEC) or Deputy BEC to activate the alarm or make a public address announcement via the Emergency Warning Intercom System. 6 . Emergency Fire Alarm buttons are located on every floor next to all fire escape exit doors. Everyone has a responsibility to be aware of the University Environment. The building emergency team is drawn from the various building occupants. If you only call University Security . Some areas within ICT have another type of break-glass button for door egress only which may lead to confusion. flood. toxic environments. 2. seeking advice from the RMO if required. 4. section 6 ICT building Emergency Procedures Manual (under re-construction). 2.. Alert other people in the immediate area. and white hats for the building emergency controller and deputy. Take advice from Emergency personnel. Break-glass buttons with white plastic housing do not sound the evacuation alarm nor do they alert the Fire Brigade.Safety issues should first be addressed to your supervisor in email. 6. 2. Please familiarize yourself with their location. 3. Proceed to the Assembly Area. evacuate the building immediately. 7. Rescue any person in immediate danger only if safe to do so. 5.au/ehsm/.e. Health and Safety policy at http://www. No running. or … b) Activate a red ``Emergency Fire Alarm'break-glass button (i. They should then consult with either the Safety Officer (Cindy Sexton x41313) or a senior member of the respective Department’s administration team. bomb threat. Unoccupied offices should be locked. 5.unimelb. Call Emergency Services (phone “000”) and University Security (ext 46666 or via Security intercom) to inform them of the emergency and the location. Emergency Procedures Everyone must be familiar with the following emergency procedures and know the layout of the building. break glass and push button).

Follow any directions given by your floor warden (yellow hard hat) or BEC (white hard hat) 4. Fortunately. there will not be any building emergency personnel to direct the evacuation. Retrieve your personal belongings only if they are immediately at hand. Do not use the hose reels unless the electricity has been turned off. This will activate the evacuation siren and alert the fire brigade. but only if safe to do so. Occupants should immediately evacuate to the assembly area and wait for the all clear from the fire brigade. Do not move an injured person(s) unless the location places them in further danger.9. Fight the fire. Arrange for someone to meet the ambulance at the front entrance of the building and guide ambulance personnel to any casualties. Re-enter the building once the all clear is given by Emergency personnel. 9. and usually arrives within a few minutes of the alarm sounding. 1. the entire building is evacuated.e. Emergency Fire Alarm buttons are located on every floor next to all fire escape exit doors. Only persons incapable of using stairs and those assisting them should summon the lift) 6. occupants should inform University Security of any break-glass buttons which were activated. Maps of the evacuation routes are posted on every floor near the amenities foyer. Evacuation drills are conducted at least once every 12 months. 3. only if safe to do so. Carlton. After the all clear is given. 4. even if it is discovered that the alarm is false.. call for an ambulance by telephoning 000. unless it is quite safe to do so. Evacuate to the assembly area.3 Fire Upon discovering a fire. The nearest fire brigade station is less than a kilometre away in Bouverie St. Staff in charge of a class should maintain control of the class. Take directions from the floor warden (if available). 5. Consequently. Take directions from the emergency services personnel or fire wardens. 2. serious eye injuries or any other situation which requires hospitalisation) 7 . Outside of normal office hours. Security staff will organize replacement of the broken glass covers. and direct students to evacuate in an orderly manner. 2. break glass and push button). it is recommended that occupants evacuate rather than fight the fire. Alert other people in the immediate area. Address – 111 Barry Street. Leave the building via the nearest exit route (see illuminated exit signage). 5. This will also minimise the risk of electric shock when the sprinklers activate. (Nb: at not time are you expected to endanger your own life by assisting injured person(s)).4 First Aid 1.. Contact Emergency Services and University Security (ext 46666) giving the following details: • Location of the fire (Building name “ICT”. Please familiarize yourself with their location.2 When the Evacuation Alarm Sounds A loud beeping tone from the Emergency Warning Intercommunication System (EWIS) is the signal to evacuate. If needed. 7. Lock your office door (providing no other person(s) inside). (Nb: ambulances must be called for any life threatening conditions. and floor location) • Extent of the fire • Number and status of any injured persons / request an ambulance if needed • Your name • Any detail which might be helpful. the building is well equipped with sprinklers. Proceed to the assembly area (University Square parkland opposite front entrance). Once an alarm is activated. 8. Activate a red ‘‘Emergency Fire Alarm’’ break-glass buttons (i. which minimises the risk of a major fire. State the condition of casualties and your location clearly. 2. Do not use the lift (nb. Assist any person in immediate danger. 7. serious injuries. Isolate the fire (close doors). The class should remain together until the building is deemed safe to re-enter. 3. 6. 1. 9.

Additionally. if examinations are being held in the building under threat. The also contain first aid notes.Level 1 . They do not contain any medications such as headache tablets. Faculty and Department Enquiry Offices. a checklist should be kept near the telephone.1. any life threatening incident or situation.Baillieu Library. See http://www. If a bomb threat call is received. . Carlton. and the Sports Centre. together with Heads of Schools have been target areas to receive such calls.edu. University Security.ext 49667. report the call to the Academic Registrar .). Reporting the call Immediately report the call using another telephone to University Security on ext 46666 and the Building Emergency Controller (Vicki Jackson – ext 41507).pdf for checklist. 5. First aid advice is found with the first aid kits and on the University emergency website http://www. Student Health can also provide minor emergency assistance during the hours 8:45 am to 5:00 pm (extensions 46904 or 46905). they must be taken seriously. or the bomb threat caller indicated that the bomb will go off in the immediate future.html.unimelb.edu. For minor injuries and wounds . the better the threat can be assessed. there are four (x4) first aid ‘‘Outreach Centres’’ at the following locations .contact a Department first aid officer (during office hours) or University Security (ext 46666) who provide first aid personnel 24 hours a day/7 days a week. 4. hazard tags and incident notification forms. All injuries on University grounds must be reported to the Risk Management Office using the S3 incident notification form which is available from your department office or the web (http://www. it is important that the person receiving the call try to remain calm and do not hang up even if the caller hangs up.Level 6 Note that first aid kits contain resuscitation masks. Also.au/ehsm/Bomb_Threat.au/admin/emergency/firstaid. However. and incidents with the potential to cause serious injury. On the Parkville campus.Ground Floor . anything requiring hospitalisation or serious eye injuries. warning that a bomb has been placed in the building. Student Union. Action to be taken University Security will advise whether a building evacuation is necessary. to the Victorian Workcover Authority within 48 hours of the incident.edu. Serious incidents include death. 8 . As an aid to recording the necessary information. This ‘‘open’’ line may assist in tracing the origin of the call. if there is any difficulty contacting the University Security or Academic Registrar.Level 4 . the employer is required to report serious injuries.5 Bomb Threat Although most bomb threats are hoaxes aimed at causing disruption to the normal day-to-day routine of an organisation. The most common form of threat is by telephone.html#A. First Aid Officers: Sandrine Balbo John Horvath Cindy Sexton Darren Skidmore University Security (IS) (CS&SE) (CS&SE / IS) (IS) (24 hours) 834 41497 834 41279 834 41313 834 41488 834 46666 First Aid kit locations and contents are as follows: First aid kits are located in the amenities foyer in the cupboard under the sink in the following locations. The Student Health Service is located at 138 Cardigan Street. 9.unimelb. Recording the Call The more information you obtain from the caller. For further information contact the Risk Management Office.au/ehsm/A.3.unimelb. bandages and dressings.

If the item is unopened. If possible wash hands and lower arms with soap and cold water. 7. Await Security and the Emergency Services. 12. 9 . Close office blinds when leaving for the day or for prolonged periods. or other substance DO NOT HANDLE IT ANY FURTHER. 13. liquid. The ground floor location of these phones is both in and out-side the front (Barry St) entrance and on the outside of the back lane entry to the building. Evacuate the building when directed to do so. 4. stained. Security intercoms are fitted throughout the ICT building. they will take over management of the situation. 46666 or freecall 1800 246 066 ext. and do not touch eyes. 9. 8. Observe the location of the campus blue emergency phones on the light corridor and campus underground carpark. Keep to the light corridor when moving around campus (when dark or after hours). Surveillance cameras are also located at these points. Security intercoms are also positioned inside each ground floor exit point of the fire escape staircases. Call Security on ext 46666 and notify them of the situation giving details of location etc. Park vehicles in well-lit areas. Know your public transport timetables and avoid travelling alone after hours. These phones offer direct contact with University Security – 24 hours per day/7 days per week. nose or mouth. Notify Maintenance on ext 46000 to shut down any ventilation equipment. 11. Utilize night security to escort you to your vehicle or public transport. 6. Stay in the immediate area and prevent others from entering to reduce contamination. Never sit or walk alone in isolated areas (at any time). Wait for Security personnel to respond. Be mindful of the following points: • • • • • • • • • • • • Lock doors where appropriate. 44674 Be aware of potential security risks to yourself. do not open it. Identifying Suspicious Packages: • • • • • • • • Oily. Notify the Area Supervisor or Head of Department. The intercoms are located in all lift foyers except on ground floor. 3. Make sure locking doors close properly behind you. If confronted with a recorded message – Keep Waiting! – they will respond. discoloured or smelly envelopes Protruding wires. To use this intercom – depress the red button firmly and release. Emergency Services will arrange decontamination of the exposed areas. ensure that staff stay in the assembly area. foil or tape Excessive postage or wrapping Excessive weight Poorly identified addressee Lopsided or uneven envelopes Postage that does not match the return address Foreign or unexpected mail 9. Don't leave items of value on display or unsecured (this includes your vehicles). Advise someone of your whereabouts or schedules and let them know if they change. 5. These phones are connected to Security 24 hours a day.6 Suspicious mail and packages 1. Place any other items exposed to the mail or package in a second bag. others and University property and equipment. 9.the affected area (or building) should be evacuated using the building evacuation procedures.7 General Security The University provides its own security. In this type of evacuation – doors should be left open to minimize the impact of any blast. 10. 2. which may be contacted on: Security Emergency Security Advice ext. Avoid contact with the substance. If you have opened the item and it contains powder. Self-decontamination should be conducted under the guidance of the emergency services. 14. Place the item in a sealed plastic bag or cover with a large container such as a rubbish bin.

• Follow them (keeping a safe distance). Abusive phone calls: hang up the phone and notify your supervisor. 6. If calls persist. where practical. • Ask them if they are lost.12 Motor Vehicle Accident 1. 2. You should not feel obliged to rectify the situation on your own. If the blackout continues for a few minutes. Assist any injured people until arrival of the ambulance. it is not your responsibility to tackle them. 46000 Contact security on ext. contact the Manager. Be firm but polite with the person and let them know that their behaviour is not acceptable. 9. and what they are looking for. the fire panel. 10 . such as ``I am looking for the toilets''. evacuation system. 46666 Contact the Building Emergency Controller (ext 41507) or Building Supervisor (ph. Await an announcement over the Public Address system.9 Threat of Aggressive or Violent Behaviour In the event of being confronted by an aggressive. 4. • Ask to see their student card. Fortunately. or potentially violent person: • • • • • • Try to remain calm. such as looking in offices. Most importantly. contact University Security on ext 46666. When confronted. call the general office. The security staff are trained to handle these situations. they will have a ready excuse. 9. If you discover a person in the building behaving suspiciously. emergency lighting and emergency phone system all have battery backup and will continue to function for some time after the power fails. then try photographing them. or ``where is Dr Someone's office?''. and may be sufficient to scare them away. and find a few other people to assist you. Telephone Systems. The best we can do is attempt to distract them until University Security arrives. It is possible that if the blackout is only on your floor.. Isolate the area by closing doors and cordoning area off from access.. • Call University Security on x46666. If they don't appear genuine. 9. Even if they are walking out of the building with stolen property. 2. 3.• • Public phone – at present the nearest public phone is located on the Ground floor of the Law Building in Pelham Street. so in the meantime. 9. swipe cards. or trying doors in search of an unoccupied office. Alert your supervisor. • If you have a camera. 5. If the behaviour of the person is such that outside intervention is required. Report all suspicious behaviour and thefts to Security immediately. Prevent unauthorised persons from causing congestion at the accident scene..10 Power Failure • • • Contact the maintenance department on ext. BEC or Building Supervisor and advise of the situation. Contact emergency personnel if required (nb: police must be contacted if persons are injured).. Take measures to restrict the flow of water.. They will take some time to arrive. This can be quite intimidating. don't endanger yourself. Isolate electrical sources at the switchboard if possible (seek the Building Supervisor or qualified electrical trades person to do). Consider whether the building should be evacuated.8 Suspicious Persons Occasionally person(s) have been found behaving suspiciously. the BEC or Building Supervisor may not yet know about it. such as their name and student number. • Perhaps ask them further questions. Turn off water at source if possible. If this occurs after hours – phone Security (ext 46666) or Maintenance (ext 46000) for advice. 9. Call security (ext 46666) and the maintenance department (ext 46000).11 Flood or Water Leak 1. 8310 4387). • Keep watching them. • Describe them in as much detail as you can.. 3.

(Nb. Contact the Building Emergency Controller (Vicki Jackson. Report all damage to the University Insurance Manager (ext 46111). student protests that involve violence. The University Crisis Management Plan is currently under review). 6. If a serious incident occurs after hours – contact the Victorian WorkCover Authority immediately on 132 360 or 0407 833 306.3 below). must also be reported to the Departments. 9. ext. Reference: 1. Procedures for Management of Safety 10. Furthermore. Memorandum of 26 June.) and return it to the department office. Urgent safety hazards must be reported to the Maintenance Department (ext. For WorkCover claims. Emergency Response Teams are a relatively new initiative being co-ordinated by the Emergency Management Group. Watch for hazards such as traffic and fuel leaks. 46666). If people are at risk of harm.au/ehsm/A. 46000) or University Security (ext. 9. 41281) or Building Supervisor (Grant Young ph. fire brigade or ambulance on 000). Examples of critical incidents are workplace accidents. visitors and contractors) and occupational illnesses sustained on University premises must be reported. and assessment of the incident. racist attacks. equipment or furniture with dangerous faults must be tagged to alert other potential users of the danger (refer to the section on Tagging – 10. homicide. The University’s response to a critical incident is coordinated through University Security (ext 46666). Serious accidents or incidents must be reported to the RMO immediately (verbally) (x43444 or x46030) followed up by a written report within 24 hours. Admission of liability must not be made. Both are available 24 hours per day / 7 days per week. 11 . The Academic Registrar will deal with the aftermath of a critical incident including media liaison. attempted suicide or suicide. 1998.html#A. The injured person or their representative must complete an S3 Incident Notification Form http://www. should that be necessary. notify the appropriate emergency services (police. Injury and Hazard Reporting Injuries: All injuries and near misses (to staff. ‘‘Management of the Aftermath of Critical Incidents’’ 2. which causes unusually intense emotional and psychological responses. and incidents not causing injury. ext 45107). http://www. At the scene of the accident.html 10.edu. 8. vehicles and debris or as advised by the police. Assist and liaise with combating authorities at the scene. Deputy BEC (Andrew Peel.unimelb. addresses. The S3 form is a mandatory prerequisite to a WorkCover claim.1. the Maintenance Department Response Team. then forward the form to the Risk Management Office (fax 8344 4497).pb. All media contact will be co-ordinated by the Academic Registrar or Vice-Principal University Development (Media Controller). and the appropriate University Emergency Response Team.edu. Varied teams have been established to handle different types of crisis. Always contact University Security (ext 46666) immediately. Move the vehicle from the carriageway and secure if possible.au/emergency/incidents/management. counselling for staff and students involved. the University must be notified of the injury within 30 days of the staff member becoming aware of it. The department will investigate the incident. seek details of other persons involved including their names.1 Accident. vehicle registration numbers and the same from any witnesses.13 Critical Incidents A critical incident is any incident experienced by staff or students. Potential Hazards and Incidents: Potential safety hazards. They will call the appropriate emergency services such as police. students. licence numbers. 5. The Maintenance Response Team will isolate services such as gas and electricity from the building. 8310 4387) No member of staff is permitted to talk to the media regarding a critical incident.unimelb. from the Academic Registrar. fires and natural disasters. assaults. Remain at scene until completely clear of people. mass food poisoning. 7. The guidelines for staff who become aware of a critical incident are: • • • • Assess the situation.4.

Risk Management Office (x43444 or x46030).4).unimelb.Reference: 1. must be investigated by the Departments within 24 hours. Themis order or other means) . etc. and witness reports.au/ehsm/3.).html#5. or ‘‘near misses’’.3 Tagging of Unsafe Equipment and Electrical Testing Faulty equipment or furniture.edu. or http://www.html#3. Electrical equipment is tested and tagged by trained personnel only in accordance with the University’s requirements (see http://www.unimelb. Safety Officer and Tech Services and notify the Help Desk (level 1) or Tech Department (level 6) immediately. Serious injuries should be reported immediately (verbally) to the Manager. the safety officer and HSR. as well as any witnesses. If so.edu.edu. The investigation should be conducted by the supervisor of the injured person.unimelb.6. the goods must be inspected to verify that they do in fact meet the safety criteria when they are received.html#3. disability of person. Furthermore.html#A.au/ehsm/A. Environmental Health and Safety Manual 3.2: Reporting of Accidents and Hazards 10. Before signing an order. • Who is writing this investigation report? • Title of their position • Time and location of the incident • Names and personal details of the people involved • Description of the incident • Description of the injuries resulting from the incident • What task was being performed at the time of the incident? • Does the injured person usually perform the task? • Was the person trained for the task? • What safety instructions were given prior to performing the task? • Was any of the plant damaged. Electrical equipment more than one year old brought in for use in the Departments must be tested by Tech Services prior to use.4 Purchasing The University requires that before proceeding with any purchases (via VISA.edu. Health and Safety Manual.) 12 . Purchasing Guidelines (see University of Melbourne. The investigator should consult any injured people. the authorising officer should consider whether any safety considerations apply. protective equipment.8.. 10. The investigation report should address these points .7. injuries and incidents.the purchaser and authorising officer scrutinize the requisition using the University' EHS pre-purchasing checklist (see s http://www.. Section 4.4. The checklist is designed to consider environmental health and safety aspects prior to purchase.4 for comprehensive details http://www.2 Incident Investigation Accidents. laboratory) of the incident.au/ehsm/3. samples of broken glass or equipment. and by the HSR if they wish to be involved.html#A. University Environment.) • What action has been taken to prevent similar incidents? (use the hierarchy of controls when deciding how to control the hazard) The report should be signed by the investigator.edu. The investigation report should be attached to the S3 Incident Notification Form when it is forwarded to the Risk Management Office. they should complete a safety or risk assessment http://www. which are kept with the first aid kits. Use the yellow and black Hazard tags. Health and Safety Manual. inappropriately guarded or due for service? • What other factors may have been involved? (eg. such as photographs of the scene.unimelb. which is potentially dangerous. or the supervisor of the location (eg. weather.au/ehsm/A. Additionally.3: Investigation of Incidents 10.unimelb.au/ehsm/5. Section 4. must be tagged with clearly visible warning labels. Do not attempt to use any equipment or furniture that is tagged. then call WorkCover directly on 132 360 or 0407 833 306. If the incident occurs after hours. Reference: 1. evidence should be collected. time of day. University Environment.

Binh Phan (CSSE) or Cindy Sexton (Safety Officer).8.edu. Undergraduates are given safety information in their undergraduate handbook and at introductory lectures.should be reviewed annually . and perhaps developing a safe work procedure to control these risks (see http://www. evacuation routes.not required if company achieves (or has achieved) preferred supplier status at the University (see below). long-term visitors and anyone issued with a 24 hour Department access card will be given a brief safety induction by the safety officer or their supervisor. 10. meeting appropriate Australian Standards. Safe Work Procedures 11.http://www.chemistry.au/med/ehs/supplier.edu.7.Clarifications regarding use of pre-purchasing checklist: .edu. good service etc.) 13 .unimelb. .unimelb.unimelb.pdf List of Australian Standards . The inspections are performed annually by the safety officer. The test will be examined and any problem areas to be clarified on an individual basis. Suppliers can also achieve preferred supplier status by meeting a combination of other criteria including compliance with SafetyMAP/Quality System/EMS guidelines.html#A. Health and Safety Manual.http://www. This will involve conducting an assessment of the risks involved in the activity.unimelb. Current Preferred Supplier lists available for staff to use and quote on purchasing documents are available at the following web-sites. http://www.medfac.au/ehsm/Australian_Stand. Binh Thi Phan (CSSE) or Cindy Sexton (Safety Officer). available stock. At the conclusion of the induction .edu. The above declaration may be sent to potential suppliers to complete and return to the Departments for consideration to the departmental preferred supplier list. They are also given web site links to find Department and University EHS&S information.html#A. The test document will be filed with the Safety Officer for audit purposes. University Environment.1 Risk Assessments The Departments must ensure that all potentially hazardous activities which take place within it are identified and appropriately managed.au/ehsm/Preferred_Supplier.not required for consumables at this stage unless large volumes involve manual handling or waste disposal issues .au/ehsm/A. Section 3: Identification.pdf 10. post-graduate and 4th year students. have competitive pricing. or http://www.edu. explaining the emergency and first aid procedures.5 Induction New staff.required for initial purchases only .pdf. work area supervisor and/or building supervisor.unimelb.au/ehsm/A. general safety and security information. Please forward completed copies to James Morrison (IS). Assessment and Control 11. and to see that good housekeeping is maintained. Reference: 1.edu.copies of checklists to be forwarded to James Morrison (IS). Preferred Suppliers Suppliers can achieve preferred supplier status by complying with requirements as per the University’s ’Preferred Supplier Declaration’ .a brief multiple-choice competency test will be issued to all attendees to complete and provide their details.6 Hazard Inspections To ensure that the department is providing a safe workplace. sole/specialist/quality supplier. it conducts inspections of all areas to identify potential hazards.subsequent purchases of similar items are covered under the initial checklist .pdf or http://store.au/Stores/PSDeclaration. This test document will suffice as proof of attendance and names will be recorded in the training schedule.unimelb.

Remember that stress is a principle factor in OOS. Take regular breaks from typing and screen use. Reference: 1. Heavy monitors.3 Manual Handling Lifting heavy items is a potential source of injury.3: Manual Handling 11. Often. to attain this position.Application Reference: 1. allowing for breaks during intensive work. bending and reaching also fall under the Manual Handling area. Health and Safety Manual. The University' strategy for minimising the incidence of OOS focuses on s several factors: job design. Seek assistance from the technical officers or building supervisor (Grant Young). work organisation. Section 7. Lifting of any weight should be done with bent knees and with the load held close to the body. who are trained in heavy lifting. Walk around (use different muscles groups) and have a drink break to avoid dehydration. University Environment. Exercise your eyes by looking in all directions (near and far). trunk and thigh angle greater than 100 degrees.unimelb. Please refer to the University’s Environmental. a few minutes every 20-25 minutes is recommended. External advice is available from the Risk Management Office. In addition. to include a variety of tasks. footrest.1.edu. and have suitable trolleys for transporting heavy equipment.au/ehsm/A. a rearrangement of the workstation set-up will overcome the problems. and wrists straight and relaxed. and symptoms of OOS. Assessment and Control -.The supervisor of the hazardous activity should complete a risk assessment in conjunction with the Safety Officer. who will visit and assess ergonomic set-ups. The departments attempt to hold a seminar once per year to demonstrate good ergonomic practice and to advise students and staff on how to protect themselves from injury. Continuous data entry can lead to RSI (OOS) problems and is further explained in section 11. Regularly used items should be positioned close at hand to minimise any strain. individual awareness and reporting of early symptoms. the University of Melbourne’s EHSM has a Keyboard Workstation Assessment Checklist to aid you – see http://www.4. The risk assessment must be documented and forwarded to the Safety Officer.) Regular visitations to the same venue need only an initial off-campus assessment or if required ‘risk assessment’. elbow angle slightly greater than 100 degrees.html#A. Environment.4 OOS or RSI prevention Occupational Overuse Syndrome (OOS) or Repetitive Strain Injury (RSI) is a significant risk for computer users. Section 3.2: Hazard Identification. Adjust the chair height. should be discussed initially with your supervisor or Safety Officer. keyboard. or document holder if required.unimelb. training of staff and supervisors. Your feet should be flat on the floor (or footrest).2 Off-Campus Activities Safety assessments must be undertaken for activities conducted by staff/students at non-University sites. Workstation set-up guidelines Chair and Desk Comfortable typing positions will vary between individuals.1: Off-campus Guidelines (http://www.18. Health and Safety Manual. Guidelines for conducting risk assessments may be found in the University Environment. however the optimal typing position (generally) is with the back upright (or slightly tilted backward) and snug against the backrest.edu. upper arms vertical and relaxed. Assessments must be reviewed if there are any changes to the venue visited or activities undertaken. in particular. Adjust the chair backrest 14 . Problems with your workstation set-up. HSR or person(s) involved. and should be avoided where possible. 11. Repetitive movements such as data entry.au/ehsm/7. keyboard tray and footrest if required. and ergonomic design of the workstation furniture. Health and Safety Manual. Section 8. or the department can provide a replacement chair. Section 3: Identification. Health and Safety Manual. and can lead to debilitating injury if it is not treated in its earliest stages. should be carried by 2 or more people. Assessment and Control 11.html#7.

a window.3: Preventing Occupational Overuse Injuries 12. If there isn’t several centimetres clearance between your knee and the edge of the chair. Monitor position A poorly positioned monitor may lead to neck and shoulder aches. YES Printed or Typed Reports Fax Paper Photocopy Paper & their wrappers Paper Binder Dividers Bond Stock (letterheads and forms) Computer Printouts (no carbon) Envelopes (even those with windows) Index Cards & Sheets Invoices Manilla Folders Phone Books Writing/Scribbler Pads Drawing or Note Paper Cardboard boxes Newspapers / Magazines Brochures NO (products not accepted in paper recycling bin) Foil Wrapper Carbon Self Carbonated Paper Food Scraps Food Wrappers Glass 15 . Avoid placing the monitor facing. Sections 8. Again – comfort will vary between individuals.3. Environmental Procedures and the “Green Office” The University incorporates the environmental management system (EMS) including ISO-14001 into SafetyMAP and runs a Green Office campaign to encourage everyone to be conscientious about recycling and minimizing waste. it should be replaced. 2. Take care that sufficient lighting is available for reading and writing. or light sources behind the screen can cause headaches.3.so that the lumber support fits into the natural curve of the lower back. 12.1 Paper Recycling Before recycling think about using paper sparingly. Glare Glare. or in front of. These dedicated collection areas are for items listed below. and should be avoided. Management have contracted various companies to provide collection facilities around the University for the products listed below. The screen should be about arms length away with the top of the screen at eye level or slightly below (or substantially lower if you use bifocal glasses). The Departments provide several VISY paper recycling collection points predominantly near photocopiers and printers. References: 1.2: Ergonomic Principles for Screen Based Work 8. By participating in the following initiatives we can limit our resource use and demand for landfill. hence lessening our impact on the environment. Utilize both sides of paper and use the double-sided and reduction functions on photocopiers or keep scrap paper on hand for making notes. Health and Safety Manual. University Environment. due to reflections from the screen. Try and remove light sources which produce reflections or contrasting issues.

12. The plastics in these products are used to make recycled products (eg. Shredded paper can also be forwarded to the Pathology department’s reception (Level 5.OZ. chairs. An alternate recycling initiative for non-confidential paper. tables. Contact the Safety Officer for more detail.2 Toner Cartridge Regeneration Printer toner cartridges capable of being refilled are collected by each Department’s Technical Group and forwarded to an appropriate company for processing and subsequent return for use.6 General Hygiene 16 .AU) for collection. printer and copier toner cartridges/bottles not suitable for remanufacture are collected in the Greenworld Recycling box located in each Admin section on Level 4.5 Batteries The safety officer will collect dead or unwanted batteries of any type for disposal on behalf of the RMO.Code 1 .Plastics Typewriter Ribbons Polystyrene Cups Sticky Tape Adhesive Labels Facial Tissues Paper Towels (these are collected and recycled from the hand paper towel hoppers only in the toilet blocks) Thermal Fax Paper Cellophane Rubber Bands Dead flowers Metal binder fasteners Desktop hoppers were previously used in the Departments however these are no longer necessary. Bins are located in most kitchens. west wing of the medical building).3 Toner cartridges not suitable for regeneration Fax.Code 3 . 12. park benches. The University has negotiated a contract with VISY to sort all waste from office bins at their recycling plant and therefore care should be taken not to dispose of confidential waste in ordinary office bins. Large secure paper recycling bins can be arranged by the Admin group upon request. 12. 12. rulers and other miscellaneous plastic items).Commingle Bins Commingle Bins (black plastic bins with lid) are provided for the collection of other recyclables listed as follows: glass bottles (lid removed) glass jars (lid removed) aluminium cans steel cans (cleaned out) clean aluminium foil clean pie trays empty aerosol cans milk cartons (rinsed and flattened) juice cartons (rinsed and flattened) plastics . is run by the Design and Print Centre who make it into note pads for the University. the staffroom and large foyer areas. where it is used in the animal house. printed single-sided.4 Other Recyclables . Contact the Safety Officer (cindy@cs. 12.mu.soft drink and water bottles plastics .Code 2 .milk and cream bottles plastics .detergent and cordial bottles Items placed in commingle bins should be rinsed out ensuring food scraps and residues are removed.

(Note – a Fire Blanket is kept with the Departments portable BBQ and another in the staffroom kitchen). 13. Also. Hydrant water pressure is monitored. Fire Extinguishers There is only one type of fire extinguisher throughout the building. Sprinklers The building is fitted with sprinklers. No person is employed to clean dishes.namely … Dry Chemical extinguishers which are suitable for electrical fires. they continue to operate normally. theatres and other miscellaneous areas. Orange glow buttons can be depressed to activate additional emergency lighting. Emergency Lighting The exit signs. Hydrants and Hose Reels Hydrants and Hose reels are located near every exit point near the Fire Escape staircases. It is located on Ground Floor in the room next door to the central emergency fire escape staircase. There is a telephone link from the lift to the lift maintenance company.. There is one extinguisher located in the foyer of the amenities block on every floor. kitchens and toilet areas.For the benefit of all occupants in the ICT building we ask everyone to keep all areas used in a clean and tidy state. and turning one on will automatically call the fire brigade. These doors also release when in after hours mode for security purposes. Access cards The access card system provides security to areas allowing only authorized personnel access. It is important that doors are kept closed in the event of a fire. They can also be found in communications rooms. Emergency systems in the ICT Building The ICT building has some plant which must be considered in planning for an emergency. This line is attended 24 hours per day. lighting in stairwells and some of the corridor lighting are connected to a battery system which continues to function for some time during a power blackout. load dishwashers. which is automatically relayed to the fire brigade. there are water pressure detectors on the sprinklers and hydrants. These are activated individually by heat. The swipe card system has a battery backup. Ensure that the electricity is turned off before using these. Automatic Door Release Magnets Fire and smoke doors can be held open by electromagnets which release when the fire alarm sounds. This includes offices. All of these detectors can create an alarm at the fire panel. but should not be used on cooking oil or fat fires. Public Address System Part of the EWIS system allows messages to be announced through all or part of the building. the doors are unlocked. The control point is at the EWIS panel on Ground Floor in ICT. Please take note of their locations. and continues to function in a blackout. clean out refrigerators or microwaves and therefore the onus is upon the user. and pressurises the emergency stairwells and lift foyers to prevent them filling with smoke. Lifts Although the lifts shouldn’t be used during a fire alarm. When the batteries run flat. Please respect the rights of all individuals to a clean and healthy environment. which should be used if the lift malfunctions. EWIS (Emergency Warning Intercommunication System) This system controls the emergency alarms and public address for the entire building. Air Conditioning The air conditioning system reacts to a fire alarm by stopping the supply of air to the general floor space.. 17 . Fire Detectors There are smoke and heat detectors in corridors and in the air conditioning system.

1 ICT Assembly Area University Square (i. 18 . Security Intercom University Security phone intercoms are located in all lift foyers and ground floor exit points in Fire Escape staircases. These can be accessed using a key or by breaking the glass panel. Please familiarize yourself with their location. Emergency Break-Glass Buttons (white) In some areas (mainly Tech areas) there is an egress button housed in white plastic with a break-glass panel. 14. Also on Ground floor . parkland opposite front entrance of the ICT building in Barry Street) 14. Please observe the nearest map for evacuation routes and know where to exit the building in an emergency.intercoms are located inside and outside the front entrance and on the outside of the rear entrance to the building.e. Breaking the glass and depressing the button will activate the fire alarm throughout the building and alert the Fire Brigade. Bells The main fire alarm bell is on the exterior wall at the rear of the building outside the EWIS room.Warden Intercom Phones On each floor at every exit point to the Fire escape staircase there is a red phone which is used in an emergency by the floor wardens to contact the BEC at the EWIS Fire Panel. Evacuation Routes 14. This only activates the door release and sounds a localized buzzer. Emergency Fire Alarm Button These red “Emergency Fire Alarm” buttons are located on every floor just outside the fire escape staircase doors.2 ICT Evacuation Maps Locations Evacuation maps are posted on each floor.

au Safety Officer for both CS&SE and Information Systems Cindy Sexton L4.05 8310 4387 gpyoung@unimelb.au jrth@cs.edu.au L4 L3 L2 L1 UG G AMSI 834 41772 Terrace Houses 834 41243 L3.mu.mu.skidmore@unimelb.au jamesmm@unimelb.edu.edu.67 CS&SE L4.05 L5. .mu.edu.au gkeen@unimelb.oz.mu.mu.edu.46 L4.mu.46 L4.16 834 41313 cindy@cs.au gavinb@cs.oz. 19 .oz.edu.51 L4.23 IS L3.mu.au IS L6.au L6.au d.au seanbm@unimelb.edu.oz.au d.oz.mu.au lfirth@unimelb.unimelb.dis.edu.48 Phone 834 41507 Email vickicj@unimelb.oz.oz.edu.edu.44 L4.au jonest@unimelb.16 Security Office 834 41279 834 41488 834 41497 834 41313 834 46666 johnh@cs.ICT Building Emergency Team 2005 Area Warden Office L4.67 IS L4.au marg@unimelb.25 834 41281 apeel@cs.mu.52 L6.16 L4.13 L4.au vsmith@cs.au Sandrine@staff.au cindy@cs.edu.mu. Floor 8310 4387 gpyoung@unimelb.40 L6.mu.edu.skidmore@unimelb.40 L6.oz.67 834 41488 Special Duty Wardens Pinoo Bharucha First Aid Officers L6 John Horvath L6 Darren Skidmore L4 Sandrine Balbo L4 Cindy Sexton 24 hours University Security CS Office 834 49100 pinoo@cs.au cindy@cs.au The entire emergency team may be emailed at emerg-evac@cs.edu.au Notes: .18a L3.au julien@cs.oz.edu.oz.au sb@cs.au Building Supervisor Grant Young Grnd.au annp@unimelb.oz.au fisher@unimelb.07 L4.edu.47 L4.Dial “0” first to obtain non-University phone numbers only when calling from University phones.35 834 41469 834 41268 834 41523 834 41506 834 41511 834 41324 834 41332 834 41573 834 41510 834 41313 834 41501 834 41312 834 41505 834 41305 markm@unimelb.ALL University Security Officers are trained First-Aid personnel – contact 834 46666 or 1800 246 066 (freecall) .au jthomas1@unimelb.mu.oz.au Building Supervisor Grant Young Floor Wardens L6 Mark McDonnell (IS) Jason Thomas (CSSE) L5 Lucy Firth (IS) Ann Potter (IS) Jenny Thomas (IS) Stephen Bird (CSSE) Gavan Baker (CSSE) Sean Maynard (IS) Marc Fisher Cindy Sexton (CSSE/IS) James Morrison (IS) Vanessa Smith (CSSE) Marg Ross (IS) Julien Reid (CSSE) Graham Keen Tim Jones Darren Skidmore G.edu.au Building Emergency Controller (BEC) Vicki Jackson Deputy BEC Andrew Peel L6.When dialling internal University extensions from University phones – dial the required number underlined only from the above list.

END OF DOCUMENT Controlled Document – CSSE/IS.Sexton). Revised 11/5/05 (C. Review Date: October 2005 20 .

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