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).

CONTENTS
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

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Amenities foyer under sink on ……. The intercoms are located in all lift foyers except on ground floor.01a) ICT Building Emergency Controller: Vicki Jackson (BEC) ICT Deputy BEC: Andrew Peel ICT Building Supervisor: Grant Young (gpyoung@unimelb. Security intercoms are also positioned inside each ground floor exit point of the fire escape staircases.01a) and Level 6 (6. East Melbourne) Dental Hospital (switchboard) (720 Swanston St. If confronted with a recorded message – Keep Waiting! – they will respond. 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 . To use this intercom – depress the red button firmly and release. 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. 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 . 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. 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 . Level 1 (1. Parkville) Eye and Ear Hospital (emergency) (32 Gisborne St.01a).Security intercoms are fitted throughout the ICT building. Ground Level (G.edu. Level 4 (4.) 3 .phone your General Office ….1.01a). Wait for Security personnel to respond. EMERGENCY TELEPHONE NUMBERS (Note: dial ‘0’ first for an outside line from a University telephone extension) Location: ICT Building – 111 Barry Street.

The Risk Management Office (RMO) implements these policies. Legal liability for OH&S matters rests with Deans and Heads of Department. the Faculty of Engineering and the Faculty of Science. 3.au/ehsm/index. safety and security information is posted on the EHS&S noticeboard in the foyer outside the amenities block on Level 4. The RMO also notifies departments of any legislative and regulatory changes. and assists departments to implement OH&S policy. The RMO provides expertise on OH&S matters throughout the University. Discuss Environmental Health Safety and Security issues within the Departments and rectify any problem areas. the University has introduced the Environmental Management System (as per ISO-14001) into University activities.2. to an audit by the Victorian Workcover Authority.2 . contractors and visitors (see section 1. All OH&S legislation.unimelb. Environmental. 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. standards and codes of practice are available to staff from the RMO. Health. The University’s OH&S and Environmental Representatives committees and RMO introduce and manage these initiatives. who sign an annual declaration confirming that they have fulfilled their obligations. every few years. which is on-line at http://www. 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. Participation in environmental initiatives is greatly encouraged throughout the University community to promote a sustainable future for all.University of Melbourne EHS manual). Document and communicate EHS&S information to Staff and Students in the Departments. which the University uses to satisfy the Workcover audits. students. In conjunction with OH&S policy. They are published in the University Environment.edu. Safety and Environment at the University Occupational health and safety policy is managed for council by the OH&S committee. SafetyMAP (safety management achievement program) is a safety management benchmarking system. Minutes of EHS&S meetings are posted on this noticeboard and on each Department ‘s Safety web site. Health and Safety Manual. an environment that is safe and without risk to health for employees. health. 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. so far as practicable.html. The University is a self-insurer under Workcover. The self-insurer license is subject. 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 . 4.

Section 4. Participate in meetings. 6. Furthermore. Ensure that all accidents and injuries are reported. health and safety or welfare at the University. Provide personal protective equipment and clothing if hazards cannot fully eliminated. Must not wilfully place at risk the health or safety of any person in the workplace. 7. students and supervisors: 5.3 Students Students are responsible for adopting safe work and study practices. Procedures for Issue Resolution In the absence of an elected HSR.1.At the local level. The staff are entitled to elect a Health and Safety Representative (HSR). Responsibilities Safety is the concern of everyone. there are no formal dispute resolution procedures. health and safety activities. near misses and injures are reported immediately to supervisor. Provide all staff with relevant EHS information in an appropriate manner. such as those outlined in the University Environment. Must not wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare. ' . Health and Safety Manual. they • • • Must report all hazard and injuries to their supervisor or sports centre. 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. in conjunction with relevant persons. section 2. training and other environment.4. new members of the department receive a safety induction and workplaces are inspected annually. 5 . Use equipment in compliance with relevant guidelines. Wear personal protective equipment as provided. staff. 5. Must not wilfully or recklessly interfere with or misuse anything provided in the interests of environment. handling and transport of hazardous substances. there is no elected HSR. 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. The responsibilities of all groups at the University are detailed in the University Environment. students and visitors. Health and Safety Manual. Presently. 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. 5. Must cooperate with the University in relation to actions taken by the University to comply with Occupational Health and Safety and Environmental legislation. Seek guidance for all new or modified work procedures to ensure that any hazardous conditions. Identify and control hazardous conditions. without wilful interference or misuse.2 Supervisors (any person who controls or directs others) • • • • • • • Develop new work procedures as required. health and safety. 5. The following relates to staff. Provide appropriate facilities for safe storage. Provide adequate supervision through technical guidance and support.1 Staff • • • • • • • • • • All employees (including those employees referred to above) are to comply with the University EHS Manual. Adopt work practices that support EHS programs. supervisors and the EHSS committee ensure that the departments’ provide a safe work environment for individual staff and students.

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

8. unless it is quite safe to do so. 1. Do not move an injured person(s) unless the location places them in further danger. Outside of normal office hours. Contact Emergency Services and University Security (ext 46666) giving the following details: • Location of the fire (Building name “ICT”. Follow any directions given by your floor warden (yellow hard hat) or BEC (white hard hat) 4. Once an alarm is activated. Take directions from the floor warden (if available). Take directions from the emergency services personnel or fire wardens. even if it is discovered that the alarm is false. State the condition of casualties and your location clearly. serious eye injuries or any other situation which requires hospitalisation) 7 .9.e. 2. Security staff will organize replacement of the broken glass covers. Consequently. Proceed to the assembly area (University Square parkland opposite front entrance). 4.3 Fire Upon discovering a fire. 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. the building is well equipped with sprinklers. Maps of the evacuation routes are posted on every floor near the amenities foyer. Isolate the fire (close doors). Evacuate to the assembly area.4 First Aid 1. Address – 111 Barry Street. Lock your office door (providing no other person(s) inside). 7. Only persons incapable of using stairs and those assisting them should summon the lift) 6. Assist any person in immediate danger. 1. 9. Do not use the lift (nb. If needed. occupants should inform University Security of any break-glass buttons which were activated. The class should remain together until the building is deemed safe to re-enter. Fight the fire. Occupants should immediately evacuate to the assembly area and wait for the all clear from the fire brigade. 7. and usually arrives within a few minutes of the alarm sounding. 5. Fortunately. the entire building is evacuated. call for an ambulance by telephoning 000. there will not be any building emergency personnel to direct the evacuation. 2.. Arrange for someone to meet the ambulance at the front entrance of the building and guide ambulance personnel to any casualties. 3. 3. but only if safe to do so. Staff in charge of a class should maintain control of the class. which minimises the risk of a major fire. 5. 9. only if safe to do so. Emergency Fire Alarm buttons are located on every floor next to all fire escape exit doors. This will activate the evacuation siren and alert the fire brigade. Please familiarize yourself with their location.. (Nb: ambulances must be called for any life threatening conditions. After the all clear is given. Leave the building via the nearest exit route (see illuminated exit signage). 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. it is recommended that occupants evacuate rather than fight the fire. Retrieve your personal belongings only if they are immediately at hand. Re-enter the building once the all clear is given by Emergency personnel. 2. Carlton. Alert other people in the immediate area. Activate a red ‘‘Emergency Fire Alarm’’ break-glass buttons (i.2 When the Evacuation Alarm Sounds A loud beeping tone from the Emergency Warning Intercommunication System (EWIS) is the signal to evacuate. and direct students to evacuate in an orderly manner. (Nb: at not time are you expected to endanger your own life by assisting injured person(s)). The nearest fire brigade station is less than a kilometre away in Bouverie St. 6. break glass and push button). serious injuries. Evacuation drills are conducted at least once every 12 months.

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

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

9 Threat of Aggressive or Violent Behaviour In the event of being confronted by an aggressive. 6. or ``where is Dr Someone's office?''. The best we can do is attempt to distract them until University Security arrives. contact University Security on ext 46666. or trying doors in search of an unoccupied office. Call security (ext 46666) and the maintenance department (ext 46000). Contact emergency personnel if required (nb: police must be contacted if persons are injured). so in the meantime. 2. If they don't appear genuine.. don't endanger yourself. 46000 Contact security on ext. the BEC or Building Supervisor may not yet know about it. 5. Turn off water at source if possible. 9. • Perhaps ask them further questions. • Call University Security on x46666. Abusive phone calls: hang up the phone and notify your supervisor. 2. Alert your supervisor.• • Public phone – at present the nearest public phone is located on the Ground floor of the Law Building in Pelham Street. If the blackout continues for a few minutes. 4.10 Power Failure • • • Contact the maintenance department on ext. swipe cards. it is not your responsibility to tackle them. Prevent unauthorised persons from causing congestion at the accident scene. and what they are looking for. then try photographing them.. call the general office. Await an announcement over the Public Address system. 9. the fire panel. contact the Manager. It is possible that if the blackout is only on your floor.. If calls persist.11 Flood or Water Leak 1. • Follow them (keeping a safe distance). 8310 4387). Even if they are walking out of the building with stolen property. • Describe them in as much detail as you can. Isolate electrical sources at the switchboard if possible (seek the Building Supervisor or qualified electrical trades person to do). 3. If you discover a person in the building behaving suspiciously. • Ask them if they are lost. such as ``I am looking for the toilets''. and may be sufficient to scare them away. • Ask to see their student card. such as their name and student number. Isolate the area by closing doors and cordoning area off from access.. such as looking in offices.12 Motor Vehicle Accident 1.8 Suspicious Persons Occasionally person(s) have been found behaving suspiciously. They will take some time to arrive. 9. Telephone Systems. If the behaviour of the person is such that outside intervention is required. Fortunately. The security staff are trained to handle these situations. 9. Be firm but polite with the person and let them know that their behaviour is not acceptable. 46666 Contact the Building Emergency Controller (ext 41507) or Building Supervisor (ph. BEC or Building Supervisor and advise of the situation. and find a few other people to assist you. Assist any injured people until arrival of the ambulance. they will have a ready excuse. evacuation system. Consider whether the building should be evacuated. where practical. If this occurs after hours – phone Security (ext 46666) or Maintenance (ext 46000) for advice. This can be quite intimidating. Most importantly. Take measures to restrict the flow of water. 9. or potentially violent person: • • • • • • Try to remain calm. You should not feel obliged to rectify the situation on your own. 3.. • Keep watching them. When confronted.. emergency lighting and emergency phone system all have battery backup and will continue to function for some time after the power fails. Report all suspicious behaviour and thefts to Security immediately. • If you have a camera. 10 .

addresses. seek details of other persons involved including their names. homicide. Admission of liability must not be made. All media contact will be co-ordinated by the Academic Registrar or Vice-Principal University Development (Media Controller). must also be reported to the Departments. Reference: 1. ‘‘Management of the Aftermath of Critical Incidents’’ 2. Emergency Response Teams are a relatively new initiative being co-ordinated by the Emergency Management Group. The guidelines for staff who become aware of a critical incident are: • • • • Assess the situation. Always contact University Security (ext 46666) immediately. Examples of critical incidents are workplace accidents. 8310 4387) No member of staff is permitted to talk to the media regarding a critical incident. ext.unimelb. the University must be notified of the injury within 30 days of the staff member becoming aware of it. which causes unusually intense emotional and psychological responses. The University’s response to a critical incident is coordinated through University Security (ext 46666). Contact the Building Emergency Controller (Vicki Jackson. Serious accidents or incidents must be reported to the RMO immediately (verbally) (x43444 or x46030) followed up by a written report within 24 hours. Furthermore. Deputy BEC (Andrew Peel. The department will investigate the incident. 46000) or University Security (ext. (Nb.pb. 9. visitors and contractors) and occupational illnesses sustained on University premises must be reported. The injured person or their representative must complete an S3 Incident Notification Form http://www. http://www. licence numbers.au/ehsm/A. ext 45107). For WorkCover claims. If people are at risk of harm.3 below). The S3 form is a mandatory prerequisite to a WorkCover claim. Both are available 24 hours per day / 7 days per week. and the appropriate University Emergency Response Team. 11 . 8.1. mass food poisoning.13 Critical Incidents A critical incident is any incident experienced by staff or students.html#A. fire brigade or ambulance on 000).unimelb. notify the appropriate emergency services (police. equipment or furniture with dangerous faults must be tagged to alert other potential users of the danger (refer to the section on Tagging – 10. 41281) or Building Supervisor (Grant Young ph. Injury and Hazard Reporting Injuries: All injuries and near misses (to staff. counselling for staff and students involved. Assist and liaise with combating authorities at the scene. assaults. 5. Move the vehicle from the carriageway and secure if possible. If a serious incident occurs after hours – contact the Victorian WorkCover Authority immediately on 132 360 or 0407 833 306. Urgent safety hazards must be reported to the Maintenance Department (ext. 1998. The Academic Registrar will deal with the aftermath of a critical incident including media liaison. Report all damage to the University Insurance Manager (ext 46111). and incidents not causing injury.) and return it to the department office. 9. vehicle registration numbers and the same from any witnesses. The University Crisis Management Plan is currently under review). Procedures for Management of Safety 10. the Maintenance Department Response Team.html 10. Memorandum of 26 June. attempted suicide or suicide.1 Accident. Watch for hazards such as traffic and fuel leaks.4. vehicles and debris or as advised by the police.au/emergency/incidents/management. 7. students. 46666). They will call the appropriate emergency services such as police. Remain at scene until completely clear of people. 6. Varied teams have been established to handle different types of crisis. should that be necessary. student protests that involve violence. fires and natural disasters. At the scene of the accident. Potential Hazards and Incidents: Potential safety hazards. then forward the form to the Risk Management Office (fax 8344 4497).edu. The Maintenance Response Team will isolate services such as gas and electricity from the building. from the Academic Registrar. racist attacks.edu. and assessment of the incident.

The investigation report should be attached to the S3 Incident Notification Form when it is forwarded to the Risk Management Office.3 Tagging of Unsafe Equipment and Electrical Testing Faulty equipment or furniture. Do not attempt to use any equipment or furniture that is tagged. disability of person.). The investigator should consult any injured people. etc. The investigation report should address these points . which are kept with the first aid kits.2 Incident Investigation Accidents. which is potentially dangerous. Health and Safety Manual. the safety officer and HSR. If the incident occurs after hours. or ‘‘near misses’’.Reference: 1. must be tagged with clearly visible warning labels.4).4 for comprehensive details http://www. • 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.. Serious injuries should be reported immediately (verbally) to the Manager.html#A.edu. Furthermore. and by the HSR if they wish to be involved. inappropriately guarded or due for service? • What other factors may have been involved? (eg. Reference: 1.the purchaser and authorising officer scrutinize the requisition using the University' EHS pre-purchasing checklist (see s http://www. Electrical equipment is tested and tagged by trained personnel only in accordance with the University’s requirements (see http://www. protective equipment. Section 4. the goods must be inspected to verify that they do in fact meet the safety criteria when they are received. University Environment.edu.unimelb. they should complete a safety or risk assessment http://www. Additionally. University Environment.au/ehsm/5.7.unimelb. laboratory) of the incident. Section 4.unimelb.8.au/ehsm/3.2: Reporting of Accidents and Hazards 10.html#5.3: Investigation of Incidents 10. or http://www.unimelb. such as photographs of the scene.6.html#A. the authorising officer should consider whether any safety considerations apply.. The checklist is designed to consider environmental health and safety aspects prior to purchase. or the supervisor of the location (eg. injuries and incidents. Use the yellow and black Hazard tags. Environmental Health and Safety Manual 3.edu.au/ehsm/3. The investigation should be conducted by the supervisor of the injured person. must be investigated by the Departments within 24 hours. Purchasing Guidelines (see University of Melbourne.unimelb.html#3. samples of broken glass or equipment. If so.edu. Themis order or other means) .au/ehsm/A. and witness reports.4 Purchasing The University requires that before proceeding with any purchases (via VISA.4. Health and Safety Manual.) • 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. 10. evidence should be collected.html#3.) 12 . as well as any witnesses. time of day.au/ehsm/A. Electrical equipment more than one year old brought in for use in the Departments must be tested by Tech Services prior to use. Risk Management Office (x43444 or x46030). Safety Officer and Tech Services and notify the Help Desk (level 1) or Tech Department (level 6) immediately. weather. then call WorkCover directly on 132 360 or 0407 833 306.edu. Before signing an order.

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

Health and Safety Manual. Assessments must be reviewed if there are any changes to the venue visited or activities undertaken. Take regular breaks from typing and screen use. keyboard tray and footrest if required.unimelb. Your feet should be flat on the floor (or footrest). work organisation. a rearrangement of the workstation set-up will overcome the problems. Remember that stress is a principle factor in OOS.au/ehsm/A. bending and reaching also fall under the Manual Handling area. allowing for breaks during intensive work.18. Environment. Section 7.au/ehsm/7. and have suitable trolleys for transporting heavy equipment. or document holder if required. or the department can provide a replacement chair. and can lead to debilitating injury if it is not treated in its earliest stages. Section 3.html#A. Health and Safety Manual. Guidelines for conducting risk assessments may be found in the University Environment. the University of Melbourne’s EHSM has a Keyboard Workstation Assessment Checklist to aid you – see http://www. Assessment and Control -. and should be avoided where possible. in particular. elbow angle slightly greater than 100 degrees. Often. should be carried by 2 or more people. External advice is available from the Risk Management Office. Exercise your eyes by looking in all directions (near and far).4. a few minutes every 20-25 minutes is recommended. Please refer to the University’s Environmental. Continuous data entry can lead to RSI (OOS) problems and is further explained in section 11.1. 11. who are trained in heavy lifting. Repetitive movements such as data entry.4 OOS or RSI prevention Occupational Overuse Syndrome (OOS) or Repetitive Strain Injury (RSI) is a significant risk for computer users. Adjust the chair height. Lifting of any weight should be done with bent knees and with the load held close to the body. and ergonomic design of the workstation furniture. Section 3: Identification.Application Reference: 1.edu. The University' strategy for minimising the incidence of OOS focuses on s several factors: job design. Adjust the chair backrest 14 . upper arms vertical and relaxed. trunk and thigh angle greater than 100 degrees.) Regular visitations to the same venue need only an initial off-campus assessment or if required ‘risk assessment’.unimelb. University Environment. keyboard. Assessment and Control 11. to include a variety of tasks.html#7. individual awareness and reporting of early symptoms. to attain this position. footrest. Walk around (use different muscles groups) and have a drink break to avoid dehydration. Health and Safety Manual. should be discussed initially with your supervisor or Safety Officer.3: Manual Handling 11. and symptoms of OOS. however the optimal typing position (generally) is with the back upright (or slightly tilted backward) and snug against the backrest.1: Off-campus Guidelines (http://www. who will visit and assess ergonomic set-ups. The risk assessment must be documented and forwarded to the Safety Officer. Seek assistance from the technical officers or building supervisor (Grant Young).2: Hazard Identification.3 Manual Handling Lifting heavy items is a potential source of injury. Workstation set-up guidelines Chair and Desk Comfortable typing positions will vary between individuals.2 Off-Campus Activities Safety assessments must be undertaken for activities conducted by staff/students at non-University sites. training of staff and supervisors. HSR or person(s) involved. Reference: 1. Problems with your workstation set-up. Health and Safety Manual.edu. Regularly used items should be positioned close at hand to minimise any strain. Heavy monitors.The supervisor of the hazardous activity should complete a risk assessment in conjunction with the Safety Officer. In addition. and wrists straight and relaxed. 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. Section 8.

3. Sections 8. 12.3: Preventing Occupational Overuse Injuries 12. or in front of. Again – comfort will vary between individuals. 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 .2: Ergonomic Principles for Screen Based Work 8. 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. Try and remove light sources which produce reflections or contrasting issues. a window. Take care that sufficient lighting is available for reading and writing.1 Paper Recycling Before recycling think about using paper sparingly. By participating in the following initiatives we can limit our resource use and demand for landfill.so that the lumber support fits into the natural curve of the lower back. and should be avoided. 2. These dedicated collection areas are for items listed below. Monitor position A poorly positioned monitor may lead to neck and shoulder aches. University Environment. The Departments provide several VISY paper recycling collection points predominantly near photocopiers and printers. hence lessening our impact on the environment. or light sources behind the screen can cause headaches. due to reflections from the screen. Utilize both sides of paper and use the double-sided and reduction functions on photocopiers or keep scrap paper on hand for making notes. Management have contracted various companies to provide collection facilities around the University for the products listed below.3. Avoid placing the monitor facing. Glare Glare. 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). it should be replaced. If there isn’t several centimetres clearance between your knee and the edge of the chair. Health and Safety Manual. References: 1.

the staffroom and large foyer areas. 12.6 General Hygiene 16 .detergent and cordial bottles Items placed in commingle bins should be rinsed out ensuring food scraps and residues are removed. park benches. west wing of the medical building). Contact the Safety Officer (cindy@cs. printed single-sided.5 Batteries The safety officer will collect dead or unwanted batteries of any type for disposal on behalf of the RMO. printer and copier toner cartridges/bottles not suitable for remanufacture are collected in the Greenworld Recycling box located in each Admin section on Level 4.2 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. 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.soft drink and water bottles plastics . 12. 12. rulers and other miscellaneous plastic items).OZ.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. is run by the Design and Print Centre who make it into note pads for the University.Code 2 .4 Other Recyclables . 12.mu.milk and cream bottles plastics .Code 1 . Contact the Safety Officer for more detail. chairs.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 . where it is used in the animal house.3 Toner cartridges not suitable for regeneration Fax. Large secure paper recycling bins can be arranged by the Admin group upon request. Shredded paper can also be forwarded to the Pathology department’s reception (Level 5.AU) for collection. An alternate recycling initiative for non-confidential paper. 12. The plastics in these products are used to make recycled products (eg. Bins are located in most kitchens. tables.Code 3 .

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

2 ICT Evacuation Maps Locations Evacuation maps are posted on each floor. These can be accessed using a key or by breaking the glass panel.e.1 ICT Assembly Area University Square (i. Bells The main fire alarm bell is on the exterior wall at the rear of the building outside the EWIS room. 18 . parkland opposite front entrance of the ICT building in Barry Street) 14. 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.intercoms are located inside and outside the front entrance and on the outside of the rear entrance to the building. Evacuation Routes 14.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. Please observe the nearest map for evacuation routes and know where to exit the building in an emergency. 14. Also on Ground floor . Please familiarize yourself with their location. Breaking the glass and depressing the button will activate the fire alarm throughout the building and alert the Fire Brigade. Emergency Fire Alarm Button These red “Emergency Fire Alarm” buttons are located on every floor just outside the fire escape staircase doors. This only activates the door release and sounds a localized buzzer.

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

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

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