Environment, Health, Safety and Security Manual

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

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

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

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

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Amenities foyer under sink on ……. Ground Level (G. 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.Security intercoms are fitted throughout the ICT building.01a) and Level 6 (6.) 3 . To use this intercom – depress the red button firmly and release.01a). 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. Security intercoms are also positioned inside each ground floor exit point of the fire escape staircases.1.au) 834 41507 834 41281 8310 4387 (Note also .edu. 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 .01a) ICT Building Emergency Controller: Vicki Jackson (BEC) ICT Deputy BEC: Andrew Peel ICT Building Supervisor: Grant Young (gpyoung@unimelb. EMERGENCY TELEPHONE NUMBERS (Note: dial ‘0’ first for an outside line from a University telephone extension) Location: ICT Building – 111 Barry Street. 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 .phone your General Office …. Wait for Security personnel to respond.01a). If confronted with a recorded message – Keep Waiting! – they will respond. The intercoms are located in all lift foyers except on ground floor. East Melbourne) Dental Hospital (switchboard) (720 Swanston St. Level 4 (4. Parkville) Eye and Ear Hospital (emergency) (32 Gisborne St. Level 1 (1. These phones offer direct contact with University Security – 24 hours per day/7 days per week.

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

Seek guidance for all new or modified work procedures to ensure that any hazardous conditions. handling and transport of hazardous substances.1 Staff • • • • • • • • • • All employees (including those employees referred to above) are to comply with the University EHS Manual. Section 4. Wear personal protective equipment as provided. health and safety activities. and are required to comply with all University and Departmental rules and procedures which relate to environment. Participate in meetings. supervisors and the EHSS committee ensure that the departments’ provide a safe work environment for individual staff and students. The following relates to staff. The staff are entitled to elect a Health and Safety Representative (HSR).1. Provide personal protective equipment and clothing if hazards cannot fully eliminated. students and visitors. students and supervisors: 5. Health and Safety Representative The Departments of Computer Science and Software Engineering and Information Systems together form a single ``Designated Work Group' as defined in the OH&S Act. section 2. Furthermore. 5. they • • • Must report all hazard and injuries to their supervisor or sports centre. Must not wilfully place at risk the health or safety of any other person at the University.At the local level. health and safety. such as those outlined in the University Environment. training and other environment. Identify and control hazardous conditions.4. 5 . 6.2 Supervisors (any person who controls or directs others) • • • • • • • Develop new work procedures as required. health and safety or welfare at the University. Health and Safety Manual. Procedures for Issue Resolution In the absence of an elected HSR. ' . Must cooperate with the University in relation to actions taken by the University to comply with Occupational Health and Safety and Environmental legislation. Responsibilities Safety is the concern of everyone. Provide appropriate facilities for safe storage. Ensure that all accidents and injuries are reported. Provide all staff with relevant EHS information in an appropriate manner. 5. near misses and injures are reported immediately to supervisor. Provide adequate supervision through technical guidance and support. Health and Safety Manual. in conjunction with relevant persons. 5. there are no formal dispute resolution procedures. The responsibilities of all groups at the University are detailed in the University Environment. there is no elected HSR.3 Students Students are responsible for adopting safe work and study practices. Must not wilfully place at risk the health or safety of any person in the workplace. Use equipment in compliance with relevant guidelines. Must not wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare. 7. Presently. Take reasonable care for the safety of his/her own health and safety and that of other people who may be affected by their conduct in the workplace. new members of the department receive a safety induction and workplaces are inspected annually. staff. without wilful interference or misuse. Must not wilfully or recklessly interfere with or misuse anything provided in the interests of environment. Adopt work practices that support EHS programs.

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

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

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

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

so in the meantime. swipe cards. and find a few other people to assist you. they will have a ready excuse.. 9. 46666 Contact the Building Emergency Controller (ext 41507) or Building Supervisor (ph. If calls persist. 9. Isolate the area by closing doors and cordoning area off from access. then try photographing them. • Describe them in as much detail as you can. Alert your supervisor. 10 . If the blackout continues for a few minutes. You should not feel obliged to rectify the situation on your own.. The security staff are trained to handle these situations. Isolate electrical sources at the switchboard if possible (seek the Building Supervisor or qualified electrical trades person to do). Abusive phone calls: hang up the phone and notify your supervisor. Consider whether the building should be evacuated. 8310 4387). Assist any injured people until arrival of the ambulance. • Ask to see their student card. where practical. 9. or trying doors in search of an unoccupied office. and what they are looking for. Even if they are walking out of the building with stolen property. If the behaviour of the person is such that outside intervention is required. contact University Security on ext 46666. the BEC or Building Supervisor may not yet know about it. emergency lighting and emergency phone system all have battery backup and will continue to function for some time after the power fails. If they don't appear genuine. 5. such as looking in offices.. It is possible that if the blackout is only on your floor. 9. 3. such as ``I am looking for the toilets''. and may be sufficient to scare them away.12 Motor Vehicle Accident 1.11 Flood or Water Leak 1.10 Power Failure • • • Contact the maintenance department on ext. • Ask them if they are lost. the fire panel. 6.8 Suspicious Persons Occasionally person(s) have been found behaving suspiciously. If you discover a person in the building behaving suspiciously. contact the Manager. This can be quite intimidating. it is not your responsibility to tackle them. If this occurs after hours – phone Security (ext 46666) or Maintenance (ext 46000) for advice. Report all suspicious behaviour and thefts to Security immediately. • Keep watching them. Telephone Systems. Be firm but polite with the person and let them know that their behaviour is not acceptable. 9. The best we can do is attempt to distract them until University Security arrives. They will take some time to arrive. 2. Await an announcement over the Public Address system. • Call University Security on x46666. • Perhaps ask them further questions. • If you have a camera. • Follow them (keeping a safe distance).• • Public phone – at present the nearest public phone is located on the Ground floor of the Law Building in Pelham Street. evacuation system. 4. Turn off water at source if possible. BEC or Building Supervisor and advise of the situation. Prevent unauthorised persons from causing congestion at the accident scene. Call security (ext 46666) and the maintenance department (ext 46000).. call the general office. 46000 Contact security on ext. or ``where is Dr Someone's office?''.. such as their name and student number. When confronted. 2. don't endanger yourself. or potentially violent person: • • • • • • Try to remain calm. 3..9 Threat of Aggressive or Violent Behaviour In the event of being confronted by an aggressive. Contact emergency personnel if required (nb: police must be contacted if persons are injured). Take measures to restrict the flow of water. Fortunately. Most importantly.

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

Serious injuries should be reported immediately (verbally) to the Manager.au/ehsm/3. such as photographs of the scene.edu.html#A. or http://www. Use the yellow and black Hazard tags. Reference: 1. the safety officer and HSR. Furthermore. which is potentially dangerous. Risk Management Office (x43444 or x46030). The investigation report should be attached to the S3 Incident Notification Form when it is forwarded to the Risk Management Office. weather. must be tagged with clearly visible warning labels.html#A.unimelb. If the incident occurs after hours.4).au/ehsm/A.au/ehsm/5.html#3. University Environment.) 12 .edu.6. Electrical equipment more than one year old brought in for use in the Departments must be tested by Tech Services prior to use. or the supervisor of the location (eg. laboratory) of the incident. then call WorkCover directly on 132 360 or 0407 833 306. Health and Safety Manual. Purchasing Guidelines (see University of Melbourne. the authorising officer should consider whether any safety considerations apply. Themis order or other means) .au/ehsm/3. as well as any witnesses. inappropriately guarded or due for service? • What other factors may have been involved? (eg. Additionally. The investigator should consult any injured people..2: Reporting of Accidents and Hazards 10. time of day.. and witness reports. • 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. injuries and incidents. Electrical equipment is tested and tagged by trained personnel only in accordance with the University’s requirements (see http://www.).4. or ‘‘near misses’’.3 Tagging of Unsafe Equipment and Electrical Testing Faulty equipment or furniture. and by the HSR if they wish to be involved.html#5. 10.unimelb.unimelb.Reference: 1. which are kept with the first aid kits.unimelb. Environmental Health and Safety Manual 3.edu. protective equipment.7.au/ehsm/A. disability of person.4 Purchasing The University requires that before proceeding with any purchases (via VISA. Section 4.edu. must be investigated by the Departments within 24 hours. The investigation should be conducted by the supervisor of the injured person. they should complete a safety or risk assessment http://www. Before signing an order. the goods must be inspected to verify that they do in fact meet the safety criteria when they are received. The investigation report should address these points . University Environment.the purchaser and authorising officer scrutinize the requisition using the University' EHS pre-purchasing checklist (see s http://www.) • 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. Do not attempt to use any equipment or furniture that is tagged.2 Incident Investigation Accidents. Section 4. etc.3: Investigation of Incidents 10.html#3. samples of broken glass or equipment. Health and Safety Manual. The checklist is designed to consider environmental health and safety aspects prior to purchase.8.4 for comprehensive details http://www. evidence should be collected. If so.edu.unimelb. Safety Officer and Tech Services and notify the Help Desk (level 1) or Tech Department (level 6) immediately.

10.edu.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. sole/specialist/quality supplier. This will involve conducting an assessment of the risks involved in the activity.should be reviewed annually . explaining the emergency and first aid procedures.unimelb.not required if company achieves (or has achieved) preferred supplier status at the University (see below).au/Stores/PSDeclaration.unimelb.not required for consumables at this stage unless large volumes involve manual handling or waste disposal issues .subsequent purchases of similar items are covered under the initial checklist .unimelb. Suppliers can also achieve preferred supplier status by meeting a combination of other criteria including compliance with SafetyMAP/Quality System/EMS guidelines.au/ehsm/A.7.1 Risk Assessments The Departments must ensure that all potentially hazardous activities which take place within it are identified and appropriately managed. and to see that good housekeeping is maintained. it conducts inspections of all areas to identify potential hazards.au/ehsm/Preferred_Supplier. The above declaration may be sent to potential suppliers to complete and return to the Departments for consideration to the departmental preferred supplier list. Preferred Suppliers Suppliers can achieve preferred supplier status by complying with requirements as per the University’s ’Preferred Supplier Declaration’ .copies of checklists to be forwarded to James Morrison (IS). At the conclusion of the induction .unimelb. and perhaps developing a safe work procedure to control these risks (see http://www. general safety and security information. Section 3: Identification.edu. Safe Work Procedures 11. evacuation routes.pdf 10.5 Induction New staff. Binh Thi Phan (CSSE) or Cindy Sexton (Safety Officer).6 Hazard Inspections To ensure that the department is providing a safe workplace.pdf or http://store.http://www.pdf List of Australian Standards .html#A. or http://www. The test document will be filed with the Safety Officer for audit purposes. long-term visitors and anyone issued with a 24 hour Department access card will be given a brief safety induction by the safety officer or their supervisor.a brief multiple-choice competency test will be issued to all attendees to complete and provide their details.) 13 . They are also given web site links to find Department and University EHS&S information.unimelb. The inspections are performed annually by the safety officer. University Environment.edu. available stock. work area supervisor and/or building supervisor. Undergraduates are given safety information in their undergraduate handbook and at introductory lectures. post-graduate and 4th year students.chemistry. Reference: 1. Assessment and Control 11.medfac.http://www. have competitive pricing.pdf. .Clarifications regarding use of pre-purchasing checklist: .edu.au/med/ehs/supplier. Please forward completed copies to James Morrison (IS).au/ehsm/Australian_Stand. good service etc.html#A.edu. Binh Phan (CSSE) or Cindy Sexton (Safety Officer). The test will be examined and any problem areas to be clarified on an individual basis.au/ehsm/A.edu. http://www. Health and Safety Manual. This test document will suffice as proof of attendance and names will be recorded in the training schedule.8.unimelb. meeting appropriate Australian Standards.

footrest. in particular. upper arms vertical and relaxed. Assessment and Control 11.) Regular visitations to the same venue need only an initial off-campus assessment or if required ‘risk assessment’. a few minutes every 20-25 minutes is recommended. Health and Safety Manual. keyboard tray and footrest if required. Exercise your eyes by looking in all directions (near and far). Section 3. Take regular breaks from typing and screen use. work organisation. Please refer to the University’s Environmental. Guidelines for conducting risk assessments may be found in the University Environment. Section 8. who will visit and assess ergonomic set-ups. keyboard.html#A.The supervisor of the hazardous activity should complete a risk assessment in conjunction with the Safety Officer. or the department can provide a replacement chair.4 OOS or RSI prevention Occupational Overuse Syndrome (OOS) or Repetitive Strain Injury (RSI) is a significant risk for computer users. Health and Safety Manual. should be carried by 2 or more people. Reference: 1. trunk and thigh angle greater than 100 degrees.2 Off-Campus Activities Safety assessments must be undertaken for activities conducted by staff/students at non-University sites. and ergonomic design of the workstation furniture. training of staff and supervisors. and can lead to debilitating injury if it is not treated in its earliest stages. Heavy monitors. a rearrangement of the workstation set-up will overcome the problems.1.au/ehsm/A. Assessments must be reviewed if there are any changes to the venue visited or activities undertaken. to include a variety of tasks. Section 3: Identification. Lifting of any weight should be done with bent knees and with the load held close to the body. Assessment and Control -.edu. to attain this position.unimelb. Walk around (use different muscles groups) and have a drink break to avoid dehydration. HSR or person(s) involved.2: Hazard Identification.edu. Health and Safety Manual. who are trained in heavy lifting. Often. allowing for breaks during intensive work. Repetitive movements such as data entry. should be discussed initially with your supervisor or Safety Officer. Continuous data entry can lead to RSI (OOS) problems and is further explained in section 11.18.1: Off-campus Guidelines (http://www.4.html#7. elbow angle slightly greater than 100 degrees. however the optimal typing position (generally) is with the back upright (or slightly tilted backward) and snug against the backrest. Your feet should be flat on the floor (or footrest). and symptoms of OOS. The University' strategy for minimising the incidence of OOS focuses on s several factors: job design. Problems with your workstation set-up. Remember that stress is a principle factor in OOS. In addition. Environment. Health and Safety Manual.au/ehsm/7. University Environment. and wrists straight and relaxed. Workstation set-up guidelines Chair and Desk Comfortable typing positions will vary between individuals. External advice is available from the Risk Management Office. and have suitable trolleys for transporting heavy equipment. 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. bending and reaching also fall under the Manual Handling area. and should be avoided where possible. the University of Melbourne’s EHSM has a Keyboard Workstation Assessment Checklist to aid you – see http://www. 11. Adjust the chair backrest 14 . Adjust the chair height.unimelb. Regularly used items should be positioned close at hand to minimise any strain. individual awareness and reporting of early symptoms. Seek assistance from the technical officers or building supervisor (Grant Young).3 Manual Handling Lifting heavy items is a potential source of injury. The risk assessment must be documented and forwarded to the Safety Officer.3: Manual Handling 11.Application Reference: 1. or document holder if required.

3: Preventing Occupational Overuse Injuries 12. Sections 8. Avoid placing the monitor facing. or light sources behind the screen can cause headaches. Health and Safety Manual. 12. a window. 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). Management have contracted various companies to provide collection facilities around the University for the products listed below.so that the lumber support fits into the natural curve of the lower back. Take care that sufficient lighting is available for reading and writing. 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 . due to reflections from the screen.2: Ergonomic Principles for Screen Based Work 8. Monitor position A poorly positioned monitor may lead to neck and shoulder aches. Again – comfort will vary between individuals. Glare Glare. 2.3. University Environment. or in front of. If there isn’t several centimetres clearance between your knee and the edge of the chair. These dedicated collection areas are for items listed below. The Departments provide several VISY paper recycling collection points predominantly near photocopiers and printers. hence lessening our impact on the environment.1 Paper Recycling Before recycling think about using paper sparingly. By participating in the following initiatives we can limit our resource use and demand for landfill. and should be avoided. References: 1. Try and remove light sources which produce reflections or contrasting issues. Utilize both sides of paper and use the double-sided and reduction functions on photocopiers or keep scrap paper on hand for making notes. 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.3. it should be replaced.

4 Other Recyclables .2 Toner Cartridge Regeneration Printer toner cartridges capable of being refilled are collected by each Department’s Technical Group and forwarded to an appropriate company for processing and subsequent return for use.3 Toner cartridges not suitable for regeneration Fax. Shredded paper can also be forwarded to the Pathology department’s reception (Level 5.Code 1 . An alternate recycling initiative for non-confidential paper. The plastics in these products are used to make recycled products (eg. tables.soft drink and water bottles plastics .detergent and cordial bottles Items placed in commingle bins should be rinsed out ensuring food scraps and residues are removed. rulers and other miscellaneous plastic items). 12.5 Batteries The safety officer will collect dead or unwanted batteries of any type for disposal on behalf of the RMO. the staffroom and large foyer areas. where it is used in the animal house.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 . park benches. 12.6 General Hygiene 16 . west wing of the medical building).Code 2 .mu. Bins are located in most kitchens. 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.milk and cream bottles plastics . 12. 12. 12. is run by the Design and Print Centre who make it into note pads for the University.AU) for collection.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.Code 3 . Contact the Safety Officer for more detail. Large secure paper recycling bins can be arranged by the Admin group upon request.OZ. chairs. 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. Contact the Safety Officer (cindy@cs. printed single-sided.

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

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

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

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