Environment, Health, Safety and Security Manual

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

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

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

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


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. Level 1 (1.01a) and Level 6 (6. Ground Level (G. 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.Amenities foyer under sink on ……. These phones offer direct contact with University Security – 24 hours per day/7 days per week. East Melbourne) Dental Hospital (switchboard) (720 Swanston St. 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 .au) 834 41507 834 41281 8310 4387 (Note also . Parkville) Eye and Ear Hospital (emergency) (32 Gisborne St. Level 4 (4.) 3 .01a).01a). 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 .Security intercoms are fitted throughout the ICT building.01a) ICT Building Emergency Controller: Vicki Jackson (BEC) ICT Deputy BEC: Andrew Peel ICT Building Supervisor: Grant Young (gpyoung@unimelb. To use this intercom – depress the red button firmly and release.phone your General Office …. The intercoms are located in all lift foyers except on ground floor.edu.1. 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. Security intercoms are also positioned inside each ground floor exit point of the fire escape staircases. If confronted with a recorded message – Keep Waiting! – they will respond.

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

Must cooperate with the University in relation to actions taken by the University to comply with Occupational Health and Safety and Environmental legislation. 7. supervisors and the EHSS committee ensure that the departments’ provide a safe work environment for individual staff and students. Participate in meetings. Furthermore. they • • • Must report all hazard and injuries to their supervisor or sports centre. students and visitors. students and supervisors: 5.4. Identify and control hazardous conditions. in conjunction with relevant persons. Ensure that all accidents and injuries are reported. 5. Procedures for Issue Resolution In the absence of an elected HSR. training and other environment. near misses and injures are reported immediately to supervisor. Presently. Responsibilities Safety is the concern of everyone. Provide all staff with relevant EHS information in an appropriate manner. staff. Wear personal protective equipment as provided. The responsibilities of all groups at the University are detailed in the University Environment. 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. Health and Safety Manual. section 2. Must not wilfully place at risk the health or safety of any person in the workplace. handling and transport of hazardous substances. The following relates to staff. such as those outlined in the University Environment. Health and Safety Manual. 5 . Provide adequate supervision through technical guidance and support. and are required to comply with all University and Departmental rules and procedures which relate to environment.1 Staff • • • • • • • • • • All employees (including those employees referred to above) are to comply with the University EHS Manual. health and safety. 6. there is no elected HSR. health and safety activities. new members of the department receive a safety induction and workplaces are inspected annually.2 Supervisors (any person who controls or directs others) • • • • • • • Develop new work procedures as required. Must not wilfully or recklessly interfere with or misuse anything provided in the interests of environment. without wilful interference or misuse. 5. Provide appropriate facilities for safe storage. there are no formal dispute resolution procedures. Seek guidance for all new or modified work procedures to ensure that any hazardous conditions. ' . Section 4. Provide personal protective equipment and clothing if hazards cannot fully eliminated. health and safety or welfare at the University.1. The staff are entitled to elect a Health and Safety Representative (HSR).3 Students Students are responsible for adopting safe work and study practices. 5. Must not wilfully place at risk the health or safety of any other person at the University. Health and Safety Representative The Departments of Computer Science and Software Engineering and Information Systems together form a single ``Designated Work Group' as defined in the OH&S Act.At the local level. Must not wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare. Use equipment in compliance with relevant guidelines. Adopt work practices that support EHS programs.

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

. This will also minimise the risk of electric shock when the sprinklers activate. 1. Activate a red ‘‘Emergency Fire Alarm’’ break-glass buttons (i. which minimises the risk of a major fire. (Nb: at not time are you expected to endanger your own life by assisting injured person(s)). Address – 111 Barry Street. it is recommended that occupants evacuate rather than fight the fire. Proceed to the assembly area (University Square parkland opposite front entrance). Maps of the evacuation routes are posted on every floor near the amenities foyer.3 Fire Upon discovering a fire. Fortunately. Fight the fire. but only if safe to do so. there will not be any building emergency personnel to direct the evacuation. serious injuries. 5. Take directions from the emergency services personnel or fire wardens. 5. 2. Please familiarize yourself with their location. The class should remain together until the building is deemed safe to re-enter.4 First Aid 1. occupants should inform University Security of any break-glass buttons which were activated. Carlton. Arrange for someone to meet the ambulance at the front entrance of the building and guide ambulance personnel to any casualties. Security staff will organize replacement of the broken glass covers. Consequently. 9.9. only if safe to do so. Leave the building via the nearest exit route (see illuminated exit signage). Lock your office door (providing no other person(s) inside). 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. This will activate the evacuation siren and alert the fire brigade. and direct students to evacuate in an orderly manner. the building is well equipped with sprinklers. Assist any person in immediate danger. Evacuation drills are conducted at least once every 12 months. call for an ambulance by telephoning 000.e. 2. 1. 2. 7. Outside of normal office hours. 8. Retrieve your personal belongings only if they are immediately at hand. 3. 6.. Do not use the lift (nb. Follow any directions given by your floor warden (yellow hard hat) or BEC (white hard hat) 4. and usually arrives within a few minutes of the alarm sounding. serious eye injuries or any other situation which requires hospitalisation) 7 . Re-enter the building once the all clear is given by Emergency personnel. Evacuate to the assembly area. unless it is quite safe to do so. Contact Emergency Services and University Security (ext 46666) giving the following details: • Location of the fire (Building name “ICT”. 3. even if it is discovered that the alarm is false. Take directions from the floor warden (if available). Do not use the hose reels unless the electricity has been turned off. 7.2 When the Evacuation Alarm Sounds A loud beeping tone from the Emergency Warning Intercommunication System (EWIS) is the signal to evacuate. Occupants should immediately evacuate to the assembly area and wait for the all clear from the fire brigade. Alert other people in the immediate area. After the all clear is given. 9. State the condition of casualties and your location clearly. Isolate the fire (close doors). Emergency Fire Alarm buttons are located on every floor next to all fire escape exit doors. the entire building is evacuated. If needed. Once an alarm is activated. break glass and push button). The nearest fire brigade station is less than a kilometre away in Bouverie St. Staff in charge of a class should maintain control of the class. Do not move an injured person(s) unless the location places them in further danger. (Nb: ambulances must be called for any life threatening conditions. Only persons incapable of using stairs and those assisting them should summon the lift) 6. 4.

5 Bomb Threat Although most bomb threats are hoaxes aimed at causing disruption to the normal day-to-day routine of an organisation.au/ehsm/A. hazard tags and incident notification forms.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. 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. First aid advice is found with the first aid kits and on the University emergency website http://www. 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. the employer is required to report serious injuries. As an aid to recording the necessary information. if there is any difficulty contacting the University Security or Academic Registrar.edu.pdf for checklist. they must be taken seriously. Additionally. Student Health can also provide minor emergency assistance during the hours 8:45 am to 5:00 pm (extensions 46904 or 46905). if examinations are being held in the building under threat. 9. 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). any life threatening incident or situation. Action to be taken University Security will advise whether a building evacuation is necessary.Level 6 Note that first aid kits contain resuscitation masks. If a bomb threat call is received. warning that a bomb has been placed in the building. and incidents with the potential to cause serious injury. University Security. and the Sports Centre. a checklist should be kept near the telephone.html.Baillieu Library. anything requiring hospitalisation or serious eye injuries.Level 1 . For minor injuries and wounds .html#A.unimelb.au/admin/emergency/firstaid.unimelb. report the call to the Academic Registrar . 5.3.unimelb. bandages and dressings.Ground Floor . However. The also contain first aid notes. to the Victorian Workcover Authority within 48 hours of the incident. Also. the better the threat can be assessed.Level 4 . See http://www. For further information contact the Risk Management Office. They do not contain any medications such as headache tablets. there are four (x4) first aid ‘‘Outreach Centres’’ at the following locations .ext 49667. Recording the Call The more information you obtain from the caller. This ‘‘open’’ line may assist in tracing the origin of the call. The Student Health Service is located at 138 Cardigan Street.edu. 8 . it is important that the person receiving the call try to remain calm and do not hang up even if the caller hangs up. Faculty and Department Enquiry Offices.1.). On the Parkville campus. Carlton. Student Union. The most common form of threat is by telephone. Serious incidents include death.au/ehsm/Bomb_Threat. . or the bomb threat caller indicated that the bomb will go off in the immediate future.edu. together with Heads of Schools have been target areas to receive such calls. 4.

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

If the blackout continues for a few minutes. Even if they are walking out of the building with stolen property. it is not your responsibility to tackle them. When confronted. • Perhaps ask them further questions.10 Power Failure • • • Contact the maintenance department on ext... 5. 8310 4387). or trying doors in search of an unoccupied office..12 Motor Vehicle Accident 1. 9. they will have a ready excuse. Consider whether the building should be evacuated. 9. 9. 9. The best we can do is attempt to distract them until University Security arrives. the BEC or Building Supervisor may not yet know about it. Telephone Systems.. 46666 Contact the Building Emergency Controller (ext 41507) or Building Supervisor (ph. swipe cards.8 Suspicious Persons Occasionally person(s) have been found behaving suspiciously. contact the Manager. If the behaviour of the person is such that outside intervention is required. Isolate the area by closing doors and cordoning area off from access. • Call University Security on x46666. The security staff are trained to handle these situations. the fire panel. Prevent unauthorised persons from causing congestion at the accident scene. such as their name and student number. This can be quite intimidating. where practical. They will take some time to arrive. 2. 6.• • Public phone – at present the nearest public phone is located on the Ground floor of the Law Building in Pelham Street. contact University Security on ext 46666.11 Flood or Water Leak 1. It is possible that if the blackout is only on your floor. 3. or potentially violent person: • • • • • • Try to remain calm. 10 . If they don't appear genuine. Await an announcement over the Public Address system. 9. emergency lighting and emergency phone system all have battery backup and will continue to function for some time after the power fails. • Follow them (keeping a safe distance).. If this occurs after hours – phone Security (ext 46666) or Maintenance (ext 46000) for advice. and what they are looking for. Call security (ext 46666) and the maintenance department (ext 46000). If calls persist. 2. • Describe them in as much detail as you can. If you discover a person in the building behaving suspiciously. Isolate electrical sources at the switchboard if possible (seek the Building Supervisor or qualified electrical trades person to do). Turn off water at source if possible. then try photographing them.9 Threat of Aggressive or Violent Behaviour In the event of being confronted by an aggressive. or ``where is Dr Someone's office?''. such as looking in offices. • Ask them if they are lost. Assist any injured people until arrival of the ambulance. don't endanger yourself. • Ask to see their student card. so in the meantime. Report all suspicious behaviour and thefts to Security immediately. and may be sufficient to scare them away. such as ``I am looking for the toilets''. Alert your supervisor. Contact emergency personnel if required (nb: police must be contacted if persons are injured). • If you have a camera. Fortunately. 4.. evacuation system. call the general office. Abusive phone calls: hang up the phone and notify your supervisor. • Keep watching them. You should not feel obliged to rectify the situation on your own. 3. 46000 Contact security on ext. BEC or Building Supervisor and advise of the situation. Take measures to restrict the flow of water. Be firm but polite with the person and let them know that their behaviour is not acceptable. Most importantly. and find a few other people to assist you.

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

. which are kept with the first aid kits.unimelb.html#A. Health and Safety Manual. The investigation report should be attached to the S3 Incident Notification Form when it is forwarded to the Risk Management Office.) • 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. they should complete a safety or risk assessment http://www.the purchaser and authorising officer scrutinize the requisition using the University' EHS pre-purchasing checklist (see s http://www.Reference: 1. 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). which is potentially dangerous. the authorising officer should consider whether any safety considerations apply.edu. etc. Do not attempt to use any equipment or furniture that is tagged. Environmental Health and Safety Manual 3. time of day. Section 4.edu. and by the HSR if they wish to be involved.4.4 for comprehensive details http://www.7.) 12 . Section 4.unimelb. the goods must be inspected to verify that they do in fact meet the safety criteria when they are received. Themis order or other means) . Use the yellow and black Hazard tags.2: Reporting of Accidents and Hazards 10.html#3.4). • 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. disability of person. protective equipment. and witness reports.au/ehsm/A. such as photographs of the scene. Purchasing Guidelines (see University of Melbourne.4 Purchasing The University requires that before proceeding with any purchases (via VISA.html#3.3: Investigation of Incidents 10. 10. University Environment. The investigation report should address these points .2 Incident Investigation Accidents. must be tagged with clearly visible warning labels. Safety Officer and Tech Services and notify the Help Desk (level 1) or Tech Department (level 6) immediately. or ‘‘near misses’’. If the incident occurs after hours. University Environment. laboratory) of the incident. or the supervisor of the location (eg.).unimelb. then call WorkCover directly on 132 360 or 0407 833 306. or http://www. as well as any witnesses.3 Tagging of Unsafe Equipment and Electrical Testing Faulty equipment or furniture. If so. Health and Safety Manual. samples of broken glass or equipment. The investigation should be conducted by the supervisor of the injured person. The checklist is designed to consider environmental health and safety aspects prior to purchase. Additionally.edu.au/ehsm/A.au/ehsm/3.8.. the safety officer and HSR. evidence should be collected.html#A. weather. Reference: 1. Before signing an order. inappropriately guarded or due for service? • What other factors may have been involved? (eg.edu.6.au/ehsm/3.edu. must be investigated by the Departments within 24 hours.unimelb.html#5.unimelb.au/ehsm/5. Electrical equipment is tested and tagged by trained personnel only in accordance with the University’s requirements (see http://www. The investigator should consult any injured people. Serious injuries should be reported immediately (verbally) to the Manager. injuries and incidents. Furthermore.

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

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

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

the staffroom and large foyer areas.Code 3 .mu. Large secure paper recycling bins can be arranged by the Admin group upon request.milk and cream bottles plastics . Contact the Safety Officer (cindy@cs. rulers and other miscellaneous plastic items). Shredded paper can also be forwarded to the Pathology department’s reception (Level 5. where it is used in the animal house. Contact the Safety Officer for more detail. chairs. park benches.3 Toner cartridges not suitable for regeneration Fax.detergent and cordial bottles Items placed in commingle bins should be rinsed out ensuring food scraps and residues are removed. 12.2 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. printed single-sided. tables.soft drink and water bottles plastics . 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. is run by the Design and Print Centre who make it into note pads for the University. 12.6 General Hygiene 16 . 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.Code 1 .Code 2 . Bins are located in most kitchens. The plastics in these products are used to make recycled products (eg. 12.4 Other Recyclables .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.OZ. west wing of the medical building). 12.5 Batteries The safety officer will collect dead or unwanted batteries of any type for disposal on behalf of the RMO. An alternate recycling initiative for non-confidential paper.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 .AU) for collection.

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

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. Breaking the glass and depressing the button will activate the fire alarm throughout the building and alert the Fire Brigade.intercoms are located inside and outside the front entrance and on the outside of the rear entrance to the building. parkland opposite front entrance of the ICT building in Barry Street) 14. 18 .e. Please familiarize yourself with their location. This only activates the door release and sounds a localized buzzer.2 ICT Evacuation Maps Locations Evacuation maps are posted on each floor. Emergency Fire Alarm Button These red “Emergency Fire Alarm” buttons are located on every floor just outside the fire escape staircase doors. Security Intercom University Security phone intercoms are located in all lift foyers and ground floor exit points in Fire Escape staircases. Bells The main fire alarm bell is on the exterior wall at the rear of the building outside the EWIS room. These can be accessed using a key or by breaking the glass panel. Please observe the nearest map for evacuation routes and know where to exit the building in an emergency. Emergency Break-Glass Buttons (white) In some areas (mainly Tech areas) there is an egress button housed in white plastic with a break-glass panel. 14.1 ICT Assembly Area University Square (i. Also on Ground floor . Evacuation Routes 14.

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

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

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