AS/NZS 4801, OHSAS 18001
OHS20309
SAI Global
PROCEDURES FOR THE PROVISION OF EMERGENCY COMMUNICATION SYSTEMS
May 2012
TABLE OF CONTENTS
1.
PURPOSE ............................................................................................................................................................2
2.
SCOPE .................................................................................................................................................................2
3.
ABBREVIATIONS ................................................................................................................................................2
4.
DEFINITIONS .......................................................................................................................................................2
4.1
4.2
4.3
4.4
4.5
4.6
5.
BUILDING TYPE .............................................................................................................................................. 2
CAMPUS EMERGENCY PHONE (CEP) ................................................................................................................2
EMERGENCY.................................................................................................................................................. 3
EMERGENCY WARNING AND INTERCOMMUNICATION SYSTEM (EWIS) ...................................................................3
MONASH (INTERNAL) PHONES .........................................................................................................................3
RED EMERGENCY PHONES (REP) ..................................................................................................................... 3
SPECIFIC RESPONSIBILITIES ...........................................................................................................................3
5.1
5.2
5.3
5.4
FACILITIES & SERVICES DIVISION (F&S) ...................................................................................................................... 3
ESOLUTIONS ............................................................................................................................................................... 3
HEADS OF ACADEMIC/ADMINISTRATIVE UNITS AND CONTROLLED ENTITIES .................................................................. 3
OCCUPATIONAL HEALTH & SAFETY (OH&S)................................................................................................................. 4
6.
MINIMUM REQUIREMENTS ................................................................................................................................4
7.
ADDITIONAL MODES OF COMMUNICATION ...................................................................................................4
8.
PRIORITISING INSTALLATION ..........................................................................................................................5
9.
REFERENCES .....................................................................................................................................................5
9.1
9.2
9.3
LEGISLATION AND INDUSTRY STANDARDS .................................................................................................................. 5
MONASH UNIVERSITY OHS DOCUMENTS...................................................................................................................... 5
AUSTRALIAN STANDARDS ............................................................................................................................................ 5
Procedures for the provision of emergency
communication systems V2
Date of first issue: Sept 2009
Responsible Officer: Manager, OH&S
Date of last review: May 2012
Page 1 of 5
Date of next review: 2015
18/04/12
1.
PURPOSE
The purpose of these procedures is to clearly outline the requirements relating to the provision of
an effective emergency communication system for all Monash University controlled buildings.
As part of fulfilling its obligation to provide a safe workplace, the University must ensure that an
effective, reliable and uniform emergency communication system is available in all buildings for
which the University has control.
2.
SCOPE
These guidelines apply to all buildings owned and/or under the control of Monash University within
Australia.
Instances whereby buildings fall outside the scope of these guidelines should be referred to
Occupational Health and Safety (OH&S) for consideration.
3.
4.
ABBREVIATIONS
CEP
Campus Emergency Phones
EWIS
Emergency Warden Intercommunication System
OH&S
Occupational Health & Safety
WIP
Warden Intercommunication Points
VoIP
Voice over Internet Protocol
DEFINITIONS
4.1
BUILDING TYPE
The University has determined that the number of evacuation exercises should be based
on the level of risk associated with the use and occupancy of its owned and/or controlled
buildings.
 Type A buildings are owned and/or controlled by the University with permanent
staff/student spaces
 Type B buildings include buildings owned and/or controlled by the University but
which are used on an occasional or irregular basis (eg religious centre, lecture
theatres) This approach is consistent with Australian Standard AS 3745: 2010
Planning for emergencies in facilities
Based on the risk associated with both research and teaching intensive periods and the
variation in staff and student numbers coinciding with these periods, the University has
determined that the following regime for evacuations will operate:
 One (1) evacuation in both the first and second half of the year for type A buildings
and;
 one (1) evacuation per year for type B buildings is required.
4.2
CAMPUS EMERGENCY PHONE (CEP)
A red or white wall mounted handset, distinctly different in intended function to WIP
phones, connected to Security and with the functionality to enable emergency services to
be called on (0) 000. These are maintained by Facilities & Services but may be
Procedures for the provision of emergency
communication systems V2
Date of first issue: Sept 2009
Responsible Officer: Manager, OH&S
Date of last review: May 2012
Page 2 of 5
Date of next review: 2015
23/04/12
periodically tested by individual organizational units or Facilities & Services. Also known
as an emergency phone.
4.3
EMERGENCY
A sudden state of danger that requires immediate attention or an event or condition that
threatens life, property or products.
4.4
EMERGENCY WARNING AND INTERCOMMUNICATION SYSTEM (EWIS)
The EWIS is used to warn building occupants of an emergency and then advise them to
evacuate. It is usually located on the ground floor near the Fire Indicator Panel. In an
alarm it makes a very loud “beep'' (alert) sound which then changes to a “whoop whoop''
(evacuate) sound. In most EWIS systems a recorded evacuation message is used to
instruct occupants to evacuate.
The EWIS system has two components: the public address system, which also generates
the evacuation signals; and the warden intercommunication point (WIP) phones.
4.5
MONASH (INTERNAL) PHONES
Monash phones are the general purpose (VoIP) phones available throughout the
university. Almost all desk phones are considered Monash phones. These are provided
and maintained by eSolutions for all general communication purposes and in most
instances can be used to dial 333 or (0)000 during an emergency.
4.6
RED EMERGENCY PHONES (REP)
Strategically located and readily accessible red wall mounted handsets connected directly
to the EWIS panel and to Security. These are distinct from CEP and may also be
referred to as WIP phones.
5.
SPECIFIC RESPONSIBILITIES
A comprehensive list of OHS responsibilities is provided in the document OHS management at
Monash University: Structure, functions, roles and responsibilities. Specific responsibilities
relating to the provision of emergency communication are detailed below.
5.1
FACILITIES & SERVICES DIVISION (F&S)
The Facilities and Services Division is responsible for:




5.2
the installation and maintenance of the EWIS;
the provision of specialist advice on the positioning of REP;
co-ordinating the installation of CEP and any other additional modes of
emergency communication following consultation with OH&S and eSolutions and;
providing and erecting appropriate signage and instruction adjacent to all CEP
ESOLUTIONS
eSolutions is responsible for;


5.3
maintaining the Monash University telephone service; and
installing all additional modes of communication including CEP with the exception
of REP.
HEADS OF ACADEMIC/ADMINISTRATIVE UNITS AND CONTROLLED ENTITIES
Procedures for the provision of emergency
communication systems V2
Date of first issue: Sept 2009
Responsible Officer: Manager, OH&S
Date of last review: May 2012
Page 3 of 5
Date of next review: 2015
23/04/12
Heads of academic/administrative units and controlled entities are responsible for
ensuring;

that Facilities & Services are notified of any areas not meeting the minimum
requirements as set out in this document;

that any additional communication requirements within their area of responsibility
are discussed with the appropriate OHS&E committees;
that all CEP, not currently tested by Facilities & Services, are tested once or twice per
year (according to building type) in conjunction with the undertaking of evacuation drills
and;

that all staff and students are familiar with the University’s emergency
procedures.
5.4
OCCUPATIONAL HEALTH & SAFETY (OH&S)
OH&S is responsible for;

6.
providing specialist advice on the provision and positioning of CEP and any other
modes of emergency communication.
MINIMUM REQUIREMENTS
6.1
The minimum requirements for the provision of emergency communication systems within
a building are that:
6.1.1
all new EWIS installations should be commissioned in accordance with AS
1670.4:2004
6.1.2
where present and/or possible, REP should be connected to the campus security
office in addition to the EWIS panel.
6.1.3
where 6.1.2 cannot be achieved;
6.1.3.1 Type A buildings should be fitted with a designated CEP adjacent to
the emergency exit/s on each floor with a minimum of 2 phones on
each floor.
6.1.4
6.2
In addition;
6.2.1
7.
6.1.3.2 Type B buildings e.g. lecture theaters should be fitted with at least one
CEP in the adjacent foyer area.
appropriate signage and operating instructions must be placed adjacent to all
CEP.
all Monash (internal) telephones must have the facility whereby by the user can
report emergencies to their local campus security office by dialling 333 and
emergency services by dialling (0)000.
ADDITIONAL MODES OF COMMUNICATION
In addition to the minimum requirements stated in section 6, individual organisational units may
elect to install additional modes of communication by lodging a BEIMS request after discussing the
matter with the the appropriate OHS&E committee. Facilities & Services will in turn liaise with
OH&S when considering the request.
Additional modes of communication are provided by eSolutions and further information can be
found at http://www.its.monash.edu.au/staff/phones/billing/catalogue.html
Procedures for the provision of emergency
communication systems V2
Date of first issue: Sept 2009
Responsible Officer: Manager, OH&S
Date of last review: May 2012
Page 4 of 5
Date of next review: 2015
23/04/12
8.
PRIORITISING INSTALLATION
When implementing these procedures, it is recommended that the priority be given to:
9.

High risk areas: which include laboratories, workshops and studios where radioactive
substances and radiation apparatus, hazardous chemicals or hazardous activities are in
use followed by;

Low risk areas: which includes office based areas, lecture theatres, student service
areas, passive activity areas, sporting or recreational areas.
REFERENCES
9.1
LEGISLATION AND INDUSTRY STANDARDS
Occupational Health and Safety Act 2004 (Vic)
Building Code of Australia 2009
9.2
MONASH UNIVERSITY OHS DOCUMENTS
http://www.monash.edu.au/ohs/ohs-information-and-documents
OHS Management at Monash University: Structure, Functions, Roles and Responsibilities
9.3
AUSTRALIAN STANDARDS
AS/NZS 1670: 2004 Fire Detection, Warning, Control and Intercom systems- System
Design, Installation and Commissioning
AS/NZS 1670.4-2004 and AS/NZS 4428.4-2004 Emergency Warning &
Intercommunication Systems in Buildings
AS 3745-2010: Planning for Emergencies in Facilities
Procedures for the provision of emergency
communication systems V2
Date of first issue: Sept 2009
Responsible Officer: Manager, OH&S
Date of last review: May 2012
Page 5 of 5
Date of next review: 2015
23/04/12