-- Supervisors are responsible for:

-- Managers and Section Heads are responsible for:

In addition, Academic Staff are responsible for ensuring that an equivalent standard of OHS and EHS is afforded to their students as is afforded to University staff generally. Academic staff are deemed to have principal supervisory duty for undergraduate and postgraduate student activities.

2. Emergency Telephone Numbers

WORK HOURS

Department Admin Contacts

3. Local Expertise in Health and Safety Issues

3.1 Location of First Aid Kits

University guidelines concerning the provision of first aid facilities are located at http://www.unimelb.edu.au/ehsm/8.html#8.4.2.

3.2 Location of Fire Fighting Equipment

University guidelines for portable fire fighting equipment can be found at http://www.pb.unimelb.edu.au/emergency/emergencies/fire/fire-extinguishers.html

4. Old Quad Emergency Personnel

4.1 Building Evacuation

If staff, students or visitors become aware of an emergency requiring a prompt response in or near the Old Quad, they should:

• in the case of fire, activate the nearest break glass fire alarm switch;

• rescue any person in immediate danger, if it is safe to do so;

• isolate the fire (close doors), alert other people in the immediate area;

• contact Security on extension 46666 giving the following details:
  
  • location of fire

  • extent of fire or nature of incident

  • are there any injured persons (e.g. is an ambulance or medical assistance required)

  • name of person reporting the fire or incident.

• This call should be reported to the Building Emergency Controller (Kaye Medlyn, Rm. G08, Grd.Flr, east wing, ext. 45143).

• fight fire if safe to do so;

• take direction from the BEC/Deputy BEC/Warden.

4.2 Evacuation Personnel

Floor Wardens

4.2.1 Building Emergency Controller (BEC)

• don a white hat

• check the fire indicator panel (located directly inside the Philosophy Office main entrance, Rm. G08). If no audio alarm indicated activate break glass alarm.

• confirm with Security - ext. 46666 - that Fire Brigade has been alerted, also that Maintenance response team has been contacted ext 46000.

• request any additional emergency services;

• contact and give progress reports to University Emergency Controller if serious personal or property damage occurs;

• maintain communications with floor wardens throughout emergency;

• maintain control over the evacuation proceedings until relieved by attending senior public authority officer;

• complete evacuation checklist and forward to Risk Management Office http://www.unimelb.edu.au/ehsm/Emerg_Drill.pdf

4.2.2 Floor Wardens

• proceed to search their allocated zone and instruct all persons to leave the building by the most practical route

• inspect all rooms (including toilets)

• ensure that adjacent areas are clear if the warden or deputy for that area is not sighted.

• complete checklists, confirming complete evacuation

• after all personnel are evacuated to the assembly area (South Lawn), the wardens should meet at the alarm panel which is situated at the Philosophy Department's main office entrance (Rm.G08, Grd.Flr, East Wing) and report the status of the evacuation to the Building Emergency Controller.

4.3 Building Occupants

On hearing the alarm warning or on issue of the evacuation order all other occupants must proceed to the assembly point, South Lawn, immediately adjacent to the southern side of the Old Quad Building (area facing Baillieu Library). Use the nearest stairway as lifts must not be used during an emergency evacuation. Occupants other than appointed emergency staff (Floor Wardens and deputies) should take only essential personal belongings with them.

If there is a problem evacuating someone, eg: a disabled person, you should report this directly to the BEC, who will be wearing a white hard hat, at the control panel on the ground floor East Wing (directly inside the Philosophy Office main entrance, Rm. G08). For University guidelines see http://www.pb.unimelb.edu.au/emergency/index.html

It is important that staff/visitors do not leave the emergency assembly area to re-enter the building until so advised by the BEC, deputy BEC, or an emergency professional.

5. Emergency Protocols

Aggressive or Violent Behaviour
• try to remain calm;

• alert their supervisor, departmental manager or the building supervisor;

• don't try to deal with the disturbance on your own; immediately ask for assistance from another staff member and/or phone Security on ext. 46666;

• be firm but polite with the person creating the disturbance and let them know that their behaviour is unacceptable;

• security telephones, placed at strategic points on campus, are identified by a blue light and connect direct to security at central control 24 hours a day;

  Abusive phone calls: hang up the phone and notify supervisor. If calls persist, contact the Telephone Systems on ext. 47000

  Fire

• Familiarise yourself with the nearest fire extinguisher and any other safety equipment and procedures (eg. fire-hoses, break-glass alarms) in the area where you work. The Old Quad Building has two types of fire extinguisher (see 3.2 above).

  Injury
  -- any person discovering an injured person should:

• move the injured person away from the danger if it is safe to do so;

• contact the nearest trained first aider in the building, or Student Health (8.45-5.00; ext. 46904 or 46905, or Security (24 hour ext. 46666 — all Security staff are trained in first aid);

• report the injury to the Risk Management Office using the Incident Report Form (S3), via http://www.unimelb.edu.au/ehsm/Incident_S3web.pdf

  Bomb Threat

• Although most bomb threats are hoaxes aimed at causing disruption to the normal day-to-day routine of an organisation, they must be taken seriously. The most common form of threat is by telephone, warning that a bomb has been placed in a building.

• Recording the Call

• The more information you obtain from the caller, the better the threat can be assessed. As an aid to recording the necessary information, a bomb threat checklist can be found via http://www.unimelb.edu.au/ehsm/A.html

• If a bomb threat call is received, it is important that the person receiving the call try to remain calm and does not hang up even if the caller hangs up. This 'open' line may assist in tracing the origin of the call.

  -- Reporting the Call

  • Immediately report the call using another telephone to the University Security Officer on ext. 46666 and alert the HoD or department administrator.

  • If examinations are being held in the building under threat the call must also be reported to the Director, Academic & Student Services ext. 44784.

  • The University Security Officer, police or fire brigade will advise whether a building evacuation is necessary. However, if there is any difficulty contacting the Security Officer or Director, Academic & Student Services, or the bomb threat caller indicated that the bomb will go off in the immediate future, the affected area (or building) should be evacuated using the normal building evacuation procedures.

  Unidentified Packages

• If what appears to be a bomb is found e.g. an unidentified package then:

• under no circumstances should it be touched;

• clear the immediate area;

• report the incident to the HoD or department administrator;

• ensure that the University Security Officers are alerted on ext. 46666.

6. Environment Health and Safety Noticeboards

1. Philosophy main office, Room G08, Grd Flr, East Wing

2 Quad Common Room 110, Flr, West Wing

7. Old Quad Environmental Health & Safety Committee

Members of this committee (yet to be finalised):

7.1 Terms of Reference

The committee is open to questions and suggestions regarding safety matters in the Building. Safety inspections are conducted quarterly and can be undertaken on request to a member of the committee.

The committee acts on behalf on the departments located in the Old Quad Building, on behalf of the University and its staff, students, and visitors, subject to:

• implementation of the policies of the University and statutory requirements responsibilities in the area of health and safety;

• the Committee formulates and reviews standards, rules and procedures relating to health and safety generally in the Old Quad Building;

• the committee receives reports from the Old Quad Building departmental representatives with specific health and safety responsibilities and from any specialist EHS sub-committees of the University;

• the Committee reports to Faculty via Heads of Departments;

• the Committee sends copies of all meeting minutes to the Risk Management Office;

• the Committee, as a minimum, meets quarterly.

7.2 Delegations

The Committee may recommend imposing restrictions on the use of equipment or materials by members of staff, or students in accordance with the safety rules or in cases of emergency.

The Committee may recommend personal protective apparatus for the purpose of giving effect to the safety rules, the wearing of certain clothing, footwear and other items, for example staff changing toner or fixing paper jams.

8. Risk Management Office Contacts (RMO)

9. Environment Health and Safety Legislation

Other Environmental, Health and Safety (EHS) documentation can be located in the Architecture, Engineering, and Law libraries on campus. On-line copies of the University EHS Manual can be found at http://www.unimelb.edu.au/ehsm

The Australian Standards can also be accessed electronically as library data base. Information is available via http://buffy/lib.unimelb.edu.au/unimelb-only/saa/

10. Accident/Incident Reporting

University guidelines can be found at http://www.unimelb.edu.au/ehsm/4.html

11. Reporting and Resolving Equipment Faults

12. Hazard Identification and Risk Assessment

12.1 Offices and Workspaces

Quarterly room inspections will be conducted using the checklists by Old Quad Building EHS Committee departmental representatives in their respective departments. Where change may be required they should consult local experts in the appropriate fields, see section 3 of this manual, and are responsible for the implementation of any recommended corrective action.

It is the responsibility of the Old Quad Building Health and Safety Committee departmental representatives to ensure that all office and first aid kit inspections completed on a quarterly basis in their departments are reported and recorded in the minutes of the Committee meetings at those times.

12.2 Off-Campus Work

12.3 Provision of Services Under Contract

Staff who undertake external work are required to inform the EHS Committee departmental representatives and provide the necessary evidence that this has been done.

12.4 Hierarchy of Controls (Risk Assessment)

1. Elimination
2. Substitution
3. Engineering control
4. Administrative control
5. Personal protective equipment.

OHS (Manual Handling) Regs 1999

In addition the University EHS manual can be found at http://www.unimelb.edu.au/ehsm/3.html

13. Training

A chart identifying essential training required of staff is can be found at http://www.unimelb.edu.au/ehsm/Training.pdf

Training is available in:

• Staff Induction

• Supervisors of staff and resident students are encouraged to undertake training in:

• Hazard Identification and Risk Assessment

• EHS for the Office

• Introduction to EHS Management.

• Workcover Rehabilitation

• First aid

• Emergency preparedness

• Electrical safety

• Purchasing

• Manual Handling

• Accountability

• all staff have knowledge and information, in so far as practicable, on EHS policy and the structures and systems in place for the implementation of health and safety in the workplace;

• the co-operation of all employees by providing health and safety communication which promotes safe working procedures; and all staff shall ensure that guidelines, procedures and responsibilities are understood.

During orientation, all new employees or visitors should receive a copy of this Manual.

14. Safe Work Procedures

14.1 Ergonomic Workstation Setup

References

OHS (Manual Handling) Regulations 1999

Victorian OHS Act 1985

AS 3591-1990 Part 2 Workstation Furniture

AS 1680-1990 Interior Lighting

AS 2713-1987 Lighting & the Visual Environment for Screen Based Tasks

The University of Melbourne Environment, Health and Safety Manual at http://www.unimelb.edu.au/ehsm/8.html

14.2 Manual Handling

Any duties requiring manual handling should be assessed and documented by both the supervisor and the person carrying out the task. This risk assessment is then used to determine how the task can be performed safely. Any actions taken to control risk should be reviewed regularly.

Reference

Victorian Occupational Heath & Safety (Manual Handling) Regulations, 1999.

Codes of Practice for Manual Handling, 2000.

A checklist entitled Manual Handling Identification is available at http://www.unimelb.edu.au/ehsm/A.html, and the University guidelines can be found at http://www.unimelb.edu.au/ehsm/8.html.

14.3 Purchasing

Environmental and safety requirements must be evaluated and incorporated into all purchasing specifications for services and goods, and be included in contract specifications.

Reference

Details of the University purchasing guidelines are available at http://www.unimelb.edu.au/FinPPM/8.html .

Photocopier and Printer Handling:

All staff should be aware that Material Safety Data Sheets are posted above all printers and photocopiers.

15. Environmental Friendly Protocols

• all audio and video cassette tapes are re-used and new labels cover the old ones;

• all non-confidential paper which is used on one side only is recycled as scrap paper;

• staff are recommended to use recycled paper and are encouraged to print/copy on both sides of the page;

• confidential documents, lightweight cardboard, telephone books and paper printed on both sides are recycled;

• used toner cartridges for printers and photocopiers and used batteries are recycled by sending them to the Stationery Store;

• departments in the Old Quad Building encourage all staff to file documents, e-mail, etc. electronically on computers and servers;

• containers are provided for the recycling of cans and bottles.

16. Environment Health and Safety Forms

ACKNOWLEDGEMENT

Safety Manuals developed by FACSA and the John Medley Building were very useful in providing a basis on which to develop this Safety & Induction Manual. It is proposed that this manual should be evaluated and updated each year to keep up with the latest changes in University policy (Risk Management Office) and OH&S legislation and regulations.