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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Security intercoms are also positioned inside each ground floor exit point of the fire escape staircases.Security intercoms are fitted throughout the ICT building. Carlton) Poisons Information Line Interpreter Service (charges apply) 000 000 000 834 46666 or 1800 246 066 834 46000 834 46904 or 834 46905 9342 7000 9929 8400 9341 1000 (AH 9341 1040) 13 1126 13 1450 First Aid . 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. East Melbourne) Dental Hospital (switchboard) (720 Swanston St.01a).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. Level 4 (4. If confronted with a recorded message – Keep Waiting! – they will respond. Level 1 (1.1. Parkville) Eye and Ear Hospital (emergency) (32 Gisborne St.) 3 . EMERGENCY TELEPHONE NUMBERS (Note: dial ‘0’ first for an outside line from a University telephone extension) Location: ICT Building – 111 Barry Street. 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 .phone your General Office …. 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. Ground Level (G.au) 834 41507 834 41281 8310 4387 (Note also .edu. Wait for Security personnel to respond.01a) and Level 6 (6. To use this intercom – depress the red button firmly and release.01a). These phones offer direct contact with University Security – 24 hours per day/7 days per week.Amenities foyer under sink on …….

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

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

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

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

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

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

9 Threat of Aggressive or Violent Behaviour In the event of being confronted by an aggressive. 2.8 Suspicious Persons Occasionally person(s) have been found behaving suspiciously. Assist any injured people until arrival of the ambulance. This can be quite intimidating. or ``where is Dr Someone's office?''. Prevent unauthorised persons from causing congestion at the accident scene. such as ``I am looking for the toilets''. evacuation system. • Perhaps ask them further questions. Most importantly. You should not feel obliged to rectify the situation on your own.. 9. then try photographing them. the fire panel.. Take measures to restrict the flow of water. If calls persist. 3. • Ask to see their student card. emergency lighting and emergency phone system all have battery backup and will continue to function for some time after the power fails. 4. 9. they will have a ready excuse. • Keep watching them. 2. Turn off water at source if possible. Even if they are walking out of the building with stolen property. swipe cards.12 Motor Vehicle Accident 1. 8310 4387). and find a few other people to assist you. • Call University Security on x46666. 9. 3. Be firm but polite with the person and let them know that their behaviour is not acceptable. Consider whether the building should be evacuated. Contact emergency personnel if required (nb: police must be contacted if persons are injured). Isolate the area by closing doors and cordoning area off from access. so in the meantime. If you discover a person in the building behaving suspiciously.. If they don't appear genuine. If the behaviour of the person is such that outside intervention is required.• • Public phone – at present the nearest public phone is located on the Ground floor of the Law Building in Pelham Street. Isolate electrical sources at the switchboard if possible (seek the Building Supervisor or qualified electrical trades person to do). 9. BEC or Building Supervisor and advise of the situation.. The best we can do is attempt to distract them until University Security arrives. • Follow them (keeping a safe distance).10 Power Failure • • • Contact the maintenance department on ext. or potentially violent person: • • • • • • Try to remain calm. contact the Manager. 46666 Contact the Building Emergency Controller (ext 41507) or Building Supervisor (ph. where practical. and what they are looking for. They will take some time to arrive. Telephone Systems. such as looking in offices. Alert your supervisor. If this occurs after hours – phone Security (ext 46666) or Maintenance (ext 46000) for advice. Call security (ext 46666) and the maintenance department (ext 46000). the BEC or Building Supervisor may not yet know about it. • Describe them in as much detail as you can. Fortunately. • Ask them if they are lost. it is not your responsibility to tackle them. don't endanger yourself. and may be sufficient to scare them away. If the blackout continues for a few minutes. such as their name and student number. 6. The security staff are trained to handle these situations.. 10 . 5. Abusive phone calls: hang up the phone and notify your supervisor.11 Flood or Water Leak 1. When confronted. • If you have a camera. call the general office. Await an announcement over the Public Address system. It is possible that if the blackout is only on your floor.. or trying doors in search of an unoccupied office. 9. Report all suspicious behaviour and thefts to Security immediately. contact University Security on ext 46666. 46000 Contact security on ext.

The S3 form is a mandatory prerequisite to a WorkCover claim. The guidelines for staff who become aware of a critical incident are: • • • • Assess the situation. seek details of other persons involved including their names. They will call the appropriate emergency services such as police.html#A. homicide. The Academic Registrar will deal with the aftermath of a critical incident including media liaison. 9. 46000) or University Security (ext. racist attacks. assaults. 6. equipment or furniture with dangerous faults must be tagged to alert other potential users of the danger (refer to the section on Tagging – 10. The injured person or their representative must complete an S3 Incident Notification Form http://www. counselling for staff and students involved. Move the vehicle from the carriageway and secure if possible.4.13 Critical Incidents A critical incident is any incident experienced by staff or students. vehicles and debris or as advised by the police. 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. notify the appropriate emergency services (police. Report all damage to the University Insurance Manager (ext 46111). The Maintenance Response Team will isolate services such as gas and electricity from the building. mass food poisoning. Remain at scene until completely clear of people. http://www. then forward the form to the Risk Management Office (fax 8344 4497). 41281) or Building Supervisor (Grant Young ph. Admission of liability must not be made. Always contact University Security (ext 46666) immediately. Examples of critical incidents are workplace accidents.edu. Serious accidents or incidents must be reported to the RMO immediately (verbally) (x43444 or x46030) followed up by a written report within 24 hours. and assessment of the incident. ‘‘Management of the Aftermath of Critical Incidents’’ 2. Urgent safety hazards must be reported to the Maintenance Department (ext. 11 . Deputy BEC (Andrew Peel. from the Academic Registrar. student protests that involve violence. Injury and Hazard Reporting Injuries: All injuries and near misses (to staff. 46666). which causes unusually intense emotional and psychological responses.1 Accident. licence numbers. 8. For WorkCover claims.au/emergency/incidents/management.pb. At the scene of the accident. attempted suicide or suicide.1. 1998. should that be necessary. Assist and liaise with combating authorities at the scene. the University must be notified of the injury within 30 days of the staff member becoming aware of it. and the appropriate University Emergency Response Team. (Nb. If people are at risk of harm. students. Contact the Building Emergency Controller (Vicki Jackson. Furthermore. ext 45107). 7. Potential Hazards and Incidents: Potential safety hazards. vehicle registration numbers and the same from any witnesses. and incidents not causing injury. Memorandum of 26 June. If a serious incident occurs after hours – contact the Victorian WorkCover Authority immediately on 132 360 or 0407 833 306.3 below). Watch for hazards such as traffic and fuel leaks. Emergency Response Teams are a relatively new initiative being co-ordinated by the Emergency Management Group.au/ehsm/A.unimelb. Both are available 24 hours per day / 7 days per week. addresses. The University’s response to a critical incident is coordinated through University Security (ext 46666). The department will investigate the incident.html 10.edu. Reference: 1. the Maintenance Department Response Team. fires and natural disasters. Varied teams have been established to handle different types of crisis. visitors and contractors) and occupational illnesses sustained on University premises must be reported. 9. 5. 8310 4387) No member of staff is permitted to talk to the media regarding a critical incident.unimelb. Procedures for Management of Safety 10.) and return it to the department office. ext. fire brigade or ambulance on 000). The University Crisis Management Plan is currently under review).

Reference: 1. Section 4.edu. University Environment. or the supervisor of the location (eg..edu. laboratory) of the incident.unimelb.unimelb. disability of person. The investigation report should address these points . Electrical equipment is tested and tagged by trained personnel only in accordance with the University’s requirements (see http://www.au/ehsm/5. If so. Serious injuries should be reported immediately (verbally) to the Manager.. Electrical equipment more than one year old brought in for use in the Departments must be tested by Tech Services prior to use. The investigation should be conducted by the supervisor of the injured person. Use the yellow and black Hazard tags. or http://www. the safety officer and HSR. the goods must be inspected to verify that they do in fact meet the safety criteria when they are received.Reference: 1.au/ehsm/3. must be tagged with clearly visible warning labels.html#5. University Environment. Furthermore. Do not attempt to use any equipment or furniture that is tagged.4 for comprehensive details http://www. Purchasing Guidelines (see University of Melbourne.) • 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.4 Purchasing The University requires that before proceeding with any purchases (via VISA. Additionally.the purchaser and authorising officer scrutinize the requisition using the University' EHS pre-purchasing checklist (see s http://www.edu.html#A. Section 4.2 Incident Investigation Accidents.html#3.unimelb. 10.unimelb. Health and Safety Manual. as well as any witnesses. etc. If the incident occurs after hours. then call WorkCover directly on 132 360 or 0407 833 306. Health and Safety Manual.html#A. injuries and incidents. they should complete a safety or risk assessment http://www.2: Reporting of Accidents and Hazards 10.3: Investigation of Incidents 10.) 12 .7. such as photographs of the scene. samples of broken glass or equipment. evidence should be collected. The investigator should consult any injured people. which are kept with the first aid kits.3 Tagging of Unsafe Equipment and Electrical Testing Faulty equipment or furniture. weather. which is potentially dangerous.4). Risk Management Office (x43444 or x46030).4. protective equipment.au/ehsm/A.edu.).6.au/ehsm/A.html#3.au/ehsm/3. and by the HSR if they wish to be involved. inappropriately guarded or due for service? • What other factors may have been involved? (eg. must be investigated by the Departments within 24 hours.unimelb. Themis order or other means) . Safety Officer and Tech Services and notify the Help Desk (level 1) or Tech Department (level 6) immediately. • 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. Before signing an order.8. The investigation report should be attached to the S3 Incident Notification Form when it is forwarded to the Risk Management Office. or ‘‘near misses’’. the authorising officer should consider whether any safety considerations apply. time of day. Environmental Health and Safety Manual 3. and witness reports. The checklist is designed to consider environmental health and safety aspects prior to purchase.edu.

general safety and security information. . it conducts inspections of all areas to identify potential hazards.not required for consumables at this stage unless large volumes involve manual handling or waste disposal issues . or http://www. The test will be examined and any problem areas to be clarified on an individual basis. Suppliers can also achieve preferred supplier status by meeting a combination of other criteria including compliance with SafetyMAP/Quality System/EMS guidelines. post-graduate and 4th year students. They are also given web site links to find Department and University EHS&S information.html#A.pdf 10. Reference: 1.8. Please forward completed copies to James Morrison (IS).edu.edu.au/ehsm/Preferred_Supplier. The inspections are performed annually by the safety officer.Clarifications regarding use of pre-purchasing checklist: . work area supervisor and/or building supervisor. At the conclusion of the induction . Safe Work Procedures 11.not required if company achieves (or has achieved) preferred supplier status at the University (see below). Binh Phan (CSSE) or Cindy Sexton (Safety Officer). University Environment.5 Induction New staff. Assessment and Control 11. Preferred Suppliers Suppliers can achieve preferred supplier status by complying with requirements as per the University’s ’Preferred Supplier Declaration’ . Section 3: Identification.copies of checklists to be forwarded to James Morrison (IS). 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.) 13 . 10.html#A.unimelb.au/med/ehs/supplier.required for initial purchases only . Current Preferred Supplier lists available for staff to use and quote on purchasing documents are available at the following web-sites.pdf List of Australian Standards .chemistry.pdf.au/ehsm/A. have competitive pricing. sole/specialist/quality supplier.1 Risk Assessments The Departments must ensure that all potentially hazardous activities which take place within it are identified and appropriately managed.unimelb.unimelb.http://www.subsequent purchases of similar items are covered under the initial checklist . http://www.pdf or http://store.6 Hazard Inspections To ensure that the department is providing a safe workplace.edu.edu.au/ehsm/A. meeting appropriate Australian Standards. The above declaration may be sent to potential suppliers to complete and return to the Departments for consideration to the departmental preferred supplier list.au/Stores/PSDeclaration. and to see that good housekeeping is maintained.a brief multiple-choice competency test will be issued to all attendees to complete and provide their details.edu.7. explaining the emergency and first aid procedures.medfac. Binh Thi Phan (CSSE) or Cindy Sexton (Safety Officer). This will involve conducting an assessment of the risks involved in the activity.edu. good service etc.should be reviewed annually .unimelb.au/ehsm/Australian_Stand. available stock. The test document will be filed with the Safety Officer for audit purposes. Health and Safety Manual. This test document will suffice as proof of attendance and names will be recorded in the training schedule. Undergraduates are given safety information in their undergraduate handbook and at introductory lectures. evacuation routes.unimelb.http://www. and perhaps developing a safe work procedure to control these risks (see http://www.unimelb.

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

University Environment. Utilize both sides of paper and use the double-sided and reduction functions on photocopiers or keep scrap paper on hand for making notes. Management have contracted various companies to provide collection facilities around the University for the products listed below. References: 1. 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 . These dedicated collection areas are for items listed below. hence lessening our impact on the environment. Monitor position A poorly positioned monitor may lead to neck and shoulder aches. Avoid placing the monitor facing.3: Preventing Occupational Overuse Injuries 12. it should be replaced. 2.1 Paper Recycling Before recycling think about using paper sparingly. or light sources behind the screen can cause headaches. If there isn’t several centimetres clearance between your knee and the edge of the chair. 12. or in front of. Glare Glare.2: Ergonomic Principles for Screen Based Work 8. due to reflections from the screen. and should be avoided. The Departments provide several VISY paper recycling collection points predominantly near photocopiers and printers. Take care that sufficient lighting is available for reading and writing.3.3. Health and Safety Manual. 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. 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). Again – comfort will vary between individuals. By participating in the following initiatives we can limit our resource use and demand for landfill. a window. Try and remove light sources which produce reflections or contrasting issues. Sections 8.so that the lumber support fits into the natural curve of the lower back.

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. tables.OZ. Large secure paper recycling bins can be arranged by the Admin group upon request.Code 1 .3 Toner cartridges not suitable for regeneration Fax. park benches. Contact the Safety Officer for more detail. Contact the Safety Officer (cindy@cs.4 Other Recyclables .5 Batteries The safety officer will collect dead or unwanted batteries of any type for disposal on behalf of the RMO.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.milk and cream bottles plastics .Code 3 .Code 2 . 12. 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. 12.mu. printed single-sided. The plastics in these products are used to make recycled products (eg. chairs.soft drink and water bottles plastics . 12. where it is used in the animal house.6 General Hygiene 16 .AU) for collection.detergent and cordial bottles Items placed in commingle bins should be rinsed out ensuring food scraps and residues are removed. An alternate recycling initiative for non-confidential paper. Bins are located in most kitchens. the staffroom and large foyer areas. 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. 12.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 . 12. Shredded paper can also be forwarded to the Pathology department’s reception (Level 5. rulers and other miscellaneous plastic items). is run by the Design and Print Centre who make it into note pads for the University. west wing of the medical building).

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

Please observe the nearest map for evacuation routes and know where to exit the building in an emergency. parkland opposite front entrance of the ICT building in Barry Street) 14.e.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.1 ICT Assembly Area University Square (i. This only activates the door release and sounds a localized buzzer. These can be accessed using a key or by breaking the glass panel. 18 . 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. Evacuation Routes 14. Emergency Fire Alarm Button These red “Emergency Fire Alarm” buttons are located on every floor just outside the fire escape staircase doors. 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. 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. 14.2 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.

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

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

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