Appendix Environmental : Health & Safety

1.	Introduction
2.	University Environmental Health and Safety Policy
3.	Definition of Safety
4.	Implementation of the University's Occupational Health & Safety Policy
5.	Responsibilities For Safety a. Deans and Heads of Departments b. Employees c. Students d. Visitors
6.	Reporting of Accidents and Hazards
7.	Occupational  Health and  Policy  Statements a. Smoking in the Workplace Policy b. Health Promotion Policy c. Heat Policy Policy
8.	Issue Resolution Procedures
9.	Immediate Safety Hazards

1.    Introduction
The Department of Economics has compiled the following summary of important issues raised in the University's Environmental Health and Safety Manual.  It is in your interest to read the summary thoroughly either before or shortly after you commence employment at the University.   If necessary the Environmental Health and Safety  Manual can be accessed in its entirety here.    If you have any queries or require clarification of any matter raised in this summary,  please contact Preeta Philip, (Departmental Manager)  on 8344 45290.

2.    University Environmental Health and Safety Policy
The University recognises its obligation to take all reasonable precautions to provide and maintain, so far as is practicable, an environment that is safe and without risks to health for employees, students and visitors.

3.    Definition of Safety
The absence or minimisation of risk also includes occupational health in the prevention of accidental exposure to agents which may cause occupational diseases. Thus ergonomics, industrial hygiene, toxicology, radiation safety are all part of The University of Melbourne's safety programmes.

4.    Implementation of the University's Environmental Health & Safety Policy
To meet its obligations, the University will take all reasonable steps to:

• observe and implement relevant statutory requirements;
• develop risk management as part of the culture of the University;
• promote workplace safety by education, information and instruction;
• ensure that adequate instruction is given to employees and students in safe working procedures and that they are  informed of any hazard to their health which is known to be associated with work in which they are involved;
• ensure that situations or work practices which are unsafe or harmful are reported immediately to the supervisor of the employee or student, so that corrective action can be taken;
• encourage each person in the University to regard accident prevention as an individual responsibility;
• require the head of each academic and administrative department to apply the general safety rules of the University, as appropriate, to the specific needs of the Department in consultation with staff of the Risk Management Office and local staff;
• require that every accident in the University is reported and, where appropriate investigated, and ensure any action necessary to reduce further risk is implemented;
• establish procedures to minimise the risk of harmful effects of fire, explosion, radiation, biological hazards and chemical  release and ensure these procedures are regularly monitored;
• maintain (in the work place) proper control of harmful substances (i.e. chemicals, radiation, fire hazards, biological hazards etc), air pollution and noise;
• establish procedures for the evacuation of buildings in the event of fire, explosion or other emergencies and ensure those procedures are appropriately tested;
• ensure that machines and equipment are maintained in safe condition and that necessary personal protective devices are available in the workplace;
• provide adequate occupational health services and monitoring programmes;
• maintain proper control over the storage, use and disposal of harmful substances;
• post clearly visible signs and notices as required;
• ensure that adequate professionally trained staff are available to co-ordinate and supervise the University's risk management program.

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5.    Responsibilities For Safety
Safety is the concern of everyone; however, certain groups within the University community have specific responsibilities:

DEANS AND HEADS OF ACADEMIC AND ADMINISTRATIVE DEPARTMENTS

• are responsible for ensuring that activities conducted within areas under their control, comply with the University's Environmental Health & Safety Policy and relevant legislation (both State and Federal);
• are responsible for ensuring that all risk within their areas of control are identified and where practicable, removed or controlled with the co-operation of the Risk Management Office where necessary
• are responsible for implementing such safety measures as are approved by Council following recommendation by the Occupational Health & Safety Committee;
• are required in association with appropriate personnel to formulate and promulgate specific safety rules for activities conducted within areas under their control;
• are responsible for reporting and investigating accidents that occur within areas under their control;
• are responsible for reporting to the Deputy Vice-Chancellor (Resources) any member of staff, student or contractor working in their area who, by refusal or neglect, fails to observe safety requirements.

EMPLOYEES

• while at work, must take all the care of which they are capable for their own health and that of other people who may be affected by their conduct at the workplace;
• must not willfully or recklessly interfere with or misuse anything provided in the interests of health and safety or welfare;
• must not willfully place at risk the health or safety of any person in the workplace.

Independent contractors employed by the University come within the category of employees for the purposes of this policy.

STUDENTS

• are responsible for adopting safe work and study practices;
• must not willfully place at risk the health or safety of any other person at the University;
• must not willfully or recklessly interfere with or misuse anything provided in the interests of health, safety or welfare at the University.

VISITORS

Visitors are required to comply with all instructions given by authorised University staff for the protection of their health and safety whilst on University premises.

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6.    Reporting of Accidents and Hazards

Introduction
It is important to recognise the need for reporting, investigating and analysing all injuries, accidents and potential hazards. This section sets out a procedure for reporting all accidents and potential hazards. Accident investigation procedure is covered in section 4.2 of the EH&S Manual.

Legal Requirement
It is a legal requirement under Occupational Health & Safety legislation and an insurance requirement to report all work injuries.  However it should be recognised that good reporting leads also to effective prevention.

Definitions
Incident - An unplanned event which may cause injury and/or damage to property and/or equipment, or has the potential to cause injury or damage.
Work Accident Injury- Any injury, occupational disease or disability which arises in the course of any University sponsored activity which requires first-aid or medical treatment.
Hazard -  Any obstruction, matter or event which has the potential to cause injury or an accident.
 

Reporting Accidents

• The correct form to complete is a "Form S3" headed Accident/Incident Report.  The form is  available from Faculty or Department offices and may also be obtained from the Stationery Store.
• All accidents causing injury must be reported, including those incurred by students and contractors' employees. The top part of the form should be completed by the person sustaining the work injury. If the person sustaining a work injury is not able/available to complete the form, another person should complete the form as soon as possible, preferably the same day.
• Incidents not causing injury should also be reported.  In this case, the person involved in the incident or supervisor of the area should commence the report.
• It is important to provide as much detail as possible, including Employee Number, date of accident/incident and correct place of incident. This is for recording and computing purposes and personal details will be treated confidentially. Do not use terms such as `my office' or `hurt left finger'. Use specific and identifiable building and room numbers or locations; for injuries, describe the condition suffered eg. cut left finger or bruised left finger.
• The Form S3 report must be forwarded to the Department Head, or nominated Deputy, for investigation and comment. On completion of this, the form will be forwarded to Risk Management Office and a copy is retained for departmental records.

Reporting Hazards

• The prime responsibility for recognising and removing or safeguarding hazards rests and remains with each Department and Faculty.
• Once a hazard, or potential hazard is recognised, consideration should be given of corrective action required. Where possible, action should commence from within the Department, eg cleaning up a chemical spill, removing an obstruction in the passage etc. If the hazard is considered beyond the Department's resources, maintenance should be notified, giving details of the location and nature of the hazard.
• For serious hazards, it is desirable that the Manager, Risk Management be notified immediately. This can be done on a Form S3 or an ordinary memo. However, notifying the Risk Management Office is no substitute for completing an S3 form.
• Each Department shall set down in its Departmental procedure who and how Maintenance (phone 8 344 6000) is to be notified of hazards. The responsibility rests with the Department Head.

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7.    Occupational  Health and  Policy  Statements

Smoking in the Workplace - October 1989, revised and accepted 1993
Health Promotion Policy - November 1992
Heat Policy - January 1, 1991

a.    Smoking in the Workplace

"That there be a prohibition on smoking in all University buildings and vehicles, effective from January 1, 1990".

Staff should note that this prohibition has been extended to include some outdoor areas.  For details see the smoking policy contained in the EHS manual.

b.    Health Promotion Policy

In its Mission Statement, the University recognises its obligation to people "to assist them to develop their full potential".  The objective of this Health Promotion Policy is to encourage people to achieve their optimum level of health, fitness and wellbeing.  The University will seek to provide appropriate information, avenues and resources to enable people to achieve that potential.

The Occupational Health and Safety Act requires an employer to provide a work place that is safe and without risks to health.  The University Occupational Health & Safety Policy addresses this requirement and details the responsibilities of the University,  Heads of Departments and employees in maintaining a safe workplace. This Health Promotion Policy is complementary to the Occupational Health & Safety Policy.

Individuals are responsible for their own level of health and fitness. The University has an interest in and provides encouragement for staff and students who participate in health promotion and fitness programmes.

The aims of this Policy will be achieved by:

• The promotion of better understanding of health issues;
• The delivery of activities that lead to an appropriate level of fitness and wellbeing.

The Risk Management Office (RMO) in conjunction with the Director of Student Health Services has the responsibility for developing and implementing health and safety awareness programmes. The mechanisms to be used include Risky Business and University News for general articles. Targeted programmes will use videos and specific promotional material.

Melbourne University Sport (MUS) has the responsibility for designing and implementing programmes that will encourage staff to participate in activities which will enhance their wellbeing and health.

Heads of Departments should consider ways of assisting staff and students in regard to health and safety promotion.

Advice and resource materials are available from the Occupational Health Service for health information, and from MUS on fitness programmes.
 

c.    Heat Policy
See EHS Manual.

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8.    Issue Resolution Procedures

The following action sequence is proposed whereby health and safety issues can be resolved in a cooperative manner:
 

1.	The elected Health and Safety Representative identifies a safety issue or problem in his/her designated work group. Note that the matter may have been referred initially to the representative by another staff member or Health and Safety Representative from another work group.
2.	The Health and Safety Representative brings the matter to the attention of the supervisor of the work area involved (eg laboratory manager, workshop foreman) by the use of an S3 Incident Form.
3.	The representative may have sought the prior advice of the Risk Management Office (RMO) in doing this. The supervisor of the work area may also seek advice from the RMO upon receipt of the S3 form.
4.	If, within 5 working days or less, the supervisor and representative can reach agreement on the means to deal with the concerns raised, the matter is then regarded as satisfactorily resolved at the local level. Satisfactory resolution would include immediate settlement of this and any related concerns as well as an agreed plan and timetable for future action if  immediate action is not possible.
5.	If, however, the representative and the supervisor cannot satisfactorily resolve the issue at the local level and the representative believes that the issue should be pursued, the representative should refer the issue involved to the head of department responsible for the workplace in question. At this stage, the Health and Safety Representative should formally advise the RMO.
6.	The Head of Department, representative and a member of RMO then engage in an attempt to reach agreement in a satisfactory resolution of the issue within 5 working days. If the head of department is not able to take part, for some  reason, (and this would be seen as an exceptional instance) an appropriate nominee with the delegated authority to commit the department to any consequential undertaking may be nominated. Again, satisfactory resolution includes immediate settlement or an agreed plan of future action.
7.	If no satisfactory resolution can be reached at step 5 that resolves the issue, then the Health and Safety Representative should further investigate the issuance of a formal Provisional Improvement Notice.

These procedures should be read and understood to comply with the requirements of the Occupational Health and Safety Act and in no way override the rights and obligations of elected Health and Safety Representatives under the  relevant legislation.

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9.    Immediate Safety Hazards
Using the steps outlined above, the majority of safety issues should be capable of immediate and preferably local resolution using line management and stopping at stage 3.

However, there may be circumstances where a definite and immediate safety hazard is perceived, and the issue is considered urgent and serious. In this case, the Health and Safety Representatives will inform the supervisor of the area who should call an immediate halt to the work whilst the issue is investigated.

In the event the supervisor fails to agree about the degree of risk present or the supervisor is not available, the Health and Safety Representative will direct affected employees to withdraw from the alleged hazard having regard to the health and safety of others and will then inform the appropriate manager of the actions that have been taken pending a full investigation. The Health and Safety Representative will immediately inform the RMO of the action taken and the sequence of events listed above will start at stage 4.

Work will not resume until it has been agreed that the hazard has been controlled and no longer presents an unacceptable risk to the safety and health of employees. Alternative duties may be found for those members of staff affected, but no pay will be lost in the event of a demonstrated safety hazard having been detected.

A written report of the situation and the actions taken should be prepared by the Area Supervisor, and where appropriate the Health and Safety Representative, for the Occupational Health and Safety Committee and the Risk Management Office.

Identified hazards should be controlled using the recognised hierarchy of controls:

• Elimination
• Substitution
• Isolation
• Engineering controls
• Safe work practices
• Personal Protective Equipment and Clothing

For further information on hierarchy of controls, see Section 4.2 of the Environmental Health and Safety  Manual.
For other relevant information,see Risk Management Web Page