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


Amenities foyer under sink on ……. 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 . Level 4 (4. Ground Level (G. East Melbourne) Dental Hospital (switchboard) (720 Swanston St. 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. Level 1 (1.01a) and Level 6 (6.01a). These phones offer direct contact with University Security – 24 hours per day/7 days per week.phone your General Office ….01a) ICT Building Emergency Controller: Vicki Jackson (BEC) ICT Deputy BEC: Andrew Peel ICT Building Supervisor: Grant Young (gpyoung@unimelb. The intercoms are located in all lift foyers except on ground floor. EMERGENCY TELEPHONE NUMBERS (Note: dial ‘0’ first for an outside line from a University telephone extension) Location: ICT Building – 111 Barry Street. 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.) 3 . If confronted with a recorded message – Keep Waiting! – they will respond. Security intercoms are also positioned inside each ground floor exit point of the fire escape staircases. 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 .1.01a). To use this intercom – depress the red button firmly and release.au) 834 41507 834 41281 8310 4387 (Note also . Wait for Security personnel to respond.Security intercoms are fitted throughout the ICT building.edu.

which is on-line at http://www. the University has introduced the Environmental Management System (as per ISO-14001) into University activities. The RMO provides expertise on OH&S matters throughout the University. contractors and visitors (see section 1. Discuss Environmental Health Safety and Security issues within the Departments and rectify any problem areas. In conjunction with OH&S policy. The University is a self-insurer under Workcover. Environmental. to an audit by the Victorian Workcover Authority.2.2 . The Risk Management Office (RMO) implements these policies. The University’s OH&S and Environmental Representatives committees and RMO introduce and manage these initiatives. students. the Faculty of Engineering and the Faculty of Science. health. who sign an annual declaration confirming that they have fulfilled their obligations. 3.au/ehsm/index. and assists departments to implement OH&S policy. 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. so far as practicable. which the University uses to satisfy the Workcover audits. Participation in environmental initiatives is greatly encouraged throughout the University community to promote a sustainable future for all. All OH&S legislation.edu. Safety and Environment at the University Occupational health and safety policy is managed for council by the OH&S committee. The self-insurer license is subject. Minutes of EHS&S meetings are posted on this noticeboard and on each Department ‘s Safety web site. Legal liability for OH&S matters rests with Deans and Heads of Department. every few years. They are published in the University Environment. standards and codes of practice are available to staff from the RMO. Document and communicate EHS&S information to Staff and Students in the Departments. 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 . Health. 4.html. an environment that is safe and without risk to health for employees. safety and security information is posted on the EHS&S noticeboard in the foyer outside the amenities block on Level 4. 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 RMO also notifies departments of any legislative and regulatory changes. SafetyMAP (safety management achievement program) is a safety management benchmarking system. Health and Safety Manual.unimelb. 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.University of Melbourne EHS manual).

Must not wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare. Must not wilfully place at risk the health or safety of any person in the workplace. ' . Procedures for Issue Resolution In the absence of an elected HSR. in conjunction with relevant persons. 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. The staff are entitled to elect a Health and Safety Representative (HSR). Furthermore.3 Students Students are responsible for adopting safe work and study practices.2 Supervisors (any person who controls or directs others) • • • • • • • Develop new work procedures as required. Wear personal protective equipment as provided. new members of the department receive a safety induction and workplaces are inspected annually. they • • • Must report all hazard and injuries to their supervisor or sports centre. Participate in meetings. Identify and control hazardous conditions. Use equipment in compliance with relevant guidelines. near misses and injures are reported immediately to supervisor. students and supervisors: 5. Provide all staff with relevant EHS information in an appropriate manner. 5. there is no elected HSR. Provide personal protective equipment and clothing if hazards cannot fully eliminated. health and safety activities. Responsibilities Safety is the concern of everyone.At the local level. Must not wilfully place at risk the health or safety of any other person at the University. and are required to comply with all University and Departmental rules and procedures which relate to environment. The following relates to staff. such as those outlined in the University Environment. without wilful interference or misuse. 5 . handling and transport of hazardous substances. 7. 6. Health and Safety Manual. 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. there are no formal dispute resolution procedures. 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. section 2. Health and Safety Manual.1. Adopt work practices that support EHS programs. Must cooperate with the University in relation to actions taken by the University to comply with Occupational Health and Safety and Environmental legislation. Ensure that all accidents and injuries are reported. Provide adequate supervision through technical guidance and support. Section 4. Presently. training and other environment. 5.1 Staff • • • • • • • • • • All employees (including those employees referred to above) are to comply with the University EHS Manual. health and safety or welfare at the University. students and visitors. The responsibilities of all groups at the University are detailed in the University Environment. health and safety. staff. 5. Provide appropriate facilities for safe storage. supervisors and the EHSS committee ensure that the departments’ provide a safe work environment for individual staff and students.4.

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

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

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

Place the item in a sealed plastic bag or cover with a large container such as a rubbish bin. liquid. If confronted with a recorded message – Keep Waiting! – they will respond. Avoid contact with the substance. 9 . they will take over management of the situation. do not open it. 3. or other substance DO NOT HANDLE IT ANY FURTHER. 2. Be mindful of the following points: • • • • • • • • • • • • Lock doors where appropriate. ensure that staff stay in the assembly area. Wait for Security personnel to respond. Never sit or walk alone in isolated areas (at any time). The intercoms are located in all lift foyers except on ground floor.6 Suspicious mail and packages 1. 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.the affected area (or building) should be evacuated using the building evacuation procedures. stained. 9. Don't leave items of value on display or unsecured (this includes your vehicles). Place any other items exposed to the mail or package in a second bag. Advise someone of your whereabouts or schedules and let them know if they change. 13. To use this intercom – depress the red button firmly and release. Security intercoms are fitted throughout the ICT building. Call Security on ext 46666 and notify them of the situation giving details of location etc. In this type of evacuation – doors should be left open to minimize the impact of any blast. 5. 12. Identifying Suspicious Packages: • • • • • • • • Oily. 46666 or freecall 1800 246 066 ext. Know your public transport timetables and avoid travelling alone after hours. 8. Self-decontamination should be conducted under the guidance of the emergency services. Stay in the immediate area and prevent others from entering to reduce contamination. Security intercoms are also positioned inside each ground floor exit point of the fire escape staircases. and do not touch eyes. discoloured or smelly envelopes Protruding wires. Emergency Services will arrange decontamination of the exposed areas. Utilize night security to escort you to your vehicle or public transport. which may be contacted on: Security Emergency Security Advice ext. These phones offer direct contact with University Security – 24 hours per day/7 days per week. If you have opened the item and it contains powder. 9. If the item is unopened. Evacuate the building when directed to do so. These phones are connected to Security 24 hours a day. Observe the location of the campus blue emergency phones on the light corridor and campus underground carpark. Await Security and the Emergency Services. 4. Notify Maintenance on ext 46000 to shut down any ventilation equipment. If possible wash hands and lower arms with soap and cold water. 14. 10. Make sure locking doors close properly behind you. Park vehicles in well-lit areas. Close office blinds when leaving for the day or for prolonged periods. Notify the Area Supervisor or Head of Department. 11. others and University property and equipment. Surveillance cameras are also located at these points. 44674 Be aware of potential security risks to yourself. nose or mouth. 6.7 General Security The University provides its own security. Keep to the light corridor when moving around campus (when dark or after hours). 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. 7.

BEC or Building Supervisor and advise of the situation. • Perhaps ask them further questions. so in the meantime. the BEC or Building Supervisor may not yet know about it. This can be quite intimidating. 3.11 Flood or Water Leak 1. • Keep watching them. Even if they are walking out of the building with stolen property. Consider whether the building should be evacuated.12 Motor Vehicle Accident 1. contact the Manager. 9. • Call University Security on x46666. the fire panel. 6. Telephone Systems. You should not feel obliged to rectify the situation on your own. The best we can do is attempt to distract them until University Security arrives..8 Suspicious Persons Occasionally person(s) have been found behaving suspiciously. swipe cards. Isolate the area by closing doors and cordoning area off from access. 46666 Contact the Building Emergency Controller (ext 41507) or Building Supervisor (ph. It is possible that if the blackout is only on your floor.. They will take some time to arrive. • Follow them (keeping a safe distance). 9. If they don't appear genuine. evacuation system. where practical. If the blackout continues for a few minutes. Call security (ext 46666) and the maintenance department (ext 46000). Fortunately. When confronted. • Describe them in as much detail as you can.. 10 .10 Power Failure • • • Contact the maintenance department on ext. don't endanger yourself. 8310 4387). it is not your responsibility to tackle them. Contact emergency personnel if required (nb: police must be contacted if persons are injured). Report all suspicious behaviour and thefts to Security immediately. Take measures to restrict the flow of water. 2. or potentially violent person: • • • • • • Try to remain calm. Assist any injured people until arrival of the ambulance. Await an announcement over the Public Address system.. Isolate electrical sources at the switchboard if possible (seek the Building Supervisor or qualified electrical trades person to do). Alert your supervisor. emergency lighting and emergency phone system all have battery backup and will continue to function for some time after the power fails. If this occurs after hours – phone Security (ext 46666) or Maintenance (ext 46000) for advice. 9. or trying doors in search of an unoccupied office. then try photographing them. Turn off water at source if possible. or ``where is Dr Someone's office?''. • Ask to see their student card. 4. 46000 Contact security on ext. Abusive phone calls: hang up the phone and notify your supervisor. and what they are looking for. Most importantly. If calls persist. If the behaviour of the person is such that outside intervention is required. Prevent unauthorised persons from causing congestion at the accident scene. such as looking in offices.. such as ``I am looking for the toilets''.. 3. The security staff are trained to handle these situations. and may be sufficient to scare them away.• • Public phone – at present the nearest public phone is located on the Ground floor of the Law Building in Pelham Street. 9. Be firm but polite with the person and let them know that their behaviour is not acceptable. and find a few other people to assist you. • Ask them if they are lost. If you discover a person in the building behaving suspiciously. 2. 9. contact University Security on ext 46666.9 Threat of Aggressive or Violent Behaviour In the event of being confronted by an aggressive. they will have a ready excuse. • If you have a camera. call the general office. 5. such as their name and student number.

5. For WorkCover claims.unimelb. http://www.pb. notify the appropriate emergency services (police. Both are available 24 hours per day / 7 days per week. The University Crisis Management Plan is currently under review). ext.) and return it to the department office. assaults. Move the vehicle from the carriageway and secure if possible. the Maintenance Department Response Team. Procedures for Management of Safety 10. the University must be notified of the injury within 30 days of the staff member becoming aware of it. They will call the appropriate emergency services such as police.unimelb. The Maintenance Response Team will isolate services such as gas and electricity from the building.1 Accident.edu. equipment or furniture with dangerous faults must be tagged to alert other potential users of the danger (refer to the section on Tagging – 10.html 10. which causes unusually intense emotional and psychological responses. Watch for hazards such as traffic and fuel leaks. Remain at scene until completely clear of people. homicide.edu. 41281) or Building Supervisor (Grant Young ph. Potential Hazards and Incidents: Potential safety hazards. counselling for staff and students involved. 46000) or University Security (ext. At the scene of the accident. Emergency Response Teams are a relatively new initiative being co-ordinated by the Emergency Management Group. Furthermore.4. 9. 9. Deputy BEC (Andrew Peel. If people are at risk of harm. vehicle registration numbers and the same from any witnesses.13 Critical Incidents A critical incident is any incident experienced by staff or students.html#A. and assessment of the incident. The injured person or their representative must complete an S3 Incident Notification Form http://www. fires and natural disasters. Always contact University Security (ext 46666) immediately. 46666). ext 45107). The department will investigate the incident. student protests that involve violence. Varied teams have been established to handle different types of crisis. must also be reported to the Departments. Report all damage to the University Insurance Manager (ext 46111). The S3 form is a mandatory prerequisite to a WorkCover claim. seek details of other persons involved including their names. All media contact will be co-ordinated by the Academic Registrar or Vice-Principal University Development (Media Controller). The University’s response to a critical incident is coordinated through University Security (ext 46666). mass food poisoning. ‘‘Management of the Aftermath of Critical Incidents’’ 2. 8310 4387) No member of staff is permitted to talk to the media regarding a critical incident. 7.au/ehsm/A.3 below). 11 . Serious accidents or incidents must be reported to the RMO immediately (verbally) (x43444 or x46030) followed up by a written report within 24 hours. The guidelines for staff who become aware of a critical incident are: • • • • Assess the situation. Urgent safety hazards must be reported to the Maintenance Department (ext. licence numbers.au/emergency/incidents/management. vehicles and debris or as advised by the police. from the Academic Registrar. and incidents not causing injury. If a serious incident occurs after hours – contact the Victorian WorkCover Authority immediately on 132 360 or 0407 833 306. The Academic Registrar will deal with the aftermath of a critical incident including media liaison. fire brigade or ambulance on 000). Examples of critical incidents are workplace accidents. then forward the form to the Risk Management Office (fax 8344 4497). (Nb. 8. Contact the Building Emergency Controller (Vicki Jackson.1. Memorandum of 26 June. and the appropriate University Emergency Response Team. Admission of liability must not be made. attempted suicide or suicide. 1998. students. visitors and contractors) and occupational illnesses sustained on University premises must be reported. 6. Reference: 1. should that be necessary. Injury and Hazard Reporting Injuries: All injuries and near misses (to staff. addresses. racist attacks. Assist and liaise with combating authorities at the scene.

Electrical equipment more than one year old brought in for use in the Departments must be tested by Tech Services prior to use.) 12 .2: Reporting of Accidents and Hazards 10. Health and Safety Manual.html#A.8. Health and Safety Manual. Before signing an order.4.edu.2 Incident Investigation Accidents. Electrical equipment is tested and tagged by trained personnel only in accordance with the University’s requirements (see http://www.3: Investigation of Incidents 10.html#3. Do not attempt to use any equipment or furniture that is tagged. such as photographs of the scene.) • 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. the goods must be inspected to verify that they do in fact meet the safety criteria when they are received. and by the HSR if they wish to be involved. Additionally. The investigation report should address these points . Purchasing Guidelines (see University of Melbourne. protective equipment. laboratory) of the incident. which are kept with the first aid kits.unimelb. and witness reports. which is potentially dangerous.7.Reference: 1. Reference: 1. The investigator should consult any injured people. University Environment. University Environment. inappropriately guarded or due for service? • What other factors may have been involved? (eg. they should complete a safety or risk assessment http://www. Furthermore. Section 4.).6. The checklist is designed to consider environmental health and safety aspects prior to purchase. Serious injuries should be reported immediately (verbally) to the Manager.. The investigation report should be attached to the S3 Incident Notification Form when it is forwarded to the Risk Management Office. or ‘‘near misses’’. injuries and incidents. must be investigated by the Departments within 24 hours. must be tagged with clearly visible warning labels.unimelb.edu. disability of person. the authorising officer should consider whether any safety considerations apply.au/ehsm/5. Environmental Health and Safety Manual 3.3 Tagging of Unsafe Equipment and Electrical Testing Faulty equipment or furniture. • 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. as well as any witnesses. time of day.html#3.4 for comprehensive details http://www. or http://www.au/ehsm/A.the purchaser and authorising officer scrutinize the requisition using the University' EHS pre-purchasing checklist (see s http://www.html#A.edu.unimelb. Themis order or other means) .edu. Risk Management Office (x43444 or x46030). or the supervisor of the location (eg.4). Safety Officer and Tech Services and notify the Help Desk (level 1) or Tech Department (level 6) immediately.html#5.unimelb. 10. weather.4 Purchasing The University requires that before proceeding with any purchases (via VISA. samples of broken glass or equipment. If so.au/ehsm/3. If the incident occurs after hours. the safety officer and HSR.au/ehsm/3. then call WorkCover directly on 132 360 or 0407 833 306. etc. Use the yellow and black Hazard tags. Section 4.au/ehsm/A..edu.unimelb. evidence should be collected. The investigation should be conducted by the supervisor of the injured person.

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

edu.2 Off-Campus Activities Safety assessments must be undertaken for activities conducted by staff/students at non-University sites.3 Manual Handling Lifting heavy items is a potential source of injury. and can lead to debilitating injury if it is not treated in its earliest stages. Guidelines for conducting risk assessments may be found in the University Environment.1. upper arms vertical and relaxed. allowing for breaks during intensive work. Assessment and Control -. Heavy monitors. Remember that stress is a principle factor in OOS. bending and reaching also fall under the Manual Handling area. 11. Please refer to the University’s Environmental. a rearrangement of the workstation set-up will overcome the problems.The supervisor of the hazardous activity should complete a risk assessment in conjunction with the Safety Officer. The University' strategy for minimising the incidence of OOS focuses on s several factors: job design.html#7. or document holder if required. Exercise your eyes by looking in all directions (near and far). elbow angle slightly greater than 100 degrees. Assessments must be reviewed if there are any changes to the venue visited or activities undertaken. External advice is available from the Risk Management Office.3: Manual Handling 11. The risk assessment must be documented and forwarded to the Safety Officer. Health and Safety Manual. Reference: 1.Application Reference: 1. individual awareness and reporting of early symptoms. Adjust the chair height. Section 3.4. a few minutes every 20-25 minutes is recommended. in particular. footrest. should be carried by 2 or more people. University Environment.2: Hazard Identification. Section 3: Identification. who are trained in heavy lifting. 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.4 OOS or RSI prevention Occupational Overuse Syndrome (OOS) or Repetitive Strain Injury (RSI) is a significant risk for computer users. Problems with your workstation set-up. should be discussed initially with your supervisor or Safety Officer. Your feet should be flat on the floor (or footrest).au/ehsm/A. and ergonomic design of the workstation furniture.unimelb. Repetitive movements such as data entry. Health and Safety Manual. Section 8. and wrists straight and relaxed.au/ehsm/7. Environment. and symptoms of OOS. however the optimal typing position (generally) is with the back upright (or slightly tilted backward) and snug against the backrest. trunk and thigh angle greater than 100 degrees. keyboard tray and footrest if required.18. Take regular breaks from typing and screen use.edu. Workstation set-up guidelines Chair and Desk Comfortable typing positions will vary between individuals. work organisation. and have suitable trolleys for transporting heavy equipment. keyboard. training of staff and supervisors. Assessment and Control 11. Walk around (use different muscles groups) and have a drink break to avoid dehydration. Adjust the chair backrest 14 . Health and Safety Manual. Section 7. who will visit and assess ergonomic set-ups.) Regular visitations to the same venue need only an initial off-campus assessment or if required ‘risk assessment’.1: Off-campus Guidelines (http://www. Health and Safety Manual. Lifting of any weight should be done with bent knees and with the load held close to the body. and should be avoided where possible. or the department can provide a replacement chair. HSR or person(s) involved. In addition. to attain this position. the University of Melbourne’s EHSM has a Keyboard Workstation Assessment Checklist to aid you – see http://www. Seek assistance from the technical officers or building supervisor (Grant Young). to include a variety of tasks. Often. Regularly used items should be positioned close at hand to minimise any strain.html#A. Continuous data entry can lead to RSI (OOS) problems and is further explained in section 11.unimelb.

so that the lumber support fits into the natural curve of the lower back. Again – comfort will vary between individuals. 2. By participating in the following initiatives we can limit our resource use and demand for landfill. These dedicated collection areas are for items 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). Avoid placing the monitor facing. or light sources behind the screen can cause headaches. Health and Safety Manual. due to reflections from the screen. The Departments provide several VISY paper recycling collection points predominantly near photocopiers and printers. Sections 8. Monitor position A poorly positioned monitor may lead to neck and shoulder aches. and should be avoided. hence lessening our impact on the environment. it should be replaced. Take care that sufficient lighting is available for reading and writing. or in front of. Try and remove light sources which produce reflections or contrasting issues. 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 .1 Paper Recycling Before recycling think about using paper sparingly. Utilize both sides of paper and use the double-sided and reduction functions on photocopiers or keep scrap paper on hand for making notes.3: Preventing Occupational Overuse Injuries 12. Glare Glare. If there isn’t several centimetres clearance between your knee and the edge of the chair. a window. 12. Management have contracted various companies to provide collection facilities around the University for the products listed below. 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. University Environment.3.2: Ergonomic Principles for Screen Based Work 8. References: 1.3.

printed single-sided. 12.Code 3 .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 . chairs. 12. 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.OZ. park benches. 12.6 General Hygiene 16 . rulers and other miscellaneous plastic items). 12. Contact the Safety Officer (cindy@cs.mu. west wing of the medical building). is run by the Design and Print Centre who make it into note pads for the University.AU) for collection. Large secure paper recycling bins can be arranged by the Admin group upon request. 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. Bins are located in most kitchens. An alternate recycling initiative for non-confidential paper.4 Other Recyclables .5 Batteries The safety officer will collect dead or unwanted batteries of any type for disposal on behalf of the RMO. Contact the Safety Officer for more detail.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. tables.milk and cream bottles plastics .Code 2 . where it is used in the animal house. Shredded paper can also be forwarded to the Pathology department’s reception (Level 5. The plastics in these products are used to make recycled products (eg.soft drink and water bottles plastics .detergent and cordial bottles Items placed in commingle bins should be rinsed out ensuring food scraps and residues are removed.Code 1 .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.3 Toner cartridges not suitable for regeneration Fax. the staffroom and large foyer areas. 12.

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

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.intercoms are located inside and outside the front entrance and on the outside of the rear entrance to the building.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. 18 .1 ICT Assembly Area University Square (i.2 ICT Evacuation Maps Locations Evacuation maps are posted on each floor. Security Intercom University Security phone intercoms are located in all lift foyers and ground floor exit points in Fire Escape staircases. 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. This only activates the door release and sounds a localized buzzer. Please familiarize yourself with their location. Please observe the nearest map for evacuation routes and know where to exit the building in an emergency. Also on Ground floor . 14. These can be accessed using a key or by breaking the glass panel. Emergency Fire Alarm Button These red “Emergency Fire Alarm” buttons are located on every floor just outside the fire escape staircase doors. parkland opposite front entrance of the ICT building in Barry Street) 14.e.

oz.skidmore@unimelb.edu.au annp@unimelb.edu.edu.edu.oz.oz.18a L3.35 834 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.mu.mu.au Sandrine@staff.edu.au Building Supervisor Grant Young Grnd.edu.mu.dis.edu.16 Security Office 834 41279 834 41488 834 41497 834 41313 834 46666 johnh@cs.au lfirth@unimelb. 19 .oz.mu.edu.au jamesmm@unimelb.Dial “0” first to obtain non-University phone numbers only when calling from University phones.oz.mu.mu.05 L5.skidmore@unimelb.au d.44 L4.au Safety Officer for both CS&SE and Information Systems Cindy Sexton L4.edu.edu.oz.mu.au vsmith@cs.23 IS L3.au cindy@cs.67 IS L4.48 Phone 834 41507 Email vickicj@unimelb.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.oz. Floor 8310 4387 gpyoung@unimelb.67 CS&SE L4.au fisher@unimelb.edu.When dialling internal University extensions from University phones – dial the required number underlined only from the above list.au gkeen@unimelb.au L4 L3 L2 L1 UG G AMSI 834 41772 Terrace Houses 834 41243 L3.46 L4.edu.40 L6.oz.46 L4.07 L4.au jrth@cs. .mu.au marg@unimelb.au sb@cs.au gavinb@cs.au cindy@cs.16 834 41313 cindy@cs.mu.oz.au jonest@unimelb.au IS L6.ICT Building Emergency Team 2005 Area Warden Office L4.au Building Emergency Controller (BEC) Vicki Jackson Deputy BEC Andrew Peel L6.au L6.mu.au d.edu.oz.47 L4.mu.13 L4.au jthomas1@unimelb.16 L4.mu.52 L6.40 L6.oz.unimelb.edu.au Notes: .au julien@cs.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.25 834 41281 apeel@cs.ALL University Security Officers are trained First-Aid personnel – contact 834 46666 or 1800 246 066 (freecall) .05 8310 4387 gpyoung@unimelb.51 L4.oz.au The entire emergency team may be emailed at emerg-evac@cs.edu.au seanbm@unimelb.edu.

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

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