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

1.

EMERGENCY TELEPHONE NUMBERS

(Note: dial 0 first for an outside line from a University telephone extension) Location: ICT Building 111 Barry Street, 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, Parkville) Eye and Ear Hospital (emergency) (32 Gisborne St, East Melbourne) Dental Hospital (switchboard) (720 Swanston St, Carlton) Poisons Information Line Interpreter Service (charges apply)

000 000 000 834 46666 or 1800 246 066

834 46000 834 46904 or 834 46905 9342 7000 9929 8400 9341 1000 (AH 9341 1040) 13 1126 13 1450

First Aid - phone your General Office .

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 - Amenities foyer under sink on .

Ground Level (G.01a), Level 1 (1.01a), Level 4 (4.01a) and Level 6 (6.01a)

ICT Building Emergency Controller: Vicki Jackson (BEC) ICT Deputy BEC: Andrew Peel ICT Building Supervisor: Grant Young (gpyoung@unimelb.edu.au)

834 41507 834 41281

8310 4387

(Note also - Security intercoms are fitted throughout the ICT building. These phones offer direct contact with University Security 24 hours per day/7 days per week. To use this intercom depress the red button firmly and release. Wait for Security personnel to respond. If confronted with a recorded message Keep Waiting! they will respond. The intercoms are located in all lift foyers except on ground floor. 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.)

2. 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, so far as practicable, an environment that is safe and without risk to health for employees, students, contractors and visitors (see section 1.2 - University of Melbourne EHS manual).

3. Health, Safety and Environment at the University

Occupational health and safety policy is managed for council by the OH&S committee. The Risk Management Office (RMO) implements these policies. They are published in the University Environment, Health and Safety Manual, which is on-line at http://www.unimelb.edu.au/ehsm/index.html. Legal liability for OH&S matters rests with Deans and Heads of Department, who sign an annual declaration confirming that they have fulfilled their obligations. The University is a self-insurer under Workcover. The self-insurer license is subject, every few years, to an audit by the Victorian Workcover Authority. SafetyMAP (safety management achievement program) is a safety management benchmarking system, which the University uses to satisfy the Workcover audits. The RMO provides expertise on OH&S matters throughout the University, and assists departments to implement OH&S policy. All OH&S legislation, standards and codes of practice are available to staff from the RMO. The RMO also notifies departments of any legislative and regulatory changes. In conjunction with OH&S policy, the University has introduced the Environmental Management System (as per ISO-14001) into University activities. Participation in environmental initiatives is greatly encouraged throughout the University community to promote a sustainable future for all. The Universitys OH&S and Environmental Representatives committees and RMO introduce and manage these initiatives.

4. Health and Safety in the Departments

Environmental Health Safety and Security (EHS&S) issues within the Departments 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. 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. Discuss Environmental Health Safety and Security issues within the Departments and rectify any problem areas. Document and communicate EHS&S information to Staff and Students in the Departments, the Faculty of Engineering and the Faculty of Science.

Environmental, health, safety and security information is posted on the EHS&S noticeboard in the foyer outside the amenities block on Level 4. Minutes of EHS&S meetings are posted on this noticeboard and on each Department s Safety web site. 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

At the local level, supervisors and the EHSS committee ensure that the departments provide a safe work environment for individual staff and students. Furthermore, new members of the department receive a safety induction and workplaces are inspected annually.

5. Responsibilities
Safety is the concern of everyone, staff, students and visitors. The responsibilities of all groups at the University are detailed in the University Environment, Health and Safety Manual, section 2.4. The following relates to staff, students and supervisors: 5.1 Staff All employees (including those employees referred to above) are to comply with the University EHS Manual. Adopt work practices that support EHS programs. 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. Seek guidance for all new or modified work procedures to ensure that any hazardous conditions, near misses and injures are reported immediately to supervisor. Must not wilfully place at risk the health or safety of any person in the workplace. Participate in meetings, training and other environment, health and safety activities. Must not wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare. Wear personal protective equipment as provided. Use equipment in compliance with relevant guidelines, without wilful interference or misuse. Must cooperate with the University in relation to actions taken by the University to comply with Occupational Health and Safety and Environmental legislation.

5.2 Supervisors (any person who controls or directs others) Develop new work procedures as required, in conjunction with relevant persons. Provide all staff with relevant EHS information in an appropriate manner. Provide personal protective equipment and clothing if hazards cannot fully eliminated. Provide adequate supervision through technical guidance and support. Identify and control hazardous conditions. Provide appropriate facilities for safe storage, handling and transport of hazardous substances. Ensure that all accidents and injuries are reported.

5.3 Students Students are responsible for adopting safe work and study practices, and are required to comply with all University and Departmental rules and procedures which relate to environment, health and safety; 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; Must not wilfully or recklessly interfere with or misuse anything provided in the interests of environment, health and safety or welfare at the University.

6. 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. The staff are entitled to elect a Health and Safety Representative (HSR). Presently, ' , there is no elected HSR.

7. Procedures for Issue Resolution

In the absence of an elected HSR, there are no formal dispute resolution procedures, such as those outlined in the University Environment, Health and Safety Manual, Section 4.1.

Safety issues should first be addressed to your supervisor in email. They should then consult with either the Safety Officer (Cindy Sexton x41313) or a senior member of the respective Departments administration team. If the issue cannot be resolved at this local level, the Department staff (previously mentioned) will attempt to resolve the issue, seeking advice from the RMO if required.

8. Departmental Safety Rules

1. 2. 3. 4. 5. 6. 7. 8. When the emergency alarm sounds, evacuate the building immediately. (See the evacuation procedure.) Keep all corridors and exits clear. In particular, bicycles or equipment must not be left in corridors or obstructing entrances and exits. No running, rollerblading or riding of bicycles inside the building. No smoking is allowed inside any University building or vehicle. Smokers should abstain from smoking within 10 metres of the building entrances or near any air-conditioning in-takes. Unoccupied offices should be locked. Electronic equipment may only be constructed or repaired by qualified personnel in the workshop on the benches fitted with earth-leakage protection. Electrical equipment brought in by staff or students (other than that purchased by the University) must undergo electrical compliance testing. Everyone has a responsibility to be aware of the University Environment, Health and Safety policy at http://www.unimelb.edu.au/ehsm/.

9. Emergency Procedures
Everyone must be familiar with the following emergency procedures and know the layout of the building, exit routes, location of fire extinguishers, fire alarm button and first aid kits. The building emergency team is drawn from the various building occupants. In an emergency, they are identified by yellow hard hats for floor wardens and special duty wardens, and white hats for the building emergency controller and deputy. References: 1. 2. University Environment, Health and Safety Manual, section 6 ICT building Emergency Procedures Manual (under re-construction).

9.1 To Initiate an Evacuation There are many types of emergencies that will require occupants to be evacuated from a building. These include fire, bomb threat, flood, building damage, toxic environments, human aggression, etc. Should you need to initiate an evacuation of the building... 1. 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, or b) Activate a red ``Emergency Fire Alarm'break-glass button (i.e. break glass and push button). This will activate the ' evacuation siren and alert the fire brigade. Emergency Fire Alarm buttons are located on every floor next to all fire escape exit doors. Please familiarize yourself with their location. Call Emergency Services (phone 000) and University Security (ext 46666 or via Security intercom) to inform them of the emergency and the location. If you only call University Security - ask them to contact the emergency services if required. Alert other people in the immediate area. Rescue any person in immediate danger only if safe to do so. Go in person (or send a representative) to the Ground Floor (EWIS room) to meet with emergency services or BEC regarding the specific emergency. Take advice from Emergency personnel. Proceed to the Assembly Area.

2. 3. 4. 5. 6. 7.

Some areas within ICT have another type of break-glass button for door egress only which may lead to confusion. 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. Break-glass buttons with white plastic housing do not sound the evacuation alarm nor do they alert the Fire Brigade.

9.2 When the Evacuation Alarm Sounds A loud beeping tone from the Emergency Warning Intercommunication System (EWIS) is the signal to evacuate. Once an alarm is activated, the entire building is evacuated, even if it is discovered that the alarm is false. 1. Retrieve your personal belongings only if they are immediately at hand. 2. Lock your office door (providing no other person(s) inside). 3. Follow any directions given by your floor warden (yellow hard hat) or BEC (white hard hat) 4. Leave the building via the nearest exit route (see illuminated exit signage). 5. Do not use the lift (nb. Only persons incapable of using stairs and those assisting them should summon the lift) 6. Proceed to the assembly area (University Square parkland opposite front entrance). 7. Re-enter the building once the all clear is given by Emergency personnel. Staff in charge of a class should maintain control of the class. Take directions from the floor warden (if available), and direct students to evacuate in an orderly manner. The class should remain together until the building is deemed safe to re-enter. Outside of normal office hours, there will not be any building emergency personnel to direct the evacuation. Occupants should immediately evacuate to the assembly area and wait for the all clear from the fire brigade. After the all clear is given, occupants should inform University Security of any break-glass buttons which were activated. Security staff will organize replacement of the broken glass covers. Maps of the evacuation routes are posted on every floor near the amenities foyer. Evacuation drills are conducted at least once every 12 months. 9.3 Fire Upon discovering a fire... 1. Activate a red Emergency Fire Alarm break-glass buttons (i.e. break glass and push button). This will activate the evacuation siren and alert the fire brigade. Emergency Fire Alarm buttons are located on every floor next to all fire escape exit doors. Please familiarize yourself with their location. 2. Assist any person in immediate danger, but only if safe to do so. 3. Isolate the fire (close doors). 4. Alert other people in the immediate area. 5. Contact Emergency Services and University Security (ext 46666) giving the following details: Location of the fire (Building name ICT, Address 111 Barry Street, Carlton, 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. 6. Fight the fire, only if safe to do so. 7. Take directions from the emergency services personnel or fire wardens. 8. Evacuate to the assembly area. Fortunately, the building is well equipped with sprinklers, which minimises the risk of a major fire. The nearest fire brigade station is less than a kilometre away in Bouverie St, and usually arrives within a few minutes of the alarm sounding. Consequently, it is recommended that occupants evacuate rather than fight the fire, unless it is quite safe to do so. This will also minimise the risk of electric shock when the sprinklers activate. Do not use the hose reels unless the electricity has been turned off. 9.4 First Aid 1. 2. Do not move an injured person(s) unless the location places them in further danger. (Nb: at not time are you expected to endanger your own life by assisting injured person(s)). If needed, call for an ambulance by telephoning 000. State the condition of casualties and your location clearly. Arrange for someone to meet the ambulance at the front entrance of the building and guide ambulance personnel to any casualties. (Nb: ambulances must be called for any life threatening conditions, serious injuries, serious eye injuries or any other situation which requires hospitalisation)

3. 4. 5.

For minor injuries and wounds - 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. Student Health can also provide minor emergency assistance during the hours 8:45 am to 5:00 pm (extensions 46904 or 46905). First aid advice is found with the first aid kits and on the University emergency website http://www.unimelb.edu.au/admin/emergency/firstaid.html.

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. - Ground Floor - Level 1 - Level 4 - Level 6 Note that first aid kits contain resuscitation masks, bandages and dressings. The also contain first aid notes, hazard tags and incident notification forms. They do not contain any medications such as headache tablets. On the Parkville campus, there are four (x4) first aid Outreach Centres at the following locations - Baillieu Library, Student Union, University Security, and the Sports Centre. The Student Health Service is located at 138 Cardigan Street, Carlton. 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.unimelb.edu.au/ehsm/A.html#A.1.). Additionally, the employer is required to report serious injuries, and incidents with the potential to cause serious injury, to the Victorian Workcover Authority within 48 hours of the incident. Serious incidents include death, any life threatening incident or situation, anything requiring hospitalisation or serious eye injuries. For further information contact the Risk Management Office. 9.5 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 the building. See http://www.unimelb.edu.au/ehsm/Bomb_Threat.pdf for checklist. 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 checklist should be kept near the telephone. Faculty and Department Enquiry Offices, together with Heads of Schools have been target areas to receive such calls. If a bomb threat call is received, it is important that the person receiving the call try to remain calm and do 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 University Security on ext 46666 and the Building Emergency Controller (Vicki Jackson ext 41507). Also, if examinations are being held in the building under threat, report the call to the Academic Registrar - ext 49667. Action to be taken University Security will advise whether a building evacuation is necessary. However, if there is any difficulty contacting the University Security or Academic Registrar, 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 building evacuation procedures. In this type of evacuation doors should be left open to minimize the impact of any blast. 9.6 Suspicious mail and packages 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. If the item is unopened, do not open it. If you have opened the item and it contains powder, liquid, or other substance DO NOT HANDLE IT ANY FURTHER. Avoid contact with the substance, and do not touch eyes, nose or mouth. If possible wash hands and lower arms with soap and cold water. Place the item in a sealed plastic bag or cover with a large container such as a rubbish bin. Place any other items exposed to the mail or package in a second bag. Stay in the immediate area and prevent others from entering to reduce contamination. Call Security on ext 46666 and notify them of the situation giving details of location etc. Notify the Area Supervisor or Head of Department. Notify Maintenance on ext 46000 to shut down any ventilation equipment. Await Security and the Emergency Services; they will take over management of the situation. Emergency Services will arrange decontamination of the exposed areas. Self-decontamination should be conducted under the guidance of the emergency services. Evacuate the building when directed to do so, ensure that staff stay in the assembly area.

Identifying Suspicious Packages: Oily, stained, discoloured or smelly envelopes Protruding wires, 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

9.7 General Security The University provides its own security, which may be contacted on: Security Emergency Security Advice ext. 46666 or freecall 1800 246 066 ext. 44674

Be aware of potential security risks to yourself, others and University property and equipment. Be mindful of the following points: Lock doors where appropriate. Make sure locking doors close properly behind you. Close office blinds when leaving for the day or for prolonged periods. Don't leave items of value on display or unsecured (this includes your vehicles). Never sit or walk alone in isolated areas (at any time). Keep to the light corridor when moving around campus (when dark or after hours). Observe the location of the campus blue emergency phones on the light corridor and campus underground carpark. These phones are connected to Security 24 hours a day. Surveillance cameras are also located at these points. Utilize night security to escort you to your vehicle or public transport. Park vehicles in well-lit areas. Know your public transport timetables and avoid travelling alone after hours. Advise someone of your whereabouts or schedules and let them know if they change. Security intercoms are fitted throughout the ICT building. These phones offer direct contact with University Security 24 hours per day/7 days per week. To use this intercom depress the red button firmly and release. Wait for Security personnel to respond. If confronted with a recorded message Keep Waiting! they will respond. The intercoms are located in all lift foyers except on ground floor. 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.

Public phone at present the nearest public phone is located on the Ground floor of the Law Building in Pelham Street. Report all suspicious behaviour and thefts to Security immediately.

9.8 Suspicious Persons Occasionally person(s) have been found behaving suspiciously, such as looking in offices, or trying doors in search of an unoccupied office. When confronted, they will have a ready excuse, such as ``I am looking for the toilets'', or ``where is Dr Someone's office?''. If you discover a person in the building behaving suspiciously... Ask them if they are lost, and what they are looking for. If they don't appear genuine... Keep watching them, and find a few other people to assist you. Call University Security on x46666. They will take some time to arrive, so in the meantime... Follow them (keeping a safe distance). This can be quite intimidating, and may be sufficient to scare them away. Perhaps ask them further questions, such as their name and student number. Ask to see their student card. If you have a camera, then try photographing them. Describe them in as much detail as you can. Most importantly, don't endanger yourself. Even if they are walking out of the building with stolen property, it is not your responsibility to tackle them. The best we can do is attempt to distract them until University Security arrives. 9.9 Threat of Aggressive or Violent Behaviour In the event of being confronted by an aggressive, or potentially violent person: Try to remain calm. Alert your supervisor. Be firm but polite with the person and let them know that their behaviour is not acceptable. If the behaviour of the person is such that outside intervention is required, contact University Security on ext 46666. You should not feel obliged to rectify the situation on your own. The security staff are trained to handle these situations. Abusive phone calls: hang up the phone and notify your supervisor. If calls persist, contact the Manager, Telephone Systems.

9.10 Power Failure Contact the maintenance department on ext. 46000 Contact security on ext. 46666 Contact the Building Emergency Controller (ext 41507) or Building Supervisor (ph. 8310 4387). It is possible that if the blackout is only on your floor, the BEC or Building Supervisor may not yet know about it. If the blackout continues for a few minutes, call the general office, BEC or Building Supervisor and advise of the situation. Await an announcement over the Public Address system. If this occurs after hours phone Security (ext 46666) or Maintenance (ext 46000) for advice.

Fortunately, the fire panel, evacuation system, swipe cards, emergency lighting and emergency phone system all have battery backup and will continue to function for some time after the power fails. 9.11 Flood or Water Leak 1. Turn off water at source if possible. 2. Isolate electrical sources at the switchboard if possible (seek the Building Supervisor or qualified electrical trades person to do). 3. Take measures to restrict the flow of water, where practical. 4. Isolate the area by closing doors and cordoning area off from access. 5. Call security (ext 46666) and the maintenance department (ext 46000). 6. Consider whether the building should be evacuated. 9.12 Motor Vehicle Accident 1. 2. 3. Contact emergency personnel if required (nb: police must be contacted if persons are injured). Assist any injured people until arrival of the ambulance. Prevent unauthorised persons from causing congestion at the accident scene.

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4. 5. 6. 7. 8. 9.

Assist and liaise with combating authorities at the scene. Move the vehicle from the carriageway and secure if possible. Watch for hazards such as traffic and fuel leaks. At the scene of the accident, seek details of other persons involved including their names, addresses, licence numbers, vehicle registration numbers and the same from any witnesses. Remain at scene until completely clear of people, vehicles and debris or as advised by the police. Admission of liability must not be made. Report all damage to the University Insurance Manager (ext 46111).

9.13 Critical Incidents A critical incident is any incident experienced by staff or students, which causes unusually intense emotional and psychological responses. Examples of critical incidents are workplace accidents, assaults, homicide, racist attacks, student protests that involve violence, attempted suicide or suicide, mass food poisoning, fires and natural disasters. The Universitys response to a critical incident is coordinated through University Security (ext 46666). They will call the appropriate emergency services such as police, the Maintenance Department Response Team, and the appropriate University Emergency Response Team. The Maintenance Response Team will isolate services such as gas and electricity from the building, should that be necessary. Emergency Response Teams are a relatively new initiative being co-ordinated by the Emergency Management Group. Varied teams have been established to handle different types of crisis. The Academic Registrar will deal with the aftermath of a critical incident including media liaison, counselling for staff and students involved, and assessment of the incident. (Nb. The University Crisis Management Plan is currently under review). The guidelines for staff who become aware of a critical incident are: Assess the situation. If people are at risk of harm, notify the appropriate emergency services (police, fire brigade or ambulance on 000). Always contact University Security (ext 46666) immediately. Contact the Building Emergency Controller (Vicki Jackson, ext 45107), Deputy BEC (Andrew Peel, ext. 41281) or Building Supervisor (Grant Young ph. 8310 4387) No member of staff is permitted to talk to the media regarding a critical incident. All media contact will be co-ordinated by the Academic Registrar or Vice-Principal University Development (Media Controller).

Reference: 1. Memorandum of 26 June, 1998, from the Academic Registrar, Management of the Aftermath of Critical Incidents 2. http://www.pb.unimelb.edu.au/emergency/incidents/management.html

10. Procedures for Management of Safety

10.1 Accident, Injury and Hazard Reporting Injuries: All injuries and near misses (to staff, students, visitors and contractors) and occupational illnesses sustained on University premises must be reported. The injured person or their representative must complete an S3 Incident Notification Form http://www.unimelb.edu.au/ehsm/A.html#A.1.) and return it to the department office. The department will investigate the incident, then forward the form to the Risk Management Office (fax 8344 4497). Serious accidents or incidents must be reported to the RMO immediately (verbally) (x43444 or x46030) followed up by a written report within 24 hours. If a serious incident occurs after hours contact the Victorian WorkCover Authority immediately on 132 360 or 0407 833 306. For WorkCover claims, the University must be notified of the injury within 30 days of the staff member becoming aware of it. The S3 form is a mandatory prerequisite to a WorkCover claim. Potential Hazards and Incidents: Potential safety hazards, and incidents not causing injury, must also be reported to the Departments. Furthermore, equipment or furniture with dangerous faults must be tagged to alert other potential users of the danger (refer to the section on Tagging 10.3 below). Urgent safety hazards must be reported to the Maintenance Department (ext. 46000) or University Security (ext. 46666). Both are available 24 hours per day / 7 days per week.

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Reference: 1. University Environment, Health and Safety Manual, Section 4.2: Reporting of Accidents and Hazards

10.2 Incident Investigation Accidents, injuries and incidents, or near misses, must be investigated by the Departments within 24 hours. The investigation should be conducted by the supervisor of the injured person, or the supervisor of the location (eg. laboratory) of the incident. The investigator should consult any injured people, the safety officer and HSR, as well as any witnesses. The investigation report should be attached to the S3 Incident Notification Form when it is forwarded to the Risk Management Office. Serious injuries should be reported immediately (verbally) to the Manager, Risk Management Office (x43444 or x46030). If the incident occurs after hours, then call WorkCover directly on 132 360 or 0407 833 306. The investigation report should address these points ... 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, inappropriately guarded or due for service? What other factors may have been involved? (eg. protective equipment, weather, time of day, disability of person, etc.) 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, and by the HSR if they wish to be involved. Additionally, evidence should be collected, such as photographs of the scene, samples of broken glass or equipment, and witness reports. Reference: 1. University Environment, Health and Safety Manual, Section 4.3: Investigation of Incidents

10.3 Tagging of Unsafe Equipment and Electrical Testing Faulty equipment or furniture, which is potentially dangerous, must be tagged with clearly visible warning labels. Use the yellow and black Hazard tags, which are kept with the first aid kits, Safety Officer and Tech Services and notify the Help Desk (level 1) or Tech Department (level 6) immediately. Do not attempt to use any equipment or furniture that is tagged. Electrical equipment is tested and tagged by trained personnel only in accordance with the Universitys requirements (see http://www.unimelb.edu.au/ehsm/5.html#5.6.). Electrical equipment more than one year old brought in for use in the Departments must be tested by Tech Services prior to use. 10.4 Purchasing The University requires that before proceeding with any purchases (via VISA, Themis order or other means) - the purchaser and authorising officer scrutinize the requisition using the University' EHS pre-purchasing checklist (see s http://www.unimelb.edu.au/ehsm/3.html#3.4). The checklist is designed to consider environmental health and safety aspects prior to purchase. Before signing an order, the authorising officer should consider whether any safety considerations apply. If so, they should complete a safety or risk assessment http://www.unimelb.edu.au/ehsm/A.html#A.7. or http://www.unimelb.edu.au/ehsm/A.html#A.8. Furthermore, the goods must be inspected to verify that they do in fact meet the safety criteria when they are received. Purchasing Guidelines (see University of Melbourne, Environmental Health and Safety Manual 3.4 for comprehensive details http://www.unimelb.edu.au/ehsm/3.html#3.4.)

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Clarifications regarding use of pre-purchasing checklist: - required for initial purchases only - subsequent purchases of similar items are covered under the initial checklist - should be reviewed annually - not required for consumables at this stage unless large volumes involve manual handling or waste disposal issues - copies of checklists to be forwarded to James Morrison (IS), Binh Thi Phan (CSSE) or Cindy Sexton (Safety Officer). - not required if company achieves (or has achieved) preferred supplier status at the University (see below). Preferred Suppliers Suppliers can achieve preferred supplier status by complying with requirements as per the Universitys Preferred Supplier Declaration - http://www.unimelb.edu.au/ehsm/Preferred_Supplier.pdf. The above declaration may be sent to potential suppliers to complete and return to the Departments for consideration to the departmental preferred supplier list. Please forward completed copies to James Morrison (IS), Binh Phan (CSSE) or Cindy Sexton (Safety Officer). Suppliers can also achieve preferred supplier status by meeting a combination of other criteria including compliance with SafetyMAP/Quality System/EMS guidelines, meeting appropriate Australian Standards, sole/specialist/quality supplier, have competitive pricing, available stock, good service etc. Current Preferred Supplier lists available for staff to use and quote on purchasing documents are available at the following web-sites. http://www.medfac.unimelb.edu.au/med/ehs/supplier.pdf or http://store.chemistry.unimelb.edu.au/Stores/PSDeclaration.pdf List of Australian Standards - http://www.unimelb.edu.au/ehsm/Australian_Stand.pdf 10.5 Induction New staff, post-graduate and 4th year students, 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, explaining the emergency and first aid procedures, evacuation routes, general safety and security information. They are also given web site links to find Department and University EHS&S information. At the conclusion of the induction - a brief multiple-choice competency test will be issued to all attendees to complete and provide their details. This test document will suffice as proof of attendance and names will be recorded in the training schedule. The test will be examined and any problem areas to be clarified on an individual basis. The test document will be filed with the Safety Officer for audit purposes. Undergraduates are given safety information in their undergraduate handbook and at introductory lectures. 10.6 Hazard Inspections To ensure that the department is providing a safe workplace, it conducts inspections of all areas to identify potential hazards, and to see that good housekeeping is maintained. The inspections are performed annually by the safety officer, work area supervisor and/or building supervisor. Reference: 1. University Environment, Health and Safety Manual, Section 3: Identification, Assessment and Control

11. Safe Work Procedures

11.1 Risk Assessments The Departments must ensure that all potentially hazardous activities which take place within it are identified and appropriately managed. This will involve conducting an assessment of the risks involved in the activity, and perhaps developing a safe work procedure to control these risks (see http://www.unimelb.edu.au/ehsm/A.html#A.7. or http://www.unimelb.edu.au/ehsm/A.html#A.8.)

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The supervisor of the hazardous activity should complete a risk assessment in conjunction with the Safety Officer, HSR or person(s) involved. The risk assessment must be documented and forwarded to the Safety Officer. Guidelines for conducting risk assessments may be found in the University Environment, Health and Safety Manual, Section 3.2: Hazard Identification, Assessment and Control -- Application Reference: 1. University Environment, Health and Safety Manual, Section 3: Identification, Assessment and Control 11.2 Off-Campus Activities Safety assessments must be undertaken for activities conducted by staff/students at non-University sites. Please refer to the Universitys Environmental, Health and Safety Manual, Section 7.1: Off-campus Guidelines (http://www.unimelb.edu.au/ehsm/7.html#7.1.) Regular visitations to the same venue need only an initial off-campus assessment or if required risk assessment. Assessments must be reviewed if there are any changes to the venue visited or activities undertaken. 11.3 Manual Handling Lifting heavy items is a potential source of injury, and should be avoided where possible. Seek assistance from the technical officers or building supervisor (Grant Young), who are trained in heavy lifting, and have suitable trolleys for transporting heavy equipment. Heavy monitors, in particular, should be carried by 2 or more people. Lifting of any weight should be done with bent knees and with the load held close to the body. Repetitive movements such as data entry, bending and reaching also fall under the Manual Handling area. Continuous data entry can lead to RSI (OOS) problems and is further explained in section 11.4. Regularly used items should be positioned close at hand to minimise any strain. Reference: 1. Environment, Health and Safety Manual, Section 8.3: Manual Handling 11.4 OOS or RSI prevention Occupational Overuse Syndrome (OOS) or Repetitive Strain Injury (RSI) is a significant risk for computer users, and can lead to debilitating injury if it is not treated in its earliest stages. The University' strategy for minimising the incidence of OOS focuses on s several factors: job design, to include a variety of tasks; work organisation, allowing for breaks during intensive work; training of staff and supervisors; individual awareness and reporting of early symptoms; and ergonomic design of the workstation furniture. The departments attempt to hold a seminar once per year to demonstrate good ergonomic practice and to advise students and staff on how to protect themselves from injury. In addition, the University of Melbournes EHSM has a Keyboard Workstation Assessment Checklist to aid you see http://www.unimelb.edu.au/ehsm/A.html#A.18. Problems with your workstation set-up, and symptoms of OOS, should be discussed initially with your supervisor or Safety Officer. Often, a rearrangement of the workstation set-up will overcome the problems, or the department can provide a replacement chair, keyboard, footrest, or document holder if required. External advice is available from the Risk Management Office, who will visit and assess ergonomic set-ups. Remember that stress is a principle factor in OOS. Take regular breaks from typing and screen use; a few minutes every 20-25 minutes is recommended. Walk around (use different muscles groups) and have a drink break to avoid dehydration. Exercise your eyes by looking in all directions (near and far). Workstation set-up guidelines Chair and Desk Comfortable typing positions will vary between individuals, 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), trunk and thigh angle greater than 100 degrees, elbow angle slightly greater than 100 degrees, upper arms vertical and relaxed, and wrists straight and relaxed. Adjust the chair height, keyboard tray and footrest if required, to attain this position. Adjust the chair backrest

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so that the lumber support fits into the natural curve of the lower back. If there isnt several centimetres clearance between your knee and the edge of the chair, it should be replaced. Monitor position A poorly positioned monitor may lead to neck and shoulder aches. The screen should be about arms length away with the top of the screen at eye level or slightly below (or substantially lower if you use bifocal glasses). Again comfort will vary between individuals. Glare Glare, due to reflections from the screen, or light sources behind the screen can cause headaches, and should be avoided. Try and remove light sources which produce reflections or contrasting issues. Avoid placing the monitor facing, or in front of, a window. Take care that sufficient lighting is available for reading and writing. References: 1. 2. University Environment, Health and Safety Manual, Sections 8.3.2: Ergonomic Principles for Screen Based Work 8.3.3: 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, hence lessening our impact on the environment. By participating in the following initiatives we can limit our resource use and demand for landfill. Management have contracted various companies to provide collection facilities around the University for the products listed below. 12.1 Paper Recycling Before recycling think about using paper sparingly. Utilize both sides of paper and use the double-sided and reduction functions on photocopiers or keep scrap paper on hand for making notes. The Departments provide several VISY paper recycling collection points predominantly near photocopiers and printers. These dedicated collection areas are for items listed below.

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

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. 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. Large secure paper recycling bins can be arranged by the Admin group upon request. An alternate recycling initiative for non-confidential paper, printed single-sided, is run by the Design and Print Centre who make it into note pads for the University. Contact the Safety Officer (cindy@cs.mu.OZ.AU) for collection. Shredded paper can also be forwarded to the Pathology departments reception (Level 5, west wing of the medical building), where it is used in the animal house. Contact the Safety Officer for more detail. 12.2 Toner Cartridge Regeneration Printer toner cartridges capable of being refilled are collected by each Departments Technical Group and forwarded to an appropriate company for processing and subsequent return for use. 12.3 Toner cartridges not suitable for regeneration Fax, 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. The plastics in these products are used to make recycled products (eg. park benches, chairs, tables, rulers and other miscellaneous plastic items). 12.4 Other Recyclables - 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 - Code 1 - soft drink and water bottles plastics - Code 2 - milk and cream bottles plastics - Code 3 - detergent and cordial bottles Items placed in commingle bins should be rinsed out ensuring food scraps and residues are removed. Bins are located in most kitchens, the staffroom and large foyer areas. 12.5 Batteries The safety officer will collect dead or unwanted batteries of any type for disposal on behalf of the RMO. 12.6 General Hygiene

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For the benefit of all occupants in the ICT building we ask everyone to keep all areas used in a clean and tidy state. This includes offices, kitchens and toilet areas. No person is employed to clean dishes, load dishwashers, clean out refrigerators or microwaves and therefore the onus is upon the user. Please respect the rights of all individuals to a clean and healthy environment.

13. 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 shouldnt be used during a fire alarm, they continue to operate normally. There is a telephone link from the lift to the lift maintenance company, which should be used if the lift malfunctions. This line is attended 24 hours per day. Sprinklers The building is fitted with sprinklers. These are activated individually by heat.

Fire Detectors There are smoke and heat detectors in corridors and in the air conditioning system. Also, there are water pressure detectors on the sprinklers and hydrants. All of these detectors can create an alarm at the fire panel, which is automatically relayed to the fire brigade. Fire Extinguishers There is only one type of fire extinguisher throughout the building...namely Dry Chemical extinguishers which are suitable for electrical fires, 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. They can also be found in communications rooms, theatres and other miscellaneous areas. Please take note of their locations. (Note a Fire Blanket is kept with the Departments portable BBQ and another in the staffroom kitchen). Hydrants and Hose Reels Hydrants and Hose reels are located near every exit point near the Fire Escape staircases. Ensure that the electricity is turned off before using these. Hydrant water pressure is monitored, and turning one on will automatically call the fire brigade. Emergency Lighting The exit signs, lighting in stairwells and some of the corridor lighting are connected to a battery system which continues to function for some time during a power blackout. Orange glow buttons can be depressed to activate additional emergency lighting. Air Conditioning The air conditioning system reacts to a fire alarm by stopping the supply of air to the general floor space, and pressurises the emergency stairwells and lift foyers to prevent them filling with smoke. 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. These doors also release when in after hours mode for security purposes. Access cards The access card system provides security to areas allowing only authorized personnel access. The swipe card system has a battery backup, and continues to function in a blackout. When the batteries run flat, the doors are unlocked.

EWIS (Emergency Warning Intercommunication System) This system controls the emergency alarms and public address for the entire building. It is located on Ground Floor in the room next door to the central emergency fire escape staircase. Public Address System Part of the EWIS system allows messages to be announced through all or part of the building. The control point is at the EWIS panel on Ground Floor in ICT.

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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. These can be accessed using a key or by breaking the glass panel. 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. This only activates the door release and sounds a localized buzzer. Emergency Fire Alarm Button These red Emergency Fire Alarm buttons are located on every floor just outside the fire escape staircase doors. Please familiarize yourself with their location. Breaking the glass and depressing the button will activate the fire alarm throughout the building and alert the Fire Brigade. Bells The main fire alarm bell is on the exterior wall at the rear of the building outside the EWIS room. Security Intercom University Security phone intercoms are located in all lift foyers and ground floor exit points in Fire Escape staircases. Also on Ground floor - intercoms are located inside and outside the front entrance and on the outside of the rear entrance to the building.

14. Evacuation Routes

14.1 ICT Assembly Area University Square (i.e. parkland opposite front entrance of the ICT building in Barry Street) 14.2 ICT Evacuation Maps Locations Evacuation maps are posted on each floor. Please observe the nearest map for evacuation routes and know where to exit the building in an emergency.

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ICT Building Emergency Team 2005 Area Warden Office

L4.48

Phone
834 41507

Email
vickicj@unimelb.edu.au

Building Emergency Controller (BEC) Vicki Jackson Deputy BEC Andrew Peel

L6.25

834 41281

apeel@cs.mu.oz.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.05 8310 4387 gpyoung@unimelb.edu.au

L6.40 L6.05 L5.40 L6.47 L4.52 L6.07 L4.18a L3.46 L4.51 L4.16 L4.44 L4.13 L4.46 L4.35

834 41469 834 41268 834 41523 834 41506 834 41511 834 41324 834 41332 834 41573 834 41510 834 41313 834 41501 834 41312 834 41505 834 41305

markm@unimelb.edu.au jrth@cs.mu.oz.au lfirth@unimelb.edu.au annp@unimelb.edu.au jthomas1@unimelb.edu.au sb@cs.mu.oz.au gavinb@cs.mu.oz.au seanbm@unimelb.edu.au fisher@unimelb.edu.au cindy@cs.mu.oz.au jamesmm@unimelb.edu.au vsmith@cs.mu.oz.au marg@unimelb.edu.au julien@cs.mu.oz.au gkeen@unimelb.edu.au jonest@unimelb.edu.au d.skidmore@unimelb.edu.au

L4

L3

L2

L1

UG

AMSI 834 41772 Terrace Houses 834 41243 L3.67 834 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.oz.au

IS L6.23 IS L3.67 IS L4.67 CS&SE L4.16 Security Office

834 41279 834 41488 834 41497 834 41313 834 46666

johnh@cs.mu.oz.au d.skidmore@unimelb.edu.au Sandrine@staff.dis.unimelb.edu.au cindy@cs.mu.oz.au

Safety Officer for both CS&SE and Information Systems Cindy Sexton L4.16

834 41313

cindy@cs.mu.oz.au

Building Supervisor
Grant Young Grnd. Floor 8310 4387 gpyoung@unimelb.edu.au

The entire emergency team may be emailed at emerg-evac@cs.mu.oz.au

Notes: - ALL University Security Officers are trained First-Aid personnel contact 834 46666 or 1800 246 066 (freecall) - Dial 0 first to obtain non-University phone numbers only when calling from University phones. - When dialling internal University extensions from University phones dial the required number underlined only from the above list.

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

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