Monash University Occupational Health & Safety Committee (MUOHSC)
Meeting:
Date:
Venue:
2/2014
Thursday, 19th June at 10.00am
Room 407/408, 4th Floor, New Horizons Bldg. 82, Clayton Campus.
Meetings of the Monash University Occupational Health and Safety Committee are attended by
Management Representatives, Employee Representatives and Observers.
Members are asked to note that apologies should be emailed to Lynne.Peterson@monash.edu
Lynne Peterson
Minute Secretary
June 2014
AGENDA
1.
PROCEDURAL MATTERS
1.1
APOLOGIES
1.2
ATTENDANCE
1.3
MINUTES OF PREVIOUS MEETING
The Committee is asked to confirm the minutes of meeting 1/2014 held on
th
Wednesday, 12 February 2014.
For Confirmation – The Chairperson
1.4
MEMBERSHIP
1.4.1
Resignation & Appointment of New Member
The Chair to inform members of the resignation of Janet Kemp, Management
Representative for the Faculty of Medicine, Nursing & Health Sciences and
welcome Doug McGregor as her replacement.
For Discussion – The Chairperson
1.5
2.
URGENT BUSINESS AND STARRING OF ITEMS
MATTERS ARISING FROM PREVIOUS MINUTES
2.1
Agenda 2-2014
AUDITS (MINUTES - ITEM 3.4)
2.1.1
It was noted at the last meeting that the date on the Audit Schedule for
areas to be inducted should read “2014”, not “2013”. This has been
amended accordingly.
2.1.2
At the last meeting the Committee was advised that an OHS Consultant
was looking into creating a strategy to encourage staff to volunteer as an
University Building or Floor Warden. The Executive Secretary to update
members.
For Discussion – The Executive Secretary
AUTHOR: MANAGER, OH&S
PAGE 1 OF 4
17/6/14
2.2
MONASH UNIVERSITY OCCUPATIONAL HEALTH & SAFETY PLAN 2013
(MINUTES - ITEM 3.5)
The Executive Secretary to comment on the feasibility of creating a database of
key personnel responsible for co-ordinating the abovementioned Plan and the
obligation for completion under the OHS Act.
For Discussion – The Executive Secretary
2.3
SMOKE-FREE UNIVERSITY (MINUTES - ITEM 3.6)
At the last meeting concern was raised as to whether the University would be able
adopt a ban on eCigarettes. OHS to seek advice from Dr. Vicki Ashton, the OHS
Physician and report back to this committee.
For Discussion – The Executive Secretary
3.
REGULAR BUSINESS
3.1
REPORTS FROM SUB-COMMITTEES
Reports will not be presented to this meeting.
3.2
MONASH UNIVERSITY OHS PROGRESS REPORT
The Monash University OHS Progress Report is attached:
7/2014
3.2.1
Incidents & Hazards
3.2.2
Workers’ Compensation
3.2.3
Unacceptable Behaviour
3.2.4
WorkSafe Reports Summary
3.2.5
Building Evacuations
3.2.6
Audits
3.2.7
Induction
3.2.8
OHS Training
For Noting
3.3
OHS DOCUMENTATION FOR ENDORSEMENT AND INFORMATION
The following documents will be presented to the committee for its approval
and subsequent endorsement by the Vice-Chancellor:
3.3.1
Bacterial Testing of Cooling Towers Procedure
3.3.2
Cooling Tower Management Procedure
3.3.3
First Aid Procedure
3.3.4
OHS Communication Procedure
3.3.5
OHS Consultation Procedure
For Noting
3.4
AUDITS
3.4.1
Internal procedural audits were conducted for the following areas:
•
•
•
For Noting
Agenda 2-2014
8/2014
9/2014
10/2014
11/2014
12/2014
Monash HR – OHS Roles and Responsibilities
Department of Social Work – Off-Campus Activities
Safer Community Unit – OHS Risk Management
AUTHOR: MANAGER, OH&S
PAGE 2 OF 4
17/6/14
3.5
MONASH UNIVERSITY OCCUPATIONAL HEALTH & SAFETY PLAN 2014
The Executive Secretary to give an update on quarterly progress reports received
from faculties, divisions and areas.
For Discussion – The Executive Secretary
3.6
SMOKE-FREE UNIVERSITY
Paul Barton to speak to this item.
For Discussion – Paul Barton
3.7
WELLBEING
A University Wellbeing report is attached.
For Noting
4.
13/2014
NEW BUSINESS
4.1
S.A.R.A.H. (SAFETY AND RISK ANALYSIS HUB)
The Executive Secretary to give an update.
For Discussion – The Executive Secretary
4.2
FIRE RISK COMMITTEE REPORT
Stephen Davey will speak to the attached.
For Discussion – Stephen Davey
4.3
14/2014
INCIDENTS
The Executive Secretary will speak to this item.
For Discussion – The Executive Secretary
5.
NEXT MEETING
Date:
Time:
Venue:
Agenda 2-2014
th
Thursday, 18 September 2014
10.00am
Health & Wellbeing Seminar Room, Rm 1171, Western Extension, Level 1, Building 10
Clayton Campus
AUTHOR: MANAGER, OH&S
PAGE 3 OF 4
17/6/14
COMMITTEE MEMBERS:
Management Representatives:
Name
Area to be represented
Professor John Loughran
Chairperson - Nominee of the Vice-Chancellor
Stephen Davey
Senior Representative from an Administrative Division (Facilities & Services Division)
Andrew Picouleau
Senior Representative from an Administrative Division (Human Resources)
Martin Taylor
Management Representative (Faculty of Art & Design)
Margaret Murphy
Management Representative (Faculty of Business & Economics)
Jill Crisfield
Management Representative (Faculty of Engineering)
Doug McGregor
Management Representative (Faculty of Medicine, Nursing & Health Sciences)
Moh-Lee Ng
Management Representative from an Administrative Division (Risk and Compliance)
Employee Representatives:
Name
Area to be represented by staff employee
Vacant
Biomedical Cluster (Medicine, Nursing & Health Sciences; Pharmacy & Pharmaceutical Sciences)
Stuart Lees
Humanities and Creative Arts Cluster (Arts; Arts and Design; Education)
Nino Benci
Physical Sciences Cluster (Engineering; Science; Information Technology)
Diane O’Neill
Social Science Cluster (Business and Economics; Law)
Tim Wong
Berwick Campus
Dan Wollmering
Caulfield Campus
Vacant
Gippsland Campus
Lisa Kaminskas
Parkville Campus
Michael Barry
Peninsula Campus
In Attendance:
Name
Trent O’Hara
Monash Postgraduate Association (MPA)
Vacant
Monash Student Association (MSA)
Stan Rosenthal
NTEU Representative
Paul Barton
Facilities & Services
Norman Kuttner
Executive Secretary
John Tsiros
Occupational Health & Safety
Lynne Peterson
Minute Secretary
Agenda 2-2014
AUTHOR: MANAGER, OH&S
PAGE 4 OF 4
17/6/14
MONASH UNIVERSITY OCCUPATIONAL HEALTH AND SAFETY COMMITTEE (MUOHSC)
MINUTES OF MEETING
Meeting 4/2013 of the Monash University Occupational Health and Safety Committee was held on Thursday, 7th
November 2013 in the Health & Wellbeing Seminar Room, 1171, Western Extension, Level 1, Building 10,
Clayton Campus at 10am.
MINUTES
1.
PROCEDURAL MATTERS
1.1
ACTION
APOLOGIES:
Apologies were received from John Loughran, Margaret Murphy, Nino Benci,
Dan Wollmering and John Tsiros
Members not present:
Martin Taylor
Lisa Kaminskas
Michael Barry
Trent O’Hara
1.2
ATTENDANCE:
Members present:
Mr Stephen Davey (Acting Chair)
Mr Andrew Picouleau
Ms Brenda Fortington
Ms Janet Kemp
Ms Moh-Lee Ng
Mr Stuart Lees
Ms Diane O’Neill
Mr Tim Wong
Those in attendance:
Ms Louise Francis (proxy for Margaret Murphy)
Mr Norman Kuttner (Executive Secretary)
Mr Stan Rosenthal (NTEU)
Mr Paul Barton
Ms Lynne Peterson (Minute Secretary)
1.3
MINUTES OF PREVIOUS MEETING
The minutes of meeting 3/2013 held on Tuesday, 20th August 2013 were
confirmed as a true and accurate record.
1.4
MEMBERSHIP
1.4.1
Attendance at MUOHSC meetings
The Executive Secretary confirmed that a list will be provided to members at the
first meeting in 2014 of attendance at 2013 meetings of this Committee. He
reiterated that insufficient member representation at meetings were a huge
concern and needed to be improved in 2014.
Minutes2-2013
Author: L Peterson
Executive
Secretary
Page 1 of 6
28/5/13
A reminder to all members to nominate and send a proxy if they are to be
an apology at meetings.
1.5
URGENT BUSINESS AND STARRING OF APPENDICES
The following items were starred for discussion. All other items were taken as
read and noted.








2.
2.1
3.5
3.6
4.1
4.2
4.3
5.1
5.2
Terms of Reference of the MUOHSC
Monash University Occupational Health & Safety Plan 2013
Smoke-Free Campus
Health & Safety Representative Forum
Monash University Occupational Health & Safety Plan 2014
2014 MUOHSC Meeting Dates
Hazard & Incident Reporting (Other Business)
Wellbeing (Other Business)
MATTERS ARISING FROM PREVIOUS MINUTES
2.1
TERMS OF REFERENCE OF THE MUOHSC
The Executive Secretary thanked Moh-Lee Ng for the work she put into
revising the Terms of Reference (TOR) of this committee. It was confirmed
that comments were received and incorporated into the document presented
at the meeting.
A summary of changes were:







Include a term of office for all members
Identify clearly who the memberships and attendees are
Identify and confirm the sub-committees that report to this committee
Clarify the role of this committee
As there seemed to be confusion over the term “affiliated organisation”
and who exactly fell under this category, it was decided to exclude this
from the TOR
A new term has been added “collaboration to shared sites” which
includes sites where Monash University staff are located
Importance of having student representation on this committee
It was also confirmed that Monash has a legal liability to its occupants, visitors
or contractors in regard to occupational health and safety when on Monash
University owned premises. Similarly, Monash University has a responsibility
for staff and students who are sent on placements on behalf of the University.
All members were in favour of incorporating changes discussed and endorsed
the new TOR.
3.
REGULAR BUSINESS
3.1
REPORTS FROM SUB-COMMITTEES
A report from the Monash University Radiation Advisory Committee (RAC) was
presented without comment.
3.2
MONASH UNIVERSITY OHS
Performance Indicators)
PROGRESS
REPORT
(formerly
OHS
The Monash University OHS Progress Report, including detail below, was noted
without discussion or comment:
3.2.1
Minutes2-2013
Incidents & Hazards
Author: L Peterson
Page 2 of 6
28/5/13
3.2.2
3.2.3
3.2.4
3.2.5
3.2.6
3.2.7
3.2.8
3.3
Workers’ Compensation
Unacceptable Behaviour
WorkSafe Reports Summary
Building Evacuations
Audits
Induction
OHS Training
OHS DOCUMENTATION FOR ENDORSEMENT AND/OR INFORMATION
The Committee endorsed the following documents for final approval by the ViceChancellor:3.3.1
3.3.2
3.3.3
3.3.4
3.3.5
3.3.6
3.3.7
3.4
Chairperson &
Executive
Secretary
Disposal of Radioactive Waste Procedure
First Aid Procedure
Health Surveillance Procedure
Management of Scientific Diving Procedure
Off-Campus Activities Procedure
OHS Corrective Action Procedure
OHS Monitoring, Measurement & Registration Procedure
AUDITS
Audit reports were not presented at the meeting.
3.5
MONASH UNIVERSITY OCCUPATIONAL HEALTH & SAFETY PLAN 2013
The Executive Secretary again, explained that very few progress reports had
been submitted and was uncertain how to overcome this obstacle. He
reiterated that faculties and divisions need to ensure that the person
responsible in their areas forward updated progress reports as is the
requirement.
Stephen Davey suggested that this problem be discussed with the
Chairperson of this committee to work out a way for the improvement in
reporting.
3.6
Chairperson &
Executive
Secretary
SMOKE-FREE CAMPUS
3.6.1
Stephen Davey explained that Wayne Brundell attended the last
University Collaboration meeting and stated that they have agreed that
a common announcement be making from all participating universities.
It is envisaged that this will take place in March/April 2014.
Stephen also made note that participating universities will reach an
audience of 500,000 people in Victoria.
It was noted that Freya Logan, the Monash University Student
Representative stated that students are in support of a smoke free
campus.
Stephen Davey confirmed that a union representative, as well as a
student representative is included in the Monash University Smoke
Free Broader Consultation Group meetings.
Stephen Davey to report back to this committee following a meeting in
December of this year of the Smoke Free Universities Working Party.
3.6.2
Paul Barton, as Chairperson of the Monash University ‘Broader
Consultation Group’ advised:

Minutes2-2013
Stephen Davey
Members have agreed on a one year transition period, prior to
enforcing a total ban on smoking on campus.
Author: L Peterson
Page 3 of 6
28/5/13





3.7
Designated smoking points will be introduced on campuses to
assist with the transition and a gradual removal of existing cigarette
butt-out stations.
HR is developing a no-smoking policy and Marketing has
developed a draft communication plan for implementation.
Wayne Brundell is working with vendors in regard to the removal
tobacco sales on campus.
Members to find a solution to discourage students from smoking.
Paul Barton confirmed that, prior to formalisation, approval will be
sought from this committee and John Loughran will be requested to
seek approval from the Senior Management Team
WELLBEING
Members noted the Wellbeing report without comment.
4.
NEW BUSINESS
4.1
HEALTH & SAFETY REPRESENTATIVE FORUM
The Executive Secretary reported that a Health and Safety Representative
(HSR) forum has been organised for the 27th November to thank, encourage
and assist current health and safety representatives in their role. A speaker
from WorkSafe will be present to address the group in regard to legislative
topics. A survey will be sent out to all HSRs prior to the forum to assist in
topics for discussion.
The forum will also be used to raise the profile of HSRs and encourage staff
with OHS knowledge to fill current HSR vacancies, of which there are
approximately 60.
It was agreed by members that the role of a health and safety representative is
a very important one and there seems to be confusion as to the duties of a
HSR and a Safety Officer. More emphasis needs to be created to encourage
participation in this area.
Paul Barton suggested that perhaps more postgraduate involvement could be
looked at in future.
The Executive Secretary to report back to the next meeting on feedback
received following the forum.
4.2
Executive
Secretary
MONASH UNIVERSITY OCCUPATIONAL HEALTH & SAFETY PLAN 2014
The Executive Secretary spoke to the tabled document (73/2013). He
explained that the 2013 plan had been slightly modified, but in essence tasks
remain unchanged.
He asked that members involve their local OHS consultant/Advisor, HSRs and
Safety Officers and encourage them to modify the Plan to suit individual areas.
Dates for reporting have been omitted, but reports are encouraged to be
submitted as close as possible to the end of each quarter.
The Executive Secretary stated that the Chair of the local OHS committee
should be the person encouraging change for OHS issues across faculties and
divisions. He encouraged members to communicate this to Chairpersons in
their areas.
Janet Kemp mentioned that in the Faculty of Medicine, the OHS Consultant
and OHS Advisor works effectively in driving areas to complete the Plan.
A soft copy of the Plan will be emailed to all members.
Minutes2-2013
Author: L Peterson
Minute
Page 4 of 6
28/5/13
Secretary
4.3
2014 MUOHSC MEETING DATES
It was agreed by members to change the first meeting to 13th February 2014.
All other dates were noted without comment and will be entered into member’s
calendars.
5.
Minute
Secretary
OTHER BUSINESS
5.1
HAZARD & INCIDENT REPORTING
The Executive Secretary explained the progress of the new Hazard & Incident
Reporting System. He confirmed that the program named Safety and Risk
Analysis Hub (SARAH) encompasses all OHS reporting, including audits. The
system will be implemented over a period of time, commencing in February
and rolled out initially to “Facilities & Services Division”, “Faculty of Medicine,
Nursing and Health Sciences” and “Faculty of Pharmacy and Pharmaceutical
Sciences”. It is envisaged that implementation across the whole of Monash
University will be mid-2014.
Training will be conducted for Managers and online help tools will be available
and the program will be widely marketed across the University.
The Executive Secretary thanked Stephen Davey for his support in driving this
program.
5.2
WELLBEING
Louise Francis, representative for the Faculty of Business & Economics,
enquired as to where she can obtain more information for staff with complex
medical and physical limitations and who are not adequately supported under
the current wellbeing program in relation to bringing pets on campus.
Paul Barton agreed to contact the Equity & Diversity area for more information
and will communicate this to Louise.
6.
Paul Barton
NEXT MEETING - Please note change of date
The next meeting of the MUOHSC will be held on Thursday, 13th February 2014 in
the Health & Wellbeing Seminar Room, Rm 1171, Western Extension, Level 1,
Building 10 Clayton Campus commencing at 10.00am.
Minutes2-2013
Author: L Peterson
Page 5 of 6
28/5/13
COMMITTEE MEMBERS:
Management Representatives:
Name
Area to be represented
Professor John Loughran
Chairperson - Nominee of the Vice-Chancellor
Stephen Davey
Senior Representative from an Administrative Division (Facilities & Services Division)
Andrew Picouleau
Senior Representative from an Administrative Division (Human Resources)
Martin Taylor
Management Representative (Faculty of Art & Design)
Margaret Murphy
Management Representative (Faculty of Business & Economics)
Brenda Fortington
Management Representative (Faculty of Engineering)
Janet Kemp
Management Representative (Faculty of Medicine, Nursing & Health Sciences)
Moh-Lee Ng
Management Representative from an Administrative Division (Risk and Compliance)
Employee Representatives:
Name
Area to be represented by staff employee
Vacant
Biomedical Cluster (Medicine, Nursing & Health Sciences; Pharmacy & Pharmaceutical Sciences)
Stuart Lees
Humanities and Creative Arts Cluster (Arts; Arts and Design; Education)
Nino Benci
Physical Sciences Cluster (Engineering; Science; Information Technology)
Diane O’Neill
Social Science Cluster (Business and Economics; Law)
Tim Wong
Berwick Campus
Dan Wollmering
Caulfield Campus
Vacant
Gippsland Campus
Lisa Kaminskas
Parkville Campus
Michael Barry
Peninsula Campus
In Attendance:
Name
Trent O’Hara
Monash Postgraduate Association (MPA)
Vacant
Monash Student Association (MSA)
Stan Rosenthal
NTEU Representative
Paul Barton
The Office of Environmental Sustainability
Norman Kuttner
Executive Secretary
John Tsiros
Occupational Health & Safety
Lynne Peterson
Minute Secretary
Minutes2-2013
Author: L Peterson
Page 6 of 6
28/5/13
MUOHSC 7/2014
Monash University OHS Progress Report to
Audit & Risk Committee of Council
Quarter 1, 2014
Table of Contents
Incidents and Hazards ......................................................................................................... 2
Unacceptable Behaviour ..................................................................................................... 6
WorkSafe Reports Summary ............................................................................................... 7
Audits .................................................................................................................................. 8
Induction ............................................................................................................................ 10
OHS Training ..................................................................................................................... 11
Progress Report Audit & Risk – Qtr 1/2014
AUTHOR: MANAGER, OH&S
Page 1 of 11
30/04/2014
Incidents and Hazards
This section includes data about all hazard and incident reports (hazards, incidents and nearmisses) submitted to OH&S.
 Incident: Any occurrence that leads to, or might have led to, injury or illness to people,
danger to health and/or damage to property or the environment. For the purpose of this
report, the term 'incident' is used as an inclusive term for injuries/illnesses, accidents and
near misses.
 Injury/Illness: Any physical or emotional wound, damage or impairment resulting from an
event in the work environment.
 Near-Miss: Any occurrence that might have led to injury or illness to a person.
 Hazard: Any set of circumstances that have the potential to cause injury or illness to a
person.
Total Reports Received By Category
Hazard
Injury / Illness
Near Miss
Unacceptable Behaviour
180
160
Number of Incidents
140
120
100
80
60
40
20
2010
Progress Report Audit & Risk – Qtr 1/2014
2011
AUTHOR: MANAGER, OH&S
2012
2013
Quarter 1
Quarter 4
Quarter 3
Quarter 2
Quarter 1
Quarter 4
Quarter 3
Quarter 2
Quarter 1
Quarter 4
Quarter 3
Quarter 2
Quarter 1
Quarter 4
Quarter 3
Quarter 2
Quarter 1
0
2014
Page 2 of 11
30/04/2014
Total Hazard, Near Miss & Injury/Illness reports per
FTE - YTD 2014
Injury / Illness
Near Miss
Hazard
Unacceptable Behaviour
Faculty of Medicine Nursing & Health Sci
Faculty of Pharmacy & Pharmaceutical Sci
Vice-Chancellor & President
Faculty of Education
Faculty of Science
Provost & Senior Vice-President
Faculty of Information Technology
Chief Financial Officer & Senior VP
Faculty of Engineering
Faculty of Arts
Chief Operating Officer & Senior VP
Faculty of Business & Economics
0.0%
0.5%
1.0%
1.5%
2.0%
2.5%
3.0%
3.5%
4.0%
4.5%
A breakdown of the categories follows:
Injury / Illness Reported
Injury / Illness
180
140
120
100
80
60
40
20
2010
2011
2012
2013
Quarter 1
Quarter 4
Quarter 3
Quarter 2
Quarter 1
Quarter 4
Quarter 3
Quarter 2
Quarter 1
Quarter 4
Quarter 3
Quarter 2
Quarter 1
Quarter 4
Quarter 3
Quarter 2
0
Quarter 1
Number of Incidents
160
2014
Fluctuations normal for the quarter have been recorded. The overall trend continues to be down.
Progress Report Audit & Risk – Qtr 1/2014
AUTHOR: MANAGER, OH&S
Page 3 of 11
30/04/2014
Hazards & Near Misses Reported
Hazard
Near Miss
160
Number of Incidents
140
120
100
80
60
40
20
2010
2011
2012
2013
Quarter 1
Quarter 4
Quarter 3
Quarter 2
Quarter 1
Quarter 4
Quarter 3
Quarter 2
Quarter 1
Quarter 4
Quarter 3
Quarter 2
Quarter 1
Quarter 4
Quarter 3
Quarter 2
Quarter 1
0
2014
As from Qtr. 2, 2013, Near Misses have been identified as a distinct category in hazard and
incident reporting. Since then, there have been no significant fluctuations recorded. Hazard
reporting has declined since quarter 3, 2013 and efforts to reverse this trend will be intensified
moving forward.
Encouraging an increase in reporting of hazards generally allows for appropriate controls to be
implemented, leading to a potential related decrease in the number of reported incidents.
Progress Report Audit & Risk – Qtr 1/2014
AUTHOR: MANAGER, OH&S
Page 4 of 11
30/04/2014
Workers’ Compensation
In the event that a staff member suffers an injury or illness, and it is established and accepted as
a work-related injury, the University compensates the staff member for any time loss, and medical
expenses (up to the current employer threshold amount) incurred as a result of the injury or
illness.
Workers' Compensation Claims
9
8
7
6
5
4
3
2
1
0
Qtr1
Qtr2
Qtr3
Qtr4
Qtr1
Qtr2
2012
Accepted
Qtr3
Qtr4
2013
No of claims
2012 2013
26
24
Qtr1
2014
2014
5
Workers’ Compensation claims continue to generally remain steady.
The chart below shows the types of injuries sustained by staff while conducting activities for
Monash University. For more information please visit: http://www.adm.monash.edu.au/workplacepolicy/staff-wellbeing/employee-assistance/
Types of Injuries Compensated since 2012
Concussion, 1, 2%
Stress, 3, 6%
Laceration, 5, 9%
Strain/Sprain, 32,
58%
Fracture, 5, 9%
Contusion, 9, 16%
Types of injuries compensated since 2012 have generally remained consistent with national
reports.
Progress Report Audit & Risk – Qtr 1/2014
AUTHOR: MANAGER, OH&S
Page 5 of 11
30/04/2014
Unacceptable Behaviour
Unacceptable Behaviour is that behaviour that has created or has the potential to create a risk to
the staff member’s health and safety. Examples of unacceptable behaviour include but are not
limited to:
bullying
emotional, psychological or physical violence or abuse
occupational violence
coercion, harassment and/or discrimination
aggressive/abusive behaviour
unreasonable demands and undue persistence; and
disruptive behaviour







Definition of categories:
Hazard
Injury
– a hazard is the reporting of an issue where injury has not occurred
– an injury is where someone seeks medical treatment or takes time off work
Unacceptable Behaviour Reports Received
Hazard
Injury
10
9
Number of reports received
8
7
6
5
4
3
2
1
0
Qtr1
Qtr2
Qtr3
Qtr4
Qtr1
Qtr2
2012
Qtr3
2013
Qtr4
Qtr1
2014
Significant changes to current trends in hazard and injury categories of unacceptable behaviour
have not been recorded.
Progress Report Audit & Risk – Qtr 1/2014
AUTHOR: MANAGER, OH&S
Page 6 of 11
30/04/2014
WorkSafe Reports Summary
WorkSafe will investigate situations where significant hazards have been identified or incidents
have occurred at Monash University. All visits result in an Entry Report. All Notices must be
rectified by the identified compliance date.
Date
Reference No.
Area
Issue
Status/Action Required
7/01/2014
Type of
report
Entry Report
V01013702397L
Alexander Theatre
Rectification of these
issues by Fri. 10th Jan.
SWMS to address fall
prevention and emergency
rescue procedures relating
to falls. Work is to cease
until all measures are in
place and approval to
continue is issued by
WorkSafe.
10/01/2014
Entry Report
V01013702402L
Alexander Theatre
Incomplete
procedures in place
for asbestos
removal works. No
notification of
personnel in
building, insufficient
signage and
barriers, insufficient
set-up of enclosure
and lack of a
documented
SWMS.
As above.
Assessment made on the
adequacy of controls for
the fall prevention issue.
Further advice was
provided on the removal of
asbestos residue from the
ceiling space by Mr Halil
Ahmet, WorkSafe Hygiene
Unit. All corrective actions
were approved by
WorkSafe and work was
allowed to proceed.
WorkSafe was concerned with the Contractor’s and Sub-contractor’s performance and attention
was directed to them. However, there were also some basic failings by Monash personnel
(failure to follow procedure) which have been brought to the attention of those responsible.
Notices were not issued.
New Incidents
Two separate but very similar incidents occurred within three days in the same faculty in May.
1. On 5th May, a graduate student in the Engineering Metallurgy laboratory in the New Horizons
building was conducting an experiment in a fume cabinet. He disposed excess reagent into a
discard container which appears to have already contained an unknown chemical. He lightly
sealed the container and placed it into a vented cabinet and left the laboratory. A short time
later, pressure, created by the chemicals reacting, was suddenly a released, causing the
polycarbonate sliding doors to be blown off their runners. No further damage resulted and
injuries were not sustained. An internal investigation is underway and the dean of
engineering, Frieder Seible has been involved.
2. On 8th May, a graduate student in the Chemical Engineering Laboratory in the Engineering
Building was conducting an experiment in a fume cabinet. He disposed excess reagent into a
discard container which appears to have already contained an unknown chemical. He tightly
sealed the container and left the laboratory. Some unknown time later, pressure, created by
the chemicals reacting, shattered the glass container hurling shards of glass in the cabinet
sash. The sash shattered as designed and contained most of the energy released. Again, the
laboratory was empty and injuries to personnel were not sustained.
Because of the nature of the incidents, both incidents were notified to the Regulator, WorkSafe
Victoria. An Inspector is due to visit the sites on Thursday 29 May. OHS has assisted both areas
to prepare for the visit and to ensure that all necessary procedures and documentation are in
order. The outcomes will be reported in the second quarter report.
Progress Report Audit & Risk – Qtr 1/2014
AUTHOR: MANAGER, OH&S
Page 7 of 11
30/04/2014
Audits
The Monash University audit system is built around OHS AS18001, which requires review of the
implementation of the OHS Management System. The audit program is delivered by OH&S and
includes audits run by external agencies and OH&S. Audits are conducted at Monash University
to ensure legislative compliance and provide independent feedback on the level of safety
systems that are currently in place.
Key
Not Scheduled
N/A
Green
Yellow
Red
Audits not conducted during this
year
Percentage of compliance not
required within scope of audit
>75% compliance
50% - 75% compliance
<50% compliance
Area
DVC (Education)
External Relations Development & Alumni
Faculty of Art Design & Architecture
Faculty of Arts
Faculty of Business & Economics
Faculty of Education
Faculty of Engineering
Faculty of Information Technology
Faculty of Law
Faculty of Medicine Nursing & Health Sciences
Faculty of Pharmacy & Pharmaceutical Sciences
Faculty of Science
Monash Colleges Pty Ltd
PVC & President (Gippsland)
PVC (Research)
Vice-Chancellor & President
Vice-President (Marketing & Communications)
Chief Operating Officer & Senior VP
Total:
2013
Number of Audits Average of Percentage
Compliance
3
79%
2
59%
2
73%
1
92%
Not Scheduled
1
100%
2
N/A
(Workspace inspection)
1
N/A
(Workspace inspection)
Not Scheduled
2
90%
Not Scheduled
2
99%
Not Scheduled
Not Scheduled
Not Scheduled
Not Scheduled
Not Scheduled
9
77%
25
84%
Occupational Health & Safety provides constructive feedback and assistance to all areas where
deficiencies have been recorded.
Progress Report Audit & Risk – Qtr 1/2014
AUTHOR: MANAGER, OH&S
Page 8 of 11
30/04/2014
Total Number of Audits completed by Type of Audit
2012, 2013 & 2014
Certification
External
Internal
Surveillance
18
16
14
12
10
8
6
4
2
0
2012
2013
2014
Note: In Qtr. 1 of 2014, audits were not scheduled.
Progress Report Audit & Risk – Qtr 1/2014
AUTHOR: MANAGER, OH&S
Page 9 of 11
30/04/2014
Induction
The online OHS induction is required to be completed within 4 weeks of starting at Monash
University and are tracked via SAP.
Induction of “New Starters” - year to date performance
Adjunct, Honorary, Casual,
Sessional
Fixed Term & Tenured
Inducted
<= 4
Weeks,
415, 12%
Not
Inducted,
169, 26%
Inducted >
4 Weeks,
232, 7%
Inducted
<= 4
Weeks,
368, 58%
Inducted >
4 Weeks,
99, 16%
Not
Inducted,
2696, 81%
Total inducted 74%
Total inducted 19%
New Starters (fixed term & tenured) Percentage of
Induction 2013 - 2014
% Not Inducted
% Inducted after 4 weeks
% Inducted within 4 weeks
70.00%
Percentage of total staff
60.00%
50.00%
40.00%
30.00%
20.00%
10.00%
0.00%
Quarter 1
Quarter 2
Quarter 3
Calendar 2013
Progress Report Audit & Risk – Qtr 1/2014
AUTHOR: MANAGER, OH&S
Quarter 4
Quarter 1
Calendar 2014
Page 10 of 11
30/04/2014
OHS Training
OHS training is critical to ensuring that staff and students have been provided with the most up to
date safety information relevant to their activities. Training is provided both at the local level and
across the university as facilitated by the Staff Development Unit. Monash University OHS
training is tracked via SAP.
NOTE
 Training attendance may fluctuate yearly due to the 3 year timeframe required for refresher
training for staff
OHS Training Performance Total Per Year for
Monash University
First Aid & Emergency Preparedness
OHS Essentials
Risk Management Topics
Wellbeing
7000
6000
844
5000
4000
3000
2000
1000
1493
397
411
1106
1719
934
1379
505
472
638
785
968
720
1007
1037
2010
2011
2170
2103
1757
1450
205
433
378
2012
2013
2014
0
2009
The table below lists the courses relevant to the abovementioned categories:
First Aid &
Emergency
Preparedness
OHS Essentials
Risk Management
Wellbeing
•
•
•
•
•
• HSR training
• Essential OHS
• Hazard & Incident
Investigation
• Risk Management
• Student Project Safety
− Risk Management
− Cryogenics
• Workplace Safety
Inspections
•
•
•
•
• Assertiveness in the workplace
• Communicating effectively at
work
• Managing conflict
• Managing self through change
• Managing your work, yourself
and time
• Mental health first aid
• Mindfulness for wellbeing,
resilience and performance staff & students
• SafeTALK building a suicide
alert community
• Working parent resilient
program – women & men
• Family and sexual violence
Asthma Management
Breathing Apparatus
CPR Refresher
Emergency Warden
First Aid Level 2
Progress Report Audit & Risk – Qtr 1/2014
•
•
•
•
•
•
Biosafety – Module 1 & 2
Chemwatch
Cryogenics
Ergonomics & Manual
Handling
Gas Cylinder Safety
Hazardous Substances &
Dangerous Goods
Hydrofluoric Acid Safety
Laser Safety
Mental Health First Aid
Radiation Safety
AUTHOR: MANAGER, OH&S
Page 11 of 11
30/04/2014
MUOHSC 8/2014
AS/NZS 4801
OHSAS 18001
OHS20309
SAI Global
BACTERIAL TESTING OF COOLING TOWERS PROCEDURE
June 2014
TABLE OF CONTENTS
1.
PURPOSE ................................................................................................................................................ 2
2.
SCOPE ..................................................................................................................................................... 2
3.
ABBREVIATIONS .................................................................................................................................... 2
4.
DEFINITIONS ........................................................................................................................................... 2
4.1
5.
................................................................................ 2
SPECIFIC RESPONSIBILITIES .............................................................................................................. 2
5.1
5.2
6.
TOTAL BACTERIA COUNT/HETEROTROPHIC COLONY COUNT (TBC/HCC)
MAINTENANCE AND MINOR WORKS (M&MW) ........................................................................................................................ 2
MONASH OCCUPATIONAL HEALTH & SAFETY (OH&S) ............................................................................................................. 3
NOTIFICATION PROCEDURES ............................................................................................................. 4
6.1
6.2
PRESCRIBED ACTION LEVELS FOR BACTERIAL/LEGIONELLA TESTING OF COOLING TOWER WATER .............................................. 4
CONFIRMED CASES(S) OF LEGIONNAIRES DISEASE ................................................................................................................ 5
7.
RECORDS ................................................................................................................................................ 6
8.
TOOLS ..................................................................................................................................................... 6
9.
REFERENCES ......................................................................................................................................... 6
9.1
9.2
9.3
9.4
10.
LEGISLATION ..................................................................................................................................................................... 6
AUSTRALIAN STANDARDS .................................................................................................................................................... 6
MONASH UNIVERSITY OHS DOCUMENTS ............................................................................................................................... 6
OTHER DOCUMENTS ........................................................................................................................................................... 7
DOCUMENT HISTORY ............................................................................................................................ 8
Bacterial Testing of Cooling Towers Procedure, v4
Date of first issue: 2005
Responsible Officer: Manager, OHS
Date of this review: June 2014
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 1 of 8
Date of next review: 2017
22/05/14
1.
PURPOSE
This procedure sets out the requirements for the treatment and notification of Legionella
bacteria and elevated bacterial levels in cooling tower water and confirmed cases of
Legionnaires disease at Monash University in accordance with the Health (Legionella)
Regulations 2001.
2.
SCOPE
This procedure applies to the management of all information associated with the notification
of Legionella bacteria and elevated bacterial levels in cooling tower water and to confirmed
cases of Legionnaires disease at Monash University.
3.
ABBREVIATIONS
CFU/mL
DoH
FSD
OHS
OH&S
M&MW
TBC/HCC
4.
Colony forming unit per millilitre of sample
Department of Health
Facilities & Services Division
Occupational health and safety
Monash Occupational Health & Safety
Maintenance and Minor Works
Total bacteria count/heterotrophic colony count
DEFINITIONS
A comprehensive list of definitions is provided in the Definitions tool. Definitions specific to
this procedure are provided below.
4.1
TOTAL BACTERIA COUNT/HETEROTROPHIC COLONY COUNT (TBC/HCC)
HCC is an estimate of the number of viable units of bacteria per millilitre of water
made using the pour plate, spread plate or membrane filter test. It is used as an
indicator of water quality in cooling water systems. HCC is also known as TBC,
total plate count or viable bacteria count test. It is reported as the number of colony
forming units per millilitre of sample (CFU/mL).
For the remainder of this procedure, bacteria levels will be referred to as TBC/HCC.
5.
SPECIFIC RESPONSIBILITIES
A comprehensive list of OHS responsibilities is provided in the document OHS Roles,
Committees and Responsibilities Procedure. A summary of the specific responsibilities
relevant to this procedure is provided below:
5.1
MAINTENANCE AND MINOR WORKS (M&MW)
Maintenance staff within M&MW must:
•
Manage the testing of TBC/HCC in the cooling tower water in order to detect
the levels of Legionella species and TBC/HCC as outlined in section 6.1;
•
Notify Monash Occupational Health & Safety (OH&S) if:
− 3 consecutive detections of Legionella species (≥10CFU/mL); or
− 3 consecutive elevated TBC/HCC (≥200,000CFU/mL)
are detected in cooling tower water (from the same tower);
•
Notify OH&S of the need to re-test cooling tower/s water following notification
from the Department of Health (DoH) of confirmed case/s of Legionnaires
disease.
•
Notify all staff and contractors who may have been exposed to the infected
cooling tower of the potential health risk.
Bacterial Testing of Cooling Towers Procedure, v4
Date of first issue: 2005
Responsible Officer: Manager, OHS
Date of this review: June 2014
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 2 of 8
Date of next review: 2017
22/05/14
5.2
MONASH OCCUPATIONAL HEALTH & SAFETY (OH&S)
OH&S must:
•
When notified by M&MW staff of Legionella detection and/or elevated
TBC/HCC in cooling tower water, communicate with all relevant parties within
the university as detailed in section 6.2 of this procedure;
•
When notified by M&MW staff of three consecutive detections of Legionella
species (≥10CFU/mL), communicate with DoH, as detailed in section 6.2 of
this procedure;
•
Send notification reports of three consecutive detections of Legionella bacteria
in cooling tower water to DoH;
•
When notified by DoH of confirmed case(s) of Legionnaires disease,
communicate with the relevant department, and Dean of faculty, if multiple
cases are reported;
•
Update this procedure, as required.
Bacterial Testing of Cooling Towers Procedure, v4
Date of first issue: 2005
Responsible Officer: Manager, OHS
Date of this review: June 2014
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 3 of 8
Date of next review: 2017
22/05/14
6.
NOTIFICATION PROCEDURES
6.1
PRESCRIBED ACTION LEVELS FOR BACTERIAL/LEGIONELLA TESTING OF COOLING TOWER WATER
Routine Monthly
Testing
Retesting
Routine Monthly
Testing
Cooling Tower Testing and Notification Procedure
Yes
Undertaken by approved
contractors
Managed by M&MW
No
Result within
acceptable
range
No
Treat &
Retest
Result High
after 3
consecutive
tests
M&MW are to notify OH&S
Yes
Yes
DHS 1800 248 898
Niotification
OH&S
UHS Chief Medical Officer
Further Action
Div Director Fac & Services
Bacterial Testing of Cooling Towers Procedure, v4
Date of first issue: 2005
Notify VicePresident
(Administration)
Responsible Officer: Manager, OHS
Date of this review: June 2014
Page 4 of 8
Date of next review: 2017
22/05/14
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Notification
by Global
Email
Shut Down &
Isolate Tower
6.2 CONFIRMED CASES(S) OF LEGIONNAIRES DISEASE
Testing
Notification within
Affected Area
Internal Notifications
Notification of
Confirmed
Case(s)
Notification Procedure in Confirmed Case(s) of Legionnaires Disease
Monash University
Notified of
Confirmed Case(s)
Manager
OH&S
Faculty Dean(s)
Campus Manager(s)
Chief Medical
Officer
Chief
Operating
Officer
Occupational Health Team
Notification by
Global Email
OHS Consultants/Advisors
Area Safety Officer
Area HSR
Divisional Director FSD
M&MW Staff
The testing and treatment of all suspected towers is at the
direction of DoH
Bacterial Testing of Cooling Towers Procedure, v4
Date of first issue: 2005
Responsible Officer: Manager, OHS
Date of this review: June 2014
Contractors
Undertake Immediate Testing of all Suspected Towers.
Report according to this procedure
Page 5 of 8
Date of next review: 2017
22/05/14
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
7.
RECORDS
Record to be kept by
Records
OH&S
•
•
•
M&MW, Facilities &
Services Division
8.
•
To be kept for:
Notification reports to DoH regarding 7 years
detection
of
Legionella
bacteria
(≥10CFU/mL) in cooling tower water
7 years
Hardcopy TBC/HCC results from water
testing contractor
7 years
Hardcopy Legionella results from water
testing contractor
Cooling tower registration, test, inspection 7 years
& maintenance records
TOOLS
The following tools are associated with this procedure:
Legionella and cooling towers OHS information sheet
Risk management of cooling towers OHS information sheet
9.
REFERENCES
9.1
LEGISLATION
Building (Legionella) Act 2000
Building (Cooling Tower Systems Register) Regulations 2001
Building (Legionella Risk Management) Regulations 2001
Health Act 1958
Health (Legionella) Regulations 2001
Occupational Health and Safety Act 2004
Occupational Health and Safety Regulations 2007
Plumbing (Cooling Towers) Regulations 2001
9.2
AUSTRALIAN STANDARDS
AS/NZS 2243.1: 2005 Safety in Laboratories Part 1 - Planning and operational
aspects
2243.2: 2006 Safety in Laboratories Part 2 - Chemical aspects
AS/NZS 3666 Air-handling and water systems of buildings - Microbial Growth
3666.1: 2002 Design, installation and commissioning
3666.2: 2002 Operation and maintenance
3666.3: 2000 Performance-based maintenance of cooling water systems
AS/NZS 4276.1: 2007 Water microbiology - General information and procedures
AS/NZS 3896: 1998 Waters-Examination for legionellae including Legionella
pneumophila
AS/NZS 2031.2: 2001 Selection of containers and preservation of water samples for
microbiological analysis
AS/NZS 4360: 2004 Risk Management
9.3
MONASH UNIVERSITY OHS DOCUMENTS
(http://www.adm.monash.edu.au/ohse/documents/index.html)
Legionella and cooling towers OHS information sheet
Risk management of cooling towers OHS information sheet
Bacterial Testing of Cooling Towers Procedure, v4
Date of first issue: 2005
Responsible Officer: Manager, OHS
Date of this review: June 2014
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 6 of 8
Date of next review: 2017
22/05/14
9.4
OTHER DOCUMENTS
Australian Institute of Refrigeration, Air-Conditioning and Heating (Inc.) DA 17
Cooling Towers and DA 18 Water treatment
Guidelines for the Control of Legionnaire’s Disease 1989 (Vic. Government)
Legionnaire’s Disease and Cooling Towers, Information for Owners and Managers
1996 (Vic. Government)
Evaporative Coolers, An Operation and Maintenance Guide for Owners 1997 (Vic.
Government)
A Guide to Developing Risk Management Plans for Cooling Tower Systems Public
Health Division, Department of Human Services, Victoria, 2001
Bacterial Testing of Cooling Towers Procedure, v4
Date of first issue: 2005
Responsible Officer: Manager, OHS
Date of this review: June 2014
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 7 of 8
Date of next review: 2017
22/05/14
10. DOCUMENT HISTORY
Version
number
3
4
Date of Issue
Changes made to document
April 2009
Notification procedures for prescribed action levels for
bacterial/legionella testing of cooling tower water, and confirmed
case/s of Legionnaires Disease, v3
1. Changed title to Bacterial Testing of Cooling Towers
Procedure
2. Added link to definitions document
3. Updated responsibilities section to name Maintenance
and Minor Works (M&MW) as the responsible section of
FSD for testing.
4. Updated position titles in charts (6.1 & 6.2)
5. Added tools associated with this document.
June 2014
Bacterial Testing of Cooling Towers Procedure, v4
Date of first issue: 2005
Responsible Officer: Manager, OHS
Date of this review: June 2014
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 8 of 8
Date of next review: 2017
22/05/14
MUOHSC 9/2014
COOLING TOWER MANAGEMENT PROCEDURE
AS/NZS 4801
OHSAS 18001
OHS20309
SAI Global
June 2014
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
4.7
4.8
4.9
5.
................................................................................................................................. 2
INDEPENDENT AUDITOR .................................................................................................................................... 2
MAINTENANCE PLANNER – MECHANICAL SERVICES ............................................................................................... 2
MONASH UNIVERSITY PROPERTY ........................................................................................................................ 2
NATA ACCREDITED ........................................................................................................................................... 2
PROPERTY AND VENUES SERVICES REPRESENTATIVE ........................................................................................... 2
MANAGER, MAINTENANCE OPERATIONS............................................................................................................... 2
RISK MANAGEMENT PLAN .................................................................................................................................. 2
TENANT .......................................................................................................................................................... 2
SPECIFIC RESPONSIBILITIES .............................................................................................................. 3
5.1
5.2
5.3
5.4
6.
COOLING TOWER SYSTEM
FACILITIES AND SERVICES DIVISION (FSD) ............................................................................................................ 3
MAINTENANCE PLANNER, MECHANICAL SERVICES ................................................................................................. 3
MANAGER, MAINTENANCE OPERATIONS............................................................................................................... 3
PROPERTY AND VENUES SERVICES ..................................................................................................................... 3
REGISTRATION OF COOLING TOWER SYSTEMS.............................................................................. 3
6.1
6.2
6.3
6.4
NEW COOLING TOWER SYSTEM REGISTRATION ..................................................................................................... 3
RENEWAL OF REGISTRATION FOR EXISTING COOLING TOWER SYSTEM .................................................................... 4
CHANGE TO COOLING TOWER SYSTEM REGISTRATION ........................................................................................... 4
DECOMMISSIONING OF A COOLING TOWER SYSTEM .............................................................................................. 4
7.
COOLING TOWER SYSTEM RISK ASSESSMENT ............................................................................... 5
8.
COOLING TOWER SYSTEM RISK MANAGEMENT PLAN................................................................... 5
8.1
8.2
8.3
9.
DEVELOPING A RISK MANAGEMENT PLAN ............................................................................................................. 5
AVAILABILITY OF RISK MANAGEMENT PLAN ........................................................................................................... 6
AUDIT OF RISK MANAGEMENT PLAN ..................................................................................................................... 6
MAINTENANCE AND TESTING OF COOLING TOWER SYSTEMS..................................................... 6
9.1
9.2
9.3
RESPONSIBILITIES OF OWNERS OF COOLING TOWER SYSTEMS ............................................................................... 6
SERVICING OF COOLING TOWER SYSTEMS ........................................................................................................... 7
BACTERIAL ...................................................................................................................................................... 7
TESTING OF COOLING TOWER SYSTEMS .............................................................................................................. 7
10.
RECORDS ................................................................................................................................................ 7
11.
TOOLS ..................................................................................................................................................... 8
12.
REFERENCES ......................................................................................................................................... 8
12.1
12.2
12.3
12.4
13.
LEGISLATION ................................................................................................................................................... 8
AUSTRALIAN STANDARDS .................................................................................................................................. 8
MONASH UNIVERSITY OHS DOCUMENTS .............................................................................................................. 8
OTHER DOCUMENTS ......................................................................................................................................... 8
DOCUMENT HISTORY ............................................................................................................................ 9
Cooling Tower Management Procedure, v1
Date of first issue: June 2014
Responsible Officer: Manager, OH&S
Date of last review: N/A
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 1 of 9
Date of next review: 2017
09/01/14
1.
PURPOSE
This procedure sets out the requirements for the management of cooling tower systems at
Monash University in accordance with the Public Health and Wellbeing Act 2008 and Public
Health & Wellbeing Regulations 2009.
2.
SCOPE
This document applies to all cooling tower systems located on all properties owned by
Monash University. It applies to all systems regardless of whether the property is occupied
by Monash University or by a tenant.
3.
ABBREVIATIONS
DoH
FSD
HCC
OH&S
OHS
4.
Department of Health
Facilities and Services Division
Heterotrophic Colony Count
Monash Occupational Health & Safety
Occupational health and safety
DEFINITIONS
A comprehensive list of definitions is provided in the Definitions tool. Definitions specific to
this procedure are provided below.
4.1
COOLING TOWER SYSTEM
Feat removal device that recirculates water and includes a fan used to transfer process
waste heat to the atmosphere.
4.2
INDEPENDENT AUDITOR
An auditor certified by the Department of Health to undertake an annual cooling tower
system audits.
4.3
MAINTENANCE PLANNER – MECHANICAL SERVICES
A person appointed by the university to that role to facilitate cooling tower management.
4.4
MONASH UNIVERSITY PROPERTY
Land owned or leased by Monash University at the university’s Australian campuses,
residences and off-campus facilities.
4.5
NATA ACCREDITED
National Association of Testing Authorities accreditation which provides independent
assurance of technical competence through a proven network of best practice industry
experts for customers who require confidence in the delivery of their products and services.
4.6
PROPERTY AND VENUES SERVICES REPRESENTATIVE
A person appointed by the Manager Property and Venues Services.
4.7
MANAGER, MAINTENANCE OPERATIONS
The person appointed by the university to the role of Manager Maintenance Operations at
Clayton, Manager Maintenance Operations at Caulfield/ Parkville and Manager Maintenance
Operations at Berwick/ Peninsula.
4.8
RISK MANAGEMENT PLAN
Cooling tower system Risk Management Plan.
4.9
TENANT
A person or entity leasing property owned wholly or partly by Monash University.
Cooling Tower Management Procedure, v1
Date of first issue: June 2014
Responsible Officer: Manager, OH&S
Date of last review: N/A
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 2 of 9
Date of next review: 2017
09/01/14
5.
SPECIFIC RESPONSIBILITIES
A comprehensive list of OHS responsibilities is provided in the document OHS Roles,
Committees and Responsibilities Procedure. A summary of the specific responsibilities
relevant to cooling tower management is provided below:
5.1
FACILITIES AND SERVICES DIVISION (FSD)
The university’s FSD is responsible for:
• The active management of all cooling tower systems;
• Legal compliance with legislation relating to cooling tower systems.
5.2
MAINTENANCE PLANNER, MECHANICAL SERVICES
The Maintenance Planner, Mechanical Services is responsible for:
• Liaising with the relevant Manager, Maintenance Operations, Property and
Venues representatives and Monash Occupational Health & Safety (OH&S)
to ensure the registration, risk management, maintenance, testing and
auditing of cooling tower systems is carried out in compliance with this
procedure and with relevant government requirements.
5.3
MANAGER, MAINTENANCE OPERATIONS
The Manager, Maintenance Operations is responsible for:
• Overseeing registration renewals, changes and decommissioning;
• Developing relevant risk assessments/risk management plans;
• The maintenance and testing of systems;
• Record keeping; and
• Providing reports to the Maintenance Planner, Mechanical Services on
these matters and on auditing of systems.
5.4
PROPERTY AND VENUES SERVICES
Property and Venues Services are responsible for:
• The day-to-day management of cooling tower systems on Monash University
property (or part thereof) that is leased to a third party in accordance with
this procedure;
• Reporting to the Maintenance Planner, Mechanical Services on these
matters and on auditing of systems;
• Clearly stating in the lease agreement if these duties are delegated to the
tenant and obtaining all paperwork relevant to the registration, risk
assessment and plans, maintenance and testing reports and audit reports;
• Ensuring that the tenant has provided the university with a statutory
declaration, which states that all services have been completed and signed
by the Company Director or a person in charge; and
• Notifying the Maintenance Planner, Mechanical Services if and when any
new lease is finalised, amended and/or terminated which includes cooling
towers in the property.
6.
REGISTRATION OF COOLING TOWER SYSTEMS
6.1
NEW COOLING TOWER SYSTEM REGISTRATION
•
All cooling tower systems must be registered with the Department of Health
(DOH). An application to register any new cooling tower system must be
lodged before the system is tested and commissioned. Application forms
are available
from: http://www.health.vic.gov.au/environment/legionella/registration.htm
Cooling Tower Management Procedure, v1
Date of first issue: June 2014
Responsible Officer: Manager, OH&S
Date of last review: N/A
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 3 of 9
Date of next review: 2017
09/01/14
•
Forms should be lodged with (and information is available from):
Registration & Licensing Team
Victorian Department of Health
PH: 1800 248 898, Fax: 1300 769 748
Email: legionella@health.vic.gov.au
•
•
6.2
RENEWAL OF REGISTRATION FOR EXISTING COOLING TOWER SYSTEM
•
•
•
6.3
Cooling tower system registrations are for a period of 1, 2 or 3 years.
Records must be kept of the expiry dates for each cooling tower system and
applications for renewal lodged with the DOH (on the above contact details)
before the expiry of the previous application.
Renewal forms are available from and should be lodged with:
http://www.health.vic.gov.au/environment/legionella/registration.htm
A copy of the official renewal of registration granted for each cooling tower
system must be filed in the university’s TRIM filing system and a copy
forwarded to the Maintenance Planner, Mechanical Services.
CHANGE TO COOLING TOWER SYSTEM REGISTRATION
•
•
•
6.4
The relevant Project Manager/Officer, or Property and Venues Services in
the case of newly purchased or leased properties, must formally advise the
Maintenance Planner, Mechanical Services of any new cooling tower system
installation.
A copy of the official registration granted for each cooling tower system must
be forwarded to the Maintenance Planner, Mechanical Services.
The relevant Manager, Maintenance Operations or Property and Venues
Services representative must notify the DOH within 30 days of:
o A change in the ownership of the land on which a cooling tower
system is located;
o A change in mailing address or contact details for the official contact
for a cooling tower system;
o A change in the numbers of cooling towers in a cooling tower system;
and
o The relocation of the cooling tower system on land.
Change to cooling tower system registration forms are available from and
should be lodged with:
http://www.health.vic.gov.au/environment/legionella/registration.htm
A copy of any official change to cooling tower system registration granted for
any cooling tower system must be filed in the university’s TRIM filing system
and a copy forwarded to the Maintenance Planner, Mechanical Services.
DECOMMISSIONING OF A COOLING TOWER SYSTEM
•
•
•
The DOH must be notified within 30 days of the decommissioning of any
cooling tower system.
Decommissioning of a cooling tower system registration forms are available
from and should be lodged with:
http://www.health.vic.gov.au/environment/legionella/registration.htm
A copy of the official decommissioning of cooling tower system form must be
filed in the university’s TRIM filing system and a copy forwarded to the
Maintenance Planner, Mechanical Services.
Cooling Tower Management Procedure, v1
Date of first issue: June 2014
Responsible Officer: Manager, OH&S
Date of last review: N/A
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 4 of 9
Date of next review: 2017
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7.
COOLING TOWER SYSTEM RISK ASSESSMENT
•
Every cooling tower system must undergo a risk assessment and from this a
grading from A to D is granted to each tower. This grading determines the
frequency of the maintenance program applicable to that cooling tower
system. A risk rating template to determine the risk assessment for a new
cooling tower or to reassess the risk assessment for a current cooling tower
is available at:
http://www.health.vic.gov.au/environment/downloads/0501001part2.pdf on Page 30.
•
•
8.
While this template will determine the minimum risk rating applicable to a
cooling tower system, a higher risk rating can be allocated to any or all of its
cooling tower systems where appropriate.
A copy of the cooling tower risk assessment for each cooling tower system
should be forwarded to the Maintenance Planner, Mechanical Services and
another copy filed on the university’s TRIM filing system.
COOLING TOWER SYSTEM RISK MANAGEMENT PLAN
8.1
DEVELOPING A RISK MANAGEMENT PLAN
A risk management plan must be developed for every cooling tower system on
Monash University property. The plan should be developed after completing the risk
assessment and grading of the tower (refer to Section 7) and must be completed
within 12 months of the first registration of the cooling tower system. A risk
management plan must continue to exist at all times the cooling tower system is in
operation.
A risk management plan should contain a number of basic components, namely:
• Site and contact details;
• Assessment of each of the critical risks;
• Summary of the overall risk classification;
• Details of the system collected during the risk assessment process; and
• Attachments or reference to other documents such as operational plans,
shut-down procedures etc.
Whilst there is no prescribed format for a risk management plan, the DOH template
can be used, or modified to use, in the development of a risk management plan. A
copy of this template, together with guidelines on how to complete a risk
management plan for cooling tower systems, is available at:
http://www.health.vic.gov.au/environment/legionella/risk-plans.htm
The risk management plan must address five critical risks namely:
• Stagnant water, including lack of water recirculation in a cooling tower
system and the presence of dead-end pipework and other fittings in the
cooling tower system;
• Nutrient growth, including the presence of biofilm, algae and protozoa in a
cooling tower system, water temperature within a range that will support
rapid growth of microorganisms in a cooling tower system and the exposure
of the water of a cooling tower system to direct sunlight;
• Poor water quality, including the presence of solids;
• Deficiencies in a cooling tower system, including deficiencies in the physical
design, condition and maintenance of the system;
• The location of, and access to, a cooling tower system or cooling tower
system, including the potential for environmental contamination of the
system and the potential for exposure of people to the aerosols of the
system.
Cooling Tower Management Procedure, v1
Date of first issue: June 2014
Responsible Officer: Manager, OH&S
Date of last review: N/A
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 5 of 9
Date of next review: 2017
09/01/14
The plan must also address
• any matters raised in a report from any person engaged by the owner of the
land or the owner of the cooling tower system, which refers to control
measures being inadequate or requiring improvement;
• Set out the steps to be taken to ensure compliance with the maintenance,
service and testing requirements described in the Public Health and
Wellbeing Regulations 2009 of a cooling tower system.
Risk management plans must be reviewed annually, and a copy of the latest plan
forwarded to the Maintenance Planner, Mechanical Services.
In addition, OH&S may undertake periodic audits of cooling tower system risk
management plans.
8.2
AVAILABILITY OF RISK MANAGEMENT PLAN
The risk management plan, once completed, must be made available to an
authorised officer of the DOH upon request. The current plan should be kept in a
readily accessible place on each campus, with a copy placed on the FSD intranet
and in TRIM.
8.3
AUDIT OF RISK MANAGEMENT PLAN
The risk management plan should be reviewed annually by an independent auditor
as part of the annual independent audit of cooling tower system.
9.
MAINTENANCE AND TESTING OF COOLING TOWER SYSTEMS
9.1
RESPONSIBILITIES OF OWNERS OF COOLING TOWER SYSTEMS
The Public Health & Wellbeing Regulations 2009 require the person who owns,
manages or controls a cooling tower system:
9.1.1
To ensure that the water in the system is continuously treated with:
• One or more biocides to effectively control the growth of microorganisms
including Legionella;
• Chemical or other agents to minimise scale formation, corrosion and
fouling;
• A biodispersant.
• A chlorine-compatible biodispersant is added to the recirculating water of
the cooling tower system;
• The system is then disinfected, cleaned and re-disinfected –
• Immediately prior to initial startup following commissioning, or any shut
down period of greater than one month; and
• At regular intervals as specified in the maintenance regime developed as
part of the risk assessment relevant to each specific cooling tower
system
9.1.2
To ensure that the system is serviced at regular intervals (as specified in
the maintenance regime developed as part of the risk assessment relevant
to each specific cooling tower system);
9.1.3
To ensure that a water sample is taken from the cooling tower system at
regular intervals (as specified in the maintenance regime developed as part
of the risk assessment relevant to each specific cooling tower system) and
sent to a laboratory for an Heterotrophic Colony count (HCC);
9.1.4
To ensure that a water sample is taken from the cooling tower system at
regular intervals (as specified in the maintenance regime developed as part
Cooling Tower Management Procedure, v1
Date of first issue: June 2014
Responsible Officer: Manager, OH&S
Date of last review: N/A
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 6 of 9
Date of next review: 2017
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of the risk assessment relevant to each specific cooling tower system) and
sent to a laboratory for a Legionella test
9.2
SERVICING OF COOLING TOWER SYSTEMS
Each cooling tower system must be serviced at regular intervals in accordance with
the risk management plan associated with that cooling tower system.
9.3
BACTERIAL TESTING OF COOLING TOWER SYSTEMS
The requirements for the bacterial testing of cooling tower systems are set out in
the Bacterial Testing of Cooling Towers Procedure.
10. RECORDS
Record
New cooling tower
system registration
Location
TRIM
Time
7 years
Renewal of cooling
tower system
registration
TRIM
7 years
Change to cooling
tower system
registration
TRIM
7 years
Decommissioning of
cooling tower system
TRIM
7 years
Cooling tower system
risk assessment
TRIM
7 years
Cooling tower system
Risk Management
Plan
Readily
accessible
place on each
campus
1 year
Facilities and
Services
intranet
TRIM
TRIM
7 years
Property and Venues Services representative
(including paperwork provided by tenant)
7 years
TRIM
7 years
Relevant campus Manager, Maintenance
Operations or nominee Property and Venues
Services representative (including paperwork
provided by tenant)
Maintenance Planner – Mechanical Services
Property and Venues Services representative
(including paperwork provided by tenant)
Cooling tower system
testing results and
certificates of analysis
Annual independent
audit of cooling tower
systems
Cooling Tower Management Procedure, v1
Date of first issue: June 2014
Responsibility
Monash representative responsible for the
installation and commissioning of the cooling
tower system concerned Property and Venues
Services representative (including paperwork
provided by tenant)
Relevant campus Manager, Maintenance
Operations Property and Venues Services
representative (including paperwork provided
by tenant)
Relevant campus Manager, Maintenance
Operations Property and Venues Services
representative (including paperwork provided
by tenant)
Monash representative responsible for the
decommissioning of the cooling tower system
concerned Property and Venues Services
representative (including paperwork provided
by tenant)
Relevant campus Manager, Maintenance
Operations Property and Venues Services
representative (including paperwork provided
by tenant)
Relevant campus Manager, Maintenance
Operations
Responsible Officer: Manager, OH&S
Date of last review: N/A
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 7 of 9
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Condition audit of
cooling tower systems
Maintenance
and Minor
Works
Planners’
database
7 years
Maintenance Planner – Mechanical Services
Property and Venues Services representative
(including paperwork provided by tenant)
11. TOOLS
The following tools are associated with this procedure:
Legionella and cooling towers OHS information sheet
Risk management of cooling towers OHS information sheet
12. REFERENCES
12.1
LEGISLATION
Building (Legionella) Act 2000
Building (Cooling Tower Systems Register) Regulations 2001
Building (Legionella Risk Management) Regulations 2001
Health Act 1958
Health (Legionella) Regulations 2001
Occupational Health and Safety Act 2004
Occupational Health and Safety Regulations 2007
Plumbing (Cooling Towers) Regulations 2001
12.2
AUSTRALIAN STANDARDS
AS/NZS 2243.1: 2005 Safety in Laboratories Part 1 - Planning and operational
aspects
2243.2: 2006 Safety in Laboratories Part 2 - Chemical aspects
AS/NZS 3666 Air-handling and water systems of buildings - Microbial Growth
3666.1: 2002 Design, installation and commissioning
3666.2: 2002 Operation and maintenance
3666.3: 2000 Performance-based maintenance of cooling water systems
AS/NZS 4276.1: 2007 Water microbiology - General information and procedures
AS/NZS 3896: 1998 Waters-Examination for legionellae including Legionella
pneumophila
AS/NZS 2031.2: 2001 Selection of containers and preservation of water samples for
microbiological analysis
AS/NZS 4360: 2004 Risk Management
12.3
MONASH UNIVERSITY OHS DOCUMENTS
(http://www.adm.monash.edu.au/ohse/documents/index.html)
Legionella and cooling towers OHS information sheet
Risk management of cooling towers OHS information sheet
12.4
OTHER DOCUMENTS
Australian Institute of Refrigeration, Air-Conditioning and Heating (Inc.) DA 17
Cooling Towers and DA 18 Water treatment
Guidelines for the Control of Legionnaire’s Disease 1989 (Vic. Government)
Legionnaire’s Disease and Cooling Towers, Information for Owners and Managers
1996 (Vic. Government)
Cooling Tower Management Procedure, v1
Date of first issue: June 2014
Responsible Officer: Manager, OH&S
Date of last review: N/A
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 8 of 9
Date of next review: 2017
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Evaporative Coolers, An Operation and Maintenance Guide for Owners 1997 (Vic.
Government)
A Guide to Developing Risk Management Plans for Cooling Tower Systems Public
Health Division, Department of Human Services, Victoria, 2001
13. DOCUMENT HISTORY
Version
number
1
Date of Issue
June 2014
Cooling Tower Management Procedure, v1
Date of first issue: June 2014
Changes made to document
1. Cooling Tower Management Procedure, v.1 adapted
from Internal FSD procedure
- Re-formatted document to make it easier to read and
less wordy
- Deleted section 9.3 & 9.4 and refererred to
Bacterial Testing of Cooling Towers Procedure
Responsible Officer: Manager, OH&S
Date of last review: N/A
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 9 of 9
Date of next review: 2017
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MUOHSC 10/2014
AS/NZS 4801
OHSAS 18001
OHS20309
SAI Global
FIRST AID PROCEDURE
June 2014
TABLE OF CONTENTS
1.
PURPOSE ................................................................................................................................................ 3
2.
SCOPE ..................................................................................................................................................... 3
3.
ABBREVIATIONS .................................................................................................................................... 3
4.
DEFINITIONS ........................................................................................................................................... 3
4.1.
4.2.
4.3.
5.
SPECIFIC RESPONSIBILITIES .............................................................................................................. 3
5.1.
5.2.
5.3.
5.4.
6.
HEPATITIS B IMMUNISATION ............................................................................................................................... 7
STANDARD PRECAUTIONS ................................................................................................................................. 8
DISPOSAL OF NEEDLES AND SYRINGES................................................................................................................ 8
INFECTION CONTROL AND EMERGENCY RESUSCITATION ........................................................................................ 8
FIRST AID INJURY REPORTS ............................................................................................................................... 8
REPORTING PROCEDURE................................................................................................................................... 8
FIRST AID KITS ....................................................................................................................................... 8
11.1.
11.2.
11.3.
11.4.
11.5.
11.6.
12.
FIRST AID QUALIFICATIONS ................................................................................................................................ 7
FIRST AID TRAINING ......................................................................................................................................... 7
FIRST AID DOCUMENTATION AND REPORTING PROCEDURE ....................................................... 8
10.1.
10.2.
11.
REQUIREMENTS FOR FIRST AIDERS ..................................................................................................................... 6
PROCEDURES FOR CONTACTING FIRST AIDERS .................................................................................................... 6
INFECTION CONTROL ........................................................................................................................... 7
9.1.
9.2.
9.3.
9.4.
10.
NUMBER OF FIRST AIDERS REQUIRED.................................................................................................................. 6
FIRST AID TRAINING.............................................................................................................................. 7
8.1.
8.2.
9.
GENERAL ........................................................................................................................................................ 4
FIRST AID ASSESSMENT FOR OFF-CAMPUS ACTIVITIES IN URBAN AREAS .................................................................. 5
FIRST AID ASSESSMENT FOR OFF-CAMPUS ACTIVITIES IN RURAL AREAS .................................................................. 5
FIRST AID ASSESSMENT FOR OFF-CAMPUS ACTIVITIES IN REMOTE AREAS ................................................................ 6
FIRST AIDERS......................................................................................................................................... 6
7.1.
7.2.
7.3.
8.
HEADS OF ACADEMIC/ADMINISTRATIVE UNITS....................................................................................................... 3
LOCAL OHS COMMITTEES .................................................................................................................................. 4
FIRST AID CO-ORDINATORS ............................................................................................................................... 4
FIRST AIDERS .................................................................................................................................................. 4
FIRST AID ASSESSMENT ...................................................................................................................... 4
6.1.
6.2.
6.3.
6.4.
7.
LEVEL 2 FIRST AID QUALIFICATION ...................................................................................................................... 3
LEVEL 3 FIRST AID QUALIFICATION ...................................................................................................................... 3
MONASH UNIVERSITY FIRST AIDER ...................................................................................................................... 3
NUMBER OF FIRST AID KITS ................................................................................................................................ 8
FIRST AID KITS MUST:........................................................................................................................................ 9
CONTENTS OF FIRST AID KITS............................................................................................................................. 9
FIRST AID KITS FOR VEHICLES ............................................................................................................................ 9
MAINTENANCE OF FIRST AID KITS ........................................................................................................................ 9
RECOMMENDED SUPPLIERS FOR FIRST AID KITS AND ............................................................................................ 9
FIRST AID FOR SPECIFIC HAZARDS AND HEALTH CONCERNS ...................................................10
12.1.
12.2.
12.3.
12.4.
ADDITIONAL MODULES FOR FIRST AID KITS ......................................................................................................... 10
BURNS MODULE ............................................................................................................................................. 10
EYE MODULE ................................................................................................................................................. 10
EMERGENCY ASTHMA MANAGEMENT ................................................................................................................. 11
First Aid Procedure, v5.1
Date of first issue: January 1998
Responsible Officer: Manager, OH&S
Date of last review: June 2014
Page 1 of 17
Date of next review: 2016
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12.5. ANAPHYLAXIS MODULE .................................................................................................................................. 11
12.6. HAZARD SPECIFIC MODULES ............................................................................................................................ 11
13.
OTHER FIRST AID EQUIPMENT .......................................................................................................... 12
13.1.
13.2.
13.3.
EMERGENCY SHOWERS AND EYE WASH STATIONS .............................................................................................. 12
OXYGEN CYLINDERS ....................................................................................................................................... 12
DEFIBRILLATORS ............................................................................................................................................ 12
14.
EMERGENCY PROCEDURES .............................................................................................................. 14
15.
COUNSELLING ..................................................................................................................................... 14
16.
LEGAL LIABILITY ................................................................................................................................. 14
17.
RECORDS .............................................................................................................................................. 14
18.
TOOLS ................................................................................................................................................... 15
19.
REFERENCES ....................................................................................................................................... 15
19.1.
19.2.
19.3.
19.4.
19.5.
20.
LEGISLATION
................................................................................................................................................. 15
MONASH UNIVERSITY OHS DOCUMENTS ............................................................................................................ 15
AUSTRALIAN AND INTERNATIONAL STANDARDS .................................................................................................. 15
WORKSAFE DOCUMENTS ................................................................................................................................. 16
ACKNOWLEDGEMENTS .................................................................................................................................... 16
DOCUMENT HISTORY .......................................................................................................................... 17
First Aid Procedure, v5.1
Date of first issue: January 1998
Responsible Officer: Manager, OH&S
Date of last review: June 2014
Page 2 of 17
Date of next review: 2016
21/05/2014
1.
PURPOSE
This procedure specifies the minimum requirements and responsibilities for the provision of First
Aid in accordance with the Occupational Health and Safety Act (2004) and the Compliance Code
First Aid in the Workplace (Edition No 1 September 2008). This procedure also aims to ensure
that all injuries are reported to the appropriate local OHS committee for preventive action and that
an appropriate response is delivered to all medical emergencies.
2.
SCOPE
This procedure applies to the provision of First Aid at Monash University.
3.
ABBREVIATIONS
CPR
ESS
OH&S
SDU
4.
Cardiopulmonary resuscitation
Employee Self Service
Occupational Health & Safety
Staff Development Unit
DEFINITIONS
A comprehensive list of definitions is provided in the Definitions Tool. Definitions specific to this
procedure are as follows:
4.1.
LEVEL 2 FIRST AID QUALIFICATION
HLTFA311A Apply First Aid is the national competency based equivalent of a level 2
First Aid qualification.
4.2.
LEVEL 3 FIRST AID QUALIFICATION
HLTFA412A Apply Advanced First Aid is the national competency based equivalent of a
level 3 First Aid qualification.
4.3.
FIRST AIDER
A staff member who has:
• a current First Aid certificate;
• undertaken annual CPR updates;
• completed or who is completing the Hepatitis B immunisation process; and
• been approved by their supervisor to act in an official capacity, administering
First Aid to staff, students, visitors and contractors as required.
5.
SPECIFIC RESPONSIBILITIES
A comprehensive list of OHS responsibilities is provided in the OHS Roles, Committees and
Responsibilities procedure. The specific responsibilities with respect to First Aid are summarised
below.
5.1.
HEADS OF ACADEMIC/ADMINISTRATIVE UNITS
It is the responsibility of the head of academic/administrative unit to ensure that:
•
the First Aid Procedure is implemented;
•
a First Aid assessment is undertaken in the areas under their control to determine
First Aid requirements, as outlined in Section 6 First Aid Assessment.
First Aid Procedure, v5.1
Date of first issue: January 1998
Responsible Officer: Manager, OH&S
Date of last review: June 2014
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5.2.
LOCAL OHS COMMITTEES
It is the responsibility of local OHS committees to:
develop and monitor local First Aid implementation strategies;
recommend actions needed to comply with the First Aid Procedure;
consult with OH&S when specialist First Aid advice is required.
•
•
•
5.3.
FIRST AID CO-ORDINATORS
The First Aid co-ordinator must hold a current Level 2 First Aid certificate in order to fulfil
the duties of the role. They do not, however, necessarily need to act as a First Aider in
their area. In areas with only one or two First Aiders, the role of the First Aid coordinator should be taken on by one of the existing First Aiders.
It is the responsibility of the First Aid co-ordinator to:
•
act as focal point for communication between First Aiders in the work area and
OH&S;
•
assist with the First Aid assessment for their area;
•
allocate a list of specific duties to First Aiders;
•
ensure that the First Aiders list and contact numbers are current so that they can
be promptly contacted in an emergency;
•
ensure that First Aid kits, supplies and equipment are maintained;
•
monitor the record keeping associated with First Aid kits, supplies equipment;
liaise with the local OHS committee and OH&S;
•
advise staff and students of the location of First Aid facilities, and how to conact
First Aiders.
5.4.
FIRST AIDERS
It is the responsibility of the First Aiders to:
•
complete or have completed, a Hepatitis B immunisation course. Seroconversion
to Hepatitis B needs to be obtained. This requirement applies to all new First
Aiders and First Aiders renewing their First Aid training who act as First Aiders
(see Section 8);
•
respond promptly to provide an emergency service for injury/illness as required,
while always working within their level of competence;
•
arrange prompt and appropriate referral as required;
•
keep confidential all information received in the course of their duty (medical
information must only be released to relevant medical staff);
•
record all treatment (however minor) on the First Aid Injury Report;
•
encourage staff who have had an occupational injury/illness to record this on a
Hazard and Incident Report;
•
access information from an SOS bracelet or similar in order to attend to a casualty;
•
attend training as required. This includes an annual CPR update;
•
maintain First Aid facilities; including First Aid equipment, checking and restocking
of First Aid kits, as delegated or if there is no First Aid coordinator for the area;
•
report any deficiencies in the First Aid service to their First Aid co-ordinator.
6.
FIRST AID ASSESSMENT
6.1.
GENERAL
6.1.1.
Each academic/administrative unit must undertake a First Aid assessment to
determine:
•
•
First Aid Procedure, v5.1
Date of first issue: January 1998
The number of First Aiders required;
The number and location of First Aid kits required.
Responsible Officer: Manager, OH&S
Date of last review: June 2014
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6.1.2.
Guidelines for the completion of First Aid assessments are provided in the First
Aid assessment tool.
6.1.3.
First Aid assessment forms and examples of completed forms are provided in
the Tools section of this document.
6.1.4.
The First Aid assessment must be completed by the First Aid co-ordinator or
nominated First Aider where there is no appointed First Aid coordinator, in
consultation with the local Safety Officer and the Health & Safety
representative.
6.1.5.
Staff and students must be consulted during the completion of First Aid
assessments. Consultation may include discussions:
•
•
•
6.1.6.
The OHS Consultant/Advisor for the area will assist with First Aid assessments,
if required.
6.1.7.
First Aid assessments must be completed for both on-campus and offcampusoff-campus activities undertaken by each academic/administrative unit.
6.1.8.
A copy of completed First Aid assessments must be sent to the OHS Health
team.
6.1.9.
First Aid assessments must be reviewed every three years and in addition
whenever:
•
•
•
•
6.2.
6.3.
with the health and safety representative;
at staff meetings; and
at local OHS committee meetings.
the size and/or layout of the area is changed;
the number and distribution of staff and/or students (or others) changes
significantly;
there are changes in hours, overtime, shifts;
the nature of the hazards and the severity of the risks change.
FIRST AID ASSESSMENT FOR OFF-CAMPUS ACTIVITIES IN URBAN AREAS
6.2.1.
Low risk activities
•
All low risk activities must include one Level 2 trained First Aider.
•
It may be necessary to increase the number of First Aiders dependent on
the outcome of the First Aid assessment.
•
Guidelines for minimum numbers First Aiders are provided in the First Aid
assessment tool.
6.2.2.
High risk activities
•
Due to the increased level of risk, the number of First Aiders must
conform to the guidelines provided for off-campus activities in rural areas
in the First Aid assessment tool.
6.2.3.
For additional information regarding off campus activities refer to the OffCampus Activities Procedure.
FIRST AID ASSESSMENT FOR OFF-CAMPUS ACTIVITIES IN RURAL AREAS
6.3.1.
Off campus activities in rural areas should include as many First Aiders as
practicable and these must be trained to at least Level 2 with additional
appropriate modules as determined by the First Aid assessment.
6.3.2.
Guidelines for minimum numbers of First Aiders for off-campus activities in rural
areas can be found in the First Aid assessment tool.
First Aid Procedure, v5.1
Date of first issue: January 1998
Responsible Officer: Manager, OH&S
Date of last review: June 2014
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6.4.
7.
6.3.3.
It may be necessary to alter the number and level of qualification of the First
Aiders required, dependent on the outcome of the First Aid assessment.
6.3.4.
Whenever practical, First Aiders should not travel in the same vehicle.
6.3.5.
For additional information regarding off campus activities refer to the OffCampus Activities Procedure.
FIRST AID ASSESSMENT FOR OFF-CAMPUS ACTIVITIES IN REMOTE AREAS
6.4.1.
Guidelines for minimum numbers of First Aiders for off-campus activities in
remote areas are provided in the First Aid assessment tool.
6.4.2.
It may be necessary to alter the number and level of qualification of the First
Aiders required, dependent on the outcome of the First Aid assessment.
6.4.3.
It is recommended that a least one person trained in Mental Health First Aid or
an equivalent course attends rural/remote off-campus activities. Information
about Mental Health First Aid courses is provided on the SDU web site.
6.4.4.
Whenever practical, First Aiders should not travel in the same vehicle.
6.4.5.
For additional information regarding off campus activities refer to the OffCampus Activites Procedure.
FIRST AIDERS
7.1.
7.2.
NUMBER OF FIRST AIDERS REQUIRED
7.1.1.
The number of First Aiders is determined by undertaking an assessment as
outlined in Section 6.
7.1.2.
Guidelines for determining the number of First Aiders are provided in the First
Aid assessment tool.
REQUIREMENTS FOR FIRST AIDERS
Staff who wish to act as Monash University First Aiders must:
•
have a keen interest in First Aid;
•
be prepared to participate in a hepatitis B immunisation program;
•
be appointed to the role of their own free will;
•
be able to be called away from their ordinary work at short notice;
•
feel free to relinquish the role of First Aider if they so wish;
•
be readily available when required;
•
be able to be released from their duties to undertake training in order to maintain
skill levels;
•
be able to relate well to staff and students;
•
have the capacity to deal with injury and illness; and
•
be committed to undertake regular update training and information sessions.
7.3.
PROCEDURES FOR CONTACTING FIRST AIDERS
7.3.1.
Each academic/administrativeunit must have procedures in place to ensure that
First Aiders can be promptly contacted in an emergency including after hours
where applicable (i.e. Security staff who are all First Aid trained and have
access to a portable defibrillator).
7.3.2.
These procedures can include:
Signs to First Aid stations where First Aiders:
•
are present; and/or
•
can be contacted or located.
Lists of First Aiders and contact details clearly displayed:
•
by phones;
•
on emergency procedure notices;
First Aid Procedure, v5.1
Date of first issue: January 1998
Responsible Officer: Manager, OH&S
Date of last review: June 2014
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•
•
8.
7.3.3.
These procedures must be current, ie lists and signs must be kept up to date.
7.3.4.
All staff must be made aware of procedures for contacting First Aiders and any
changes to them.
FIRST AID TRAINING
8.1.
8.2.
9.
on First Aid kits;
on safety noticeboards.
FIRST AID QUALIFICATIONS
8.1.1.
First Aiders will be considered appropriately qualified provided that they:
•
Complete a First Aid certificate, minimum Level 2 First Aid;
•
Renew their First Aid certificate every three years;
•
Attend a cardiopulmonary resuscitation (CPR) training session at least
once per year. (If desired, First Aiders are welcome to attend two CPR
sessions per year.)
8.1.2.
The cost of attendance at
academic/administrative unit.
8.1.3.
Staff or students with first aid qualifications obtained outside the university can
be accepted as First Aiders on verification of their certificate by the OHS Health
team.
training
courses
will
be
met
by
the
FIRST AID TRAINING
8.2.1.
The Staff Development Unit (SDU) organises First Aid training courses
specifically tailored for Monash University on all campuses.
8.2.2.
Information regarding the content and scheduling of OHS courses offered at
Monash University is provided on the SDU web site
First Aid courses offered on campus include:
•
Level 2
•
CPR training
8.2.3.
First Aid courses offered off campus upon request include:
•
Level 3
•
Remote area First Aid
•
Emergency asthma management
•
Oxygen therapy
8.2.4.
Additional specific training modules can be requested to customise courses for
specific needs of academic/administrative units.
8.2.5.
SDU issues reminder notices for First Aiders due for CPR refreshers and
renewal of Level 2 certificates.
8.2.6.
SDU maintains a database of First Aiders who have undergone training. This
information can be obtained by contacting SDU.
8.2.7.
In some instances qualified medical professionals (eg medical practitioners,
registered nurses) may be exempt from First Aid training. It will be necessary to
liaise with the OHS Health team to discuss possible exemption.
INFECTION CONTROL
9.1.
HEPATITIS B IMMUNISATION
9.1.1.
First Aid Procedure, v5.1
Date of first issue: January 1998
All new First Aiders and First Aiders undertaking renewal training who act as
Monash University First Aiders must complete, or have completed, a Hepatitis B
Responsible Officer: Manager, OH&S
Date of last review: June 2014
Page 7 of 17
Date of next review: 2016
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immunisation course as they may be inadvertently exposed to risk while
assisting a patient.
Further information is available in Procedures for immunisation and the OHS
Information Sheet: Hepatitis B immunisation for First Aiders.
9.1.2.
9.2.
9.3.
STANDARD PRECAUTIONS
9.2.1.
First Aiders must use good hygiene and standard precautions, as taught during
First Aid training, to minimise their exposure to human blood and body fluids.
9.2.2.
It must be assumed that all human blood or body fluids are potentially
infectious.
9.2.3.
Small spots of blood/body fluid spills must be cleaned up as instructed in the
First Aid course. For larger spills contact the Manager, Cleaning Services at
your campus or local Biosafety Officer so that appropriate cleaning can be
organised.
9.2.4.
Used dressings must be placed in a biohazard bag and the area’s OHS
Consultant/Advisor or Biosafety Officer contacted regarding appropriate
disposal.
DISPOSAL OF NEEDLES AND SYRINGES
9.3.1.
9.4.
10.
It is not the First Aiders duty to dispose of needles and/or syringes. If these are
found, the area must be secured and Security contacted so that appropriate
disposal can be organised.
INFECTION CONTROL AND EMERGENCY RESUSCITATION
9.4.1.
There is no reason to deny anyone resuscitation. The decision whether to use
direct mouth-to-mouth resuscitation is up to each First Aider.
9.4.2.
Where possible, First Aiders must use either the individual resuscitation masks
issued to them during their training or the mask kept in each First Aid kit.
FIRST AID DOCUMENTATION AND REPORTING PROCEDURE
10.1.
FIRST AID INJURY REPORTS
10.1.1. First aiders must record all treatment (however minor) on the First Aid Injury
Report.
10.1.2. First Aid Injury Report forms are stored in a pad in the First Aid kit.
10.1.3. Further supplies of the report forms can be obtained from OH&S.
10.2.
REPORTING PROCEDURE
•
•
•
11.
Casualty is treated by First Aider for injury/illness;
First aid injury report is completed by First Aider;
First Aid injury reports must be sent to the Occupational Health Nurse
Consultant, OH&S at the Clayton campus. When injury/illness is related to work,
the casualty should be encouraged to complete a Hazard & Incident Report Form
as soon as they are well enough.
FIRST AID KITS
11.1.
NUMBER OF FIRST AID KITS
11.1.1. The number of First Aid kits is determined during the First Aid assessment (see
section 6).
11.1.2. Guidelines for determining the number of First Aid kits are provided in the First
Aid kit guide.
First Aid Procedure, v5.1
Date of first issue: January 1998
Responsible Officer: Manager, OH&S
Date of last review: June 2014
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11.2.
FIRST AID KITS MUST:
•
•
•
•
•
•
11.3.
be accessible at all times (e.g. not located behind a locked door or in a locked
cupboard);
In general, must not be locked. When First Aid kits are located in areas
accessible to the public and are subject to pilfering, they may be locked, with key
access provided by an adjacent break glass system so that the kit is immediately
accessible;
have a white cross on a green background prominently displayed on the outside;
be sturdy, dust and moisture proof, coated inside and out with an impervious
finish;
be located at a known First Aid station. Each First Aid station will be clearly
signposted with the kit positioned in the immediate area; and
be large enough to accommodate additional modules where they are needed,
preferably in separate compartments.
CONTENTS OF FIRST AID KITS
11.3.1. The contents of First Aid kits will need to vary depending on the nature of the
hazards in the area as indicated by the First Aid assessment.
In some circumstances i.e. for off-campus trips, small portable First Aid kits may
be more appropriate.
11.3.2. First aid kits must not contain antiseptics or medications unless a First Aider
has been specifically trained in their use e.g. ventolin, adrenaline.
11.3.3. In general, First Aid kits for office areas and public buildings must comply with
the contents requirement listed inthe First Aid kit contents list.
11.3.4. For high hazard areas, e.g. laboratories, workshops, plant rooms, catering
areas etc, the kit contents mustcomply with the requirements listed inthe First
Aid kit contents list.
11.3.5. For off-campus trips, the kit contents must comply with the requirements listed
in the First Aid kit contents list.
11.4.
FIRST AID KITS FOR VEHICLES
11.4.1. All vehicles and caravans used on off-campus trips (excluding those to other
workplaces, e.g. factories) must travel with a First Aid kit.
11.4.2. For vehicles, the First Aid kit contents must comply with the requirements listed
in the First Aid kit contents list.
11.5.
MAINTENANCE OF FIRST AID KITS
11.5.1. The First Aid co-ordinator must ensure that the stocks of all First Aid kits
(including vehicle First Aid kits) are maintained and that out of date stock is
replaced as necessary.
11.5.2. This duty may be delegated to another First Aider, if more practical in a given
area.
11.5.3. Records of checking of the contents of First Aid kits must be maintained by the
academic/administrative unit. The date and the signature of the person
checking the kit must also be recorded on a sticker affixed to the kit.
11.6.
RECOMMENDED SUPPLIERS FOR FIRST AID KITS
Medical Solution
P.O. Box 60
The Mall
Heidelberg West Vic 3081
Phone: 1300 136 158
First Aid Procedure, v5.1
Date of first issue: January 1998
Responsible Officer: Manager, OH&S
Date of last review: June 2014
Page 9 of 17
Date of next review: 2016
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R.J. Hee Pty. Ltd.
Factory 9
25-35 Narre Warren - Cranbourne Rd
Narre Warren Vic 3805
Phone: 9704 7635
Parasol EMT (Melbourne)
Unit 8/200 Turner Street
Port Melbourne 3207
Phone: 1300 366 818
Livingstone First Aid & Safety
106 – 116 Epsom RdRoseberry NSW 2018
Phone: 1300 727 203
12.
FIRST AID FOR SPECIFIC HAZARDS AND HEALTH CONCERNS
12.1.
ADDITIONAL MODULES FOR FIRST AID KITS
12.1.1. For certain specific hazards and health concerns, eg asthma, anaphylaxis,
hydrofluoric acid, phenol, cyanide, burns, eye injuries and incidents involving
macaque monkeys, additional kit modules will be required. These modules
must be marked as appropriate and stored (preferably in a separate
compartment) within the First Aid kit.
12.1.2. A First Aid assessment must be completed to determine:
•
the requirements for each specific module; and
•
the number of First Aiders to complete module-specific training.
12.1.3. The OHS Health team must be consulted during the First Aid assessment.
12.1.4. Additional and refresher training for the use of specific equipment and
procedures is organised through SDU.
12.1.5. Each academic/administrative unit is responsible for ensuring that modules are
well supplied and that out of date stock is replaced as necessary.
12.1.6. Records of checking of the contents of First Aid modules must be maintained by
the academic/administrative unit.
12.1.7. The academic/administrative unit is responsible for all costs involved in
purchasing the modules, module supplies and training staff in using the
modules.
12.1.8. The recommended contents of the additional modules for First Aid kits are listed
in the First Aid kit contents list.
12.2.
BURNS MODULE
This module must be included in First Aid kits in the workplace where there is the
possibility of a person sustaining a serious burn. Such places may include those where:
•
heat is used in a process;
•
flammable liquids are used;
•
chemical acids or alkalines are used; and/or
•
other corrosive chemicals are used.
12.3.
EYE MODULE
This module must be in a separate container within the First Aid kits in workplaces,
where the wearing of eye protection is recommended e.g.
•
spraying, hosing, compressed air or abrasive blasting;
•
welding, cutting or machining operations;
•
chemical /biological liquids or powders are handled in open containers;
First Aid Procedure, v5.1
Date of first issue: January 1998
Responsible Officer: Manager, OH&S
Date of last review: June 2014
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•
•
12.4.
there is the possibility of flying particles;
off-campus activities where there is dust or the possibility of flying particles.
EMERGENCY ASTHMA MANAGEMENT
12.4.1. Asthma management module for First Aid kits
•
The asthma module must be in a separate container within the First Aid kit
in the most appropriate location(s).
•
A record of each time that the inhaler (Ventolin/Salbutamol) is used must
be made on the First Aid injury report. The spacer (which must be
disposable) must be given to the casualty to take away and not be reused
for another casualty.
•
The inhaler (Ventolin/Salbutamol) is for emergency use only and must not
be given to any person to keep.
12.5.
ANAPHYLAXIS MODULE
•
As a general rule, the provision of an adrenaline auto injector (EpiPen/Anapen) in
a First Aid kit will apply only to off-campus trips.
Provision of an adrenaline auto injector in a First Aid kit must only be considered
where the First Aid Assessment indicates a risk of anaphylaxis.
In all cases the OHS Health Team should be consulted.
•
•
12.5.1. Where it is indicated that a person has already been diagnosed to be at risk
of anaphylaxis, it is essential that they bring their own adrenaline auto injector
and their Anaphylaxis Plan on the trip.
Failure of the at risk person to provide an Anaphylaxis Plan and in date
adrenaline auto injector may result in exclusion from the trip.
12.5.2. The nominated First Aider (who must be trained in anaphylaxis management)
must be made aware of the possibility of anaphylaxis and must review the
anaphylaxis plan and check that the prescribed adrenaline auto injector is in
date, prior to the trip.
12.5.3. The nominated First Aider must keep a record of the administration of the
Adrenaline auto injector on the First Aid Injury Report. The following must also
be recorded:
•
Brand name of drug used
•
Dose administered.
•
Time of administration
•
Name of person who assisted with the administration
12.5.4. For further information on the management of anaphylaxis refer to the
Australian
Society
of
Clinical
Immunology
and
Allergy
at
http://www.allergy.org.au/
12.6.
HAZARD SPECIFIC MODULES
The following modules must be clearly marked in a separate container with in the First
Aid kit and be readily accessible to the area where the specific hazard is used. Further
information on First Aid for these specific hazards can be accessed in the following
documents:
•
•
•
•
First Aid Procedure, v5.1
Date of first issue: January 1998
Cyanide - Information Sheet: First Aid for Cyanide Poisoning.
Hydrofluoric Acid (HF) - Information Sheet: Hydrofluoric Acid.
Phenol - Information Sheet: Phenol
Macaques - Procedures for the management of suspected exposure to
Cercopithecine herpesvirus 1(B virus).
Responsible Officer: Manager, OH&S
Date of last review: June 2014
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13.
OTHER FIRST AID EQUIPMENT
13.1.
EMERGENCY SHOWERS AND EYE WASH STATIONS
13.1.1. The requirements for laboratories when working with biologicals and chemicals
are defined in Australian standards for laboratory design and construction
(AS/NZS 2982) and Safety in the laboratory series (AS/NZS 2243).
13.1.2. Emergency drench showers and eyewash stations shall be available at a
distance of no more than 15 metres or 10 seconds travel from any position in
the laboratory.
13.1.3. Where these facilities are not available alternate arrangements must be made in
consultation with the OHS Consultant/Advisor of the area.
13.1.4. Emergency showers
•
Emergency showers are tested and flushed annually by Facilities &
Services staff.
•
Procedures must be established to ensure that emergency showers are
flushed and tested on a regular basis by staff in the area
13.1.5. Eyewash stations
•
Eyewash stations are tested annually by Facilities & Services staff.
•
Procedures must be established to ensure that eyewash stations are
flushed and tested on a regular basis by staff in the area
13.1.6. The responsibily for testing and flushing emergency showers and eyewash
stations must be determined in consultation with the First Aid co-ordinator, the
Safety Officer and local OHS committee.
13.1.7. Records of the flushing and testing of emergency drench showers and eyewash
stations must be maintained by the academic/administrative unit.
13.2.
OXYGEN CYLINDERS
13.2.1. General
In certain circumstances medical oxygen may need to be available for
administration in an emergency.
A First Aid assessment must be completed to determine:
•
the requirements for the medical oxygen; and
•
the number of First Aiders required to complete specific training to
administer medical oxygen.
13.2.2. Maintenance of oxygen cylinders
Procedures must be established to ensure that:
•
the oxygen level in the cylinders is checked at least monthly;
•
the equipment is stored and handled in correct manner;
•
the equipment is serviced on an annual basis by an authorised service
agency.
13.2.3. The responsibility for the testing and servicing of the oxygen cylinders must be
determined in consultation with the First Aid co-ordinator, the Safety Officer and
local OHS committee to ensure this is performed by a person trained in the use
of this equipment.
13.2.4. Records of maintenance, testing and service of the oxygen cylinders must be
maintained by the academic/administrative unit.
13.3.
DEFIBRILLATORS
13.3.1. General
•
In certain circumstances a defibrillator may be required.
First Aid Procedure, v5.1
Date of first issue: January 1998
Responsible Officer: Manager, OH&S
Date of last review: June 2014
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•
•
•
•
•
A First Aid assessment must be completed to determine whether a
defibrillator is required.
The OHS Health team must be consulted during the First Aid assessment.
Training in the use of defibrillators is now included in the Level 2 First Aid
course and the CPR updates organised through SDU.
Trained first aiders should preferably use the defibrillator. However, if
trained staff are not available immediately, an untrained person may use
the defibrillator by switching it on and following the voice prompts.
The academic/administrative unit, where the defibrillator is located, is
responsible for all costs involved in the purchase of the defibrillator and
associated supplies, i.e. pads/batteries etc for the defibrillator.
13.3.2. Purchase, storage and maintenance of the defibrillator
•
The defibrillator must be purchased from an approved supplier. For a list
of approved suppliers, contact the OHS Health team.
•
The defibrillator must be stored in an immediately accessible (during
normal office hours) signposted area. In order to minimise the risk of
tampering or theft, it is recommended that the defibrillator be stored in a
specific box, which activates an alarm when opened.
•
Maintenance of defibrillators
•
Procedures must be established to ensure that the defibrillator(s)
are inspected and maintained in accordance with the manufacturer's
guidelines.
•
Daily and (monthly documented checks) are also required. A copy
of the monthly checks must be sent to the OHS Nurse Consultant at
Clayton.
•
First aider(s) must be nominated to carry out these checks.
•
OH&S must be contacted regarding the appropriate checking
procedure required.
•
The responsibility for the testing and inspection of the defibrillator(s)
must be determined in consultation with the First Aid co-ordinator,
the Safety Officer, local OHS committee and the OHS Health team.
•
Records of maintenance, testing and inspection of the defibrillator(s)
must be maintained by the academic/administrative unit.
•
The OHS Health team must be notified regarding the location of and
the person(s) in charge of the defibrillator.
•
Any changes to the location of the defibrillator or the person(s) in
charge must also be notified to the OHS Health team.
13.3.3. Requirements for defibrillator training
•
Defibrillator training is included in the Level 2 First Aid course organised
through SDU. Annual defibrillator refresher training is required, and is
incorporated in the annual CPR refresher training.
•
A record of each time the defibrillator is used is to be made on the First
Aid report and sent immediately to the Occupational Nurse Consultant,
OH&S, Clayton.
First Aid Procedure, v5.1
Date of first issue: January 1998
Responsible Officer: Manager, OH&S
Date of last review: June 2014
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14.
15.
EMERGENCY PROCEDURES
14.1.
The emergency procedures for each of the Australian campuses to be followed by a First
Aider called to attend an emergency situation involving serious injury or ill health are
provided in the campus-specific 333 Emergency Procedures books kept by each phone.
Contact OH&S to obtain additional copies of these books.
14.2.
Academic/administrative units which occupy non-university buildings, e.g. hospital-based
must, of course, follow the emergency response procedures of the building
management.
14.3.
Each academic/administrative unit must ensure that off-campus activities are supplied
with a reliable 24-hour means of communication.
14.4.
Staff and students have a responsibility to be familiar with emergency and evacuation
procedures and to comply with the instructions given by emergency response personnel
such as emergency wardens and First Aiders. First aiders may occasionally encounter
reluctance on the part of an injured person or a person exposed to a hazardous
substance to follow the directions of the First Aider. This is more likely to occur if the
person requiring First Aid is distressed or in pain. If such a situation arises then the
attending First Aider will need to evaluate the risks to the injured/exposed person and
the risks to others, and if appropriate First Aid treatment may not administered. It may be
necessary to seek assistance from Security or Emergency Services personnel.
COUNSELLING
15.1.
Counselling is available to First Aiders at the university who are affected by their duties.
15.2.
Counselling can be provided by:
•
•
•
16.
Campus Community Division on each campus.
Employee Assistance Program
OHS Health team
LEGAL LIABILITY
The support available to staff with an OHS function, including First Aiders, is set out in the
Information Sheet: Support for Staff and Students with occupational health and safety functions.
17.
RECORDS
Record to be kept by
Occupational Health
(confidential files)
Records
Completed immunisation questionnaire and
consent forms
To be kept for:
50 years
Completed authorisation for immunisation
50 years
forms
First aid injury reports
50 years
OH&S
Hazard & Incident Reports
Indefinitely
SDU
First Aid Training Records
7 years
Academic/administrative
units/
Testing, checking and maintenance records
for First Aid kits and safety equipment
5 years
Copies of Hazard & Incident Reports
7 years
First Aid Procedure, v5.1
Date of first issue: January 1998
Responsible Officer: Manager, OH&S
Date of last review: June 2014
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18.
TOOLS
The following tools are associated with this procedure.
•
•
•
•
•
•
19.
First Aid Assessment Tool
On-campus First Aid Assessment Form
Off-campus First Aid Assessment Form
Examples of completed First Aid Assessments
Guide to determine number of First Aid kits
First Aid kit contents lists
REFERENCES
19.1.
LEGISLATION
Health Act 1958 (Vic)
Health (Infectious Diseases) Regulations 2001
Occupational Health and Safety Act 2004 (Vic)
19.2.
MONASH UNIVERSITY OHS DOCUMENTS
Off-campus activities procedure
Information Sheet: Hepatitis B immunisation for First AidFirst Aiders
Information Sheet: Support for Staff and Students with occupational health and safety
functions
Information Sheet: Hydrofluoric Acid
Information Sheet: First Aid for Cyanide posioning
Information Sheet: Phenol
Immunisation Grid
Guide to OHS Training
OHS Induction and Training at Monash University
OHS Roles, Committees and Responsibilities
After-Hours Procedure
Procedures for immunisation
Training records
19.3.
AUSTRALIAN AND INTERNATIONAL STANDARDS
AS/NZS 2243.1: 2005 Safety in Laboratories - Planning and operational aspects
2243.2: 2006 Safety in Laboratories - Chemical aspects
2243.3: 2010 Safety in Laboratories - Microbiological aspects & containment
facilities
2243.4: 1998 Safety in Laboratories - Ionizing radiations
2243.5: 2004 Safety in Laboratories - Non-ionizing radiations –
Electromagnetic, sound and ultrasound
2243.6: 2010 Safety in Laboratories - Mechanical aspects
2243.7: 1991 Safety in Laboratories - Electrical aspects
2243.8: 2006 Safety in Laboratories - Fume cupboards
2243.9: 2009 Safety in Laboratories - Recirculating fume cabinets
2243.10: 2004 Safety in Laboratories - Storage of chemicals
AS/NZS 2982: 2010 Laboratory Design and Construction - General Requirements
AS 3745: 2010 Emergency control organization and procedures for buildings, structures
and workplaces
AS/NZS 4801:2001 Occupational Health & Safety Management Systems – specifications
with guidance for use.
OHSAS 18001: 2007 Occupational health and safety management systemsrequirements
First Aid Procedure, v5.1
Date of first issue: January 1998
Responsible Officer: Manager, OH&S
Date of last review: June 2014
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19.4.
WORKSAFE DOCUMENTS
Compliance Code First Aid in the Workplace (Edition No 1 September 2008)
19.5.
ACKNOWLEDGEMENTS
The following documents were used as references in the development of these
procedures:
Australian Resuscitation Council Policy StatementsAustralasian College of Surgeons
Parasol Active First Aid 8th Edition, 2009
Rural and Remote Health-definitions, policy and priorities. John Wakerman and John
Humphreys.
Wilderness Medicine 5th edition 2007. Paul S Auerbach
First Aid Procedure, v5.1
Date of first issue: January 1998
Responsible Officer: Manager, OH&S
Date of last review: June 2014
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20.
DOCUMENT HISTORY
Version
number
4
5
Date of first
Issue
February 2012
November 2013
5.1
June 2014
First Aid Procedure, v5.1
Date of first issue: January 1998
Changes made to document
Procedures for first aid, v4
1. Simplified title to “First aid procedure”.
2. Reference to “controlled entities” was removed from the
Scope.
3. Updated Definitions and Specific Responsibilties
sections to include only terms relevant to procedure.
4. Replaced ‘should’ with ‘must’ throughout procedure in
accordance with “OHS document control & retention
procedure” to reflect that procedures are mandatory.
5. Re-structured section on “Specific first aid modules”
6. Removed appendices and listed these documents as
hyperlinks in “Tool section” to reduce length of
document.
7. Added hyperlinks to “Tools” throughout document.
8. Updated contact details for recommended suppliers.
9. Updated contact details in Section 10: First aid reporting.
10. Updated information regarding maintenance in section
13.3: Defibrilltators
11. Updated “Records” section in accordance with “Records
management procedure”.
1. Amended the wording under Scope to “at Monash
University”.
2. In definitions changed “Monash University First Aider” to
“First Aider”, so that any reference to first aider must fulfil
the requirements listed under the definition, as it was
intended to be.
3. Changed remaining references to “Monash University
First Aider” to “First Aider”.
Responsible Officer: Manager, OH&S
Date of last review: June 2014
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MUOHSC 11/2014
OHS COMMUNICATION PROCEDURE
AS/NZS 4801
OHSAS 18001
OHS20309
SAI Global
June 2014
TABLE OF CONTENTS
1.
PURPOSE ................................................................................................................................................2
2.
SCOPE .....................................................................................................................................................2
3.
ABBREVIATIONS ....................................................................................................................................2
4.
DEFINITIONS ...........................................................................................................................................2
5.
SPECIFIC RESPONSIBILITIES ..............................................................................................................2
5.1
5.2
5.3
6.
HEADS OF ACADEMIC/ADMINISTRATIVE UNITS ....................................................................................................... 2
SUPERVISORS .................................................................................................................................................. 2
MONASH OCCUPATIONAL HEALTH & SAFETY (OH&S) ............................................................................................. 2
OHS COMMUNICATION PROCEDURE .................................................................................................2
6.1
6.2
6.3
6.4
6.5
6.6
6.7
6.8
6.9
OHS POLICY ..................................................................................................................................................... 2
MEETINGS ........................................................................................................................................................ 2
ELECTRONIC COMMUNICATION VIA EMAIL, WEBSITES ............................................................................................. 2
OHS NOTICE BOARDS ........................................................................................................................................ 3
OHS CONSULTANTS’ REPORT/NEWSLETTER.......................................................................................................... 3
OHS DOCUMENTS ............................................................................................................................................. 3
HAZARD AND INCIDENT REPORTS ........................................................................................................................ 3
OHS COMMITTEES ............................................................................................................................................. 3
FEEDBACK TO OH&S ......................................................................................................................................... 4
7.
RECORDS ................................................................................................................................................4
8.
COMPLIANCE .........................................................................................................................................4
9.
REFERENCES .........................................................................................................................................4
9.1
10.
MONASH UNIVERSITY OHS DOCUMENTS ............................................................................................................... 4
DOCUMENT HISTORY ............................................................................................................................5
OHS Communication Procedure, v1
Date of first issue: June 2014
Responsible Officer: Manager, OH&S
Date of last review: N/A
Page 1 of 5
Date of next review: 2017
21/05/14
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
1.
PURPOSE
The purpose of this procedure is to define the Monash University process for communicating
relevant OHS information to staff, students, visitors and contractors.
2.
SCOPE
These procedures apply to staff and students of Monash University and visitors and contractors
where appropriate.
3.
ABBREVIATIONS
OHS
OH&S
4.
Occupational health and safety
Monash Occupational Health & Safety
DEFINITIONS
A comprehensive list of definitions is provided in the Definitions Tool.
5.
SPECIFIC RESPONSIBILITIES
A comprehensive list of OHS responsibilities is provided in the document OHS Roles, Committees
and Responsibilities Procedure. A summary of responsibilities with respect to OHS communication
is provided below.
5.1
HEADS OF ACADEMIC/ADMINISTRATIVE UNITS
Heads of academic/administrative units must ensure that all relevant OHS information is
communicated to staff in a timely manner by ensuring that:
•
staff are aware of the OHS Communication Procedure;
•
the OHS Communication Procedure is implemented in their academic/administrative
unit; and
•
OHS is discussed regularly at meetings.
5.2
SUPERVISORS
Supervisors are responsible for ensuring that they, and the staff and students that they
supervise, follow the OHS Communication Procedure.
5.3
MONASH OCCUPATIONAL HEALTH & SAFETY (OH&S)
OH&S are responsible for making all policies, procedures, guidelines and tools available.
6.
OHS COMMUNICATION PROCEDURE
6.1
OHS POLICY
Monash University’s OHS Policy and OHS Issue Resolution Procedure must be
communicated to staff, students, visitors and contractors via:
•
•
6.2
OH&S website; and
OHS notice boards.
MEETINGS
Health and safety should be included on the agenda of meetings at faculty/divisional, unit
and work group level to allow discussion of these issues at a range of levels.
6.3
ELECTRONIC COMMUNICATION VIA EMAIL, WEBSITES
6.3.1
6.3.2
OHS Communication Procedure, v1
Date of first issue: June 2014
Information regarding health and safety issues should be circulated via email or
posted on websites at:
•
university level;
•
faculty/divisional level; and/or
•
academic/administrative unit level.
Emails and websites can be used to:
Responsible Officer: Manager, OH&S
Date of last review: N/A
Page 2 of 5
Date of next review: 2017
21/05/14
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
•
•
•
•
6.4
publicise new OHS policies and procedures and programs;
consult the university community during the development of OHS policies
and procedures;
ask for feedback; and
alert the university community or the members of a particular
academic/administrative unit to OHS hazards.
OHS NOTICE BOARDS
The following information must be communicated via OHS noticeboards:
• Names and contact details of Health & Safety representatives;
• Names and contact details of First Aiders;
• OHS Policy;
• OHS Issue Resolution Procedures; and
• “If you are injured at work” Poster.
6.5
OHS CONSULTANTS’ REPORT/NEWSLETTER
OH&S must communicate relevant information to the Monash University community. The
OHS Consultants’ report/newsletter must be updated/issued at least quarterly, but should
be updated when information changes.
Some examples of relevant information include:
•
•
•
6.6
OHS DOCUMENTS
6.6.1
All new documents produced by OH&S must be communicated to all staff via:
•
an email to Safety Officers, Health & Safety representatives and OHS
committee chairpersons;
•
local OHS committees via the Consultants’ report;
•
the OH&S web site.
Major review to existing documents must be communicated to all staff via:
•
an email to Safety Officers, Health & Safety representatives and OHS
committee chairpersons; and
•
the document history in the document appendix; and/or
•
local OHS committees; and/or
•
the OH&S web site.
Minor reviews to existing documents do not need to be communicated to all staff.
6.6.2
6.6.3
6.7
changes to OHS legislation;
changes to Monash University OHS Management System;
highlight available services such as:
 Counselling services;
 Return to work; and
 OHS training.
HAZARD AND INCIDENT REPORTS
Hazard and Incident reports represent an official form of communication under the OHS
Management System. Further details are covered in Hazard and Incident Reporting,
Investigation and Recording Procedure.
6.8
OHS COMMITTEES
6.8.1
6.8.2
6.8.3
6.8.4
OHS Communication Procedure, v1
Date of first issue: June 2014
Before each OHS committee meeting, notice of the next meeting must be
circulated to the staff and students in the area, requesting agenda items for
discussion.
Items submitted must be included on the agenda of the next meeting and the
proposer invited to the meeting for discussion of the item.
Minutes of meetings must be kept and made accessible to all staff and
postgraduate students, either on notice boards or electronically.
Minutes must be:
Responsible Officer: Manager, OH&S
Date of last review: N/A
Page 3 of 5
Date of next review: 2017
21/05/14
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
•
•
6.9
FEEDBACK TO OH&S
6.9.1
OH&S should record all feedback received from staff, students and external
parties.
This feedback should be assessed and should prompt initiatives to generate
continual improvement of the OHS Management System.
6.9.2
7.
8.
only accessible to Monash staff and students when posted on web sites;
sent to the area’s OHS Consultant/Advisor as soon as possible after the
meeting.
RECORDS
Record to be kept by
Records
To be kept for:
Academic/administrative unit
Minutes of meetings
10 years
Occupational Health and Safety
Minutes of meetings
10 years
Correspondence containing
recommendations
10 years
Consultant’s Reports
10 years
COMPLIANCE
This procedure is written to meet the requirements of:
AS/NZS 4801:2001 Occupational Health & Safety Management Systems – specifications
with guidance for use
OHSAS 18001:2007 Occupational Health & Safety Management Systems – requirements.
9.
REFERENCES
9.1
MONASH UNIVERSITY OHS DOCUMENTS
(http://www.monash.edu/ohs/topics/index.html)
OHS Roles, Committees and Responsibilities Procedure
Health and Safety Issue Resolution Procedure
OHS Communication Procedure, v1
Date of first issue: June 2014
Responsible Officer: Manager, OH&S
Date of last review: N/A
Page 4 of 5
Date of next review: 2017
21/05/14
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
10. DOCUMENT HISTORY
Version
number
1
Date of Issue
Changes made to document
June 2014
OHS Communication Procedure, v1
OHS Communication Procedure, v1
Date of first issue: June 2014
Responsible Officer: Manager, OH&S
Date of last review: N/A
Page 5 of 5
Date of next review: 2017
21/05/14
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
MUOHSC 12/2014
OHS CONSULTATION PROCEDURE
AS/NZS 4801
OHSAS 18001
OHS20309
SAI Global
June 2014
TABLE OF CONTENTS
1.
PURPOSE ................................................................................................................................................2
2.
SCOPE .....................................................................................................................................................2
3.
DEFINITIONS ...........................................................................................................................................2
3.1
3.2
4.
OHS CONSULTATION AND COMMUNICATION ...................................................................................2
4.1
4.2
4.3
5.
CONSULTATION ................................................................................................................................................ 2
PROJECT MANAGER FOR CAPITAL/MINOR WORKS PROJECTS .................................................................................. 2
AWARENESS AND IMPLEMENTATION OF CONSULTATION ......................................................................................... 2
REQUIREMENT TO CONSULT ............................................................................................................................... 2
WHEN TO CONSULT ........................................................................................................................................... 2
SPECIFIC RESPONSIBILITIES ..............................................................................................................3
5.1
5.2
5.3
SUPERVISORS AND MANAGERS ........................................................................................................................... 3
PROJECT MANAGER .......................................................................................................................................... 4
HEALTH AND SAFETY REPRESENTATIVE ............................................................................................................... 4
6.
RECORDS ................................................................................................................................................5
7.
COMPLIANCE .........................................................................................................................................5
8.
REFERENCES .........................................................................................................................................5
8.1
8.2
9.
MONASH UNIVERSITY OHS DOCUMENTS ............................................................................................................... 5
WORKSAFE DOCUMENTS .................................................................................................................................... 5
DOCUMENT HISTORY ............................................................................................................................6
OHS Consultation Procedure, v4
Date of first issue: March 2006
Responsible Officer: Manager, OH&S
Date of last review: June 2014
Page 1 of 6
Date of next review: 2017
29/04/14
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
1.
PURPOSE
The purpose of this procedure is to define the Monash University process for OHS consultation.
Effective consultation will lead to:
• decisions that take into account a wider range of ideas about OHS issues in the
workplace and how to address these issues;
• stronger commitment to decisions because everyone is involved in reaching them; and
• more openness, respect and trust because there is a better understanding of the OHS
issues and of each other’s points of view.
2.
SCOPE
This procedure applies to staff, students, visitors and contractors of Monash University.
3.
DEFINITIONS
A comprehensive list of definitions is provided in the Definitions Tool. Definitions specific to this
procedure are as follows.
3.1
CONSULTATION
Consultation involves providing information in a timely manner to the people affected,
listening to their views and taking those views into account.
3.2
PROJECT MANAGER FOR CAPITAL/MINOR WORKS PROJECTS
The project manager is the individual responsible for the day-to-day management of the
project, either from the Facilities and Services Division or the contracted company.
4.
OHS CONSULTATION AND COMMUNICATION
This section defines the OHS consultation and communication requirements at Monash University.
4.1
AWARENESS AND IMPLEMENTATION OF CONSULTATION
Heads of academic/administrative units must ensure that staff are aware of the OHS
Consultation Procedure and that this is implemented in their area;
4.2
REQUIREMENT TO CONSULT
All supervisors and managers are required to consult with their staff on matters that affect,
or are likely to affect, their health and safety.
4.3
WHEN TO CONSULT
Consultation is required:
•
when identifying and controlling OHS hazards;
•
during development of OHS documentation;
•
when changes are proposed to:
•
the workplace, for example: new buildings, alterations to existing buildings,
renovations, maintenance, repairs and minor modifications;
•
work processes that may affect the health and safety of staff and students
•
machinery/equipment, substances, processes in the workplace; and
They should consider the following:
•
disposal of the machinery/equipment or substance;
•
installation or implementation;
•
commissioning; and
•
normal use.
The manager of an area must ensure that staff authorised to initiate a minor works order
do so in consultation with:
•
the relevant occupants of the work area;
•
the Safety Officer; and
•
the Health & Safety representative.
Advice can also be sought from the OHS Consultant/Advisor of the area.
OHS Consultation Procedure, v4
Date of first issue: March 2006
Responsible Officer: Manager, OH&S
Date of last review: June 2014
Page 2 of 6
Date of next review: 2017
29/04/14
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
5.
SPECIFIC RESPONSIBILITIES
A comprehensive list of OHS responsibilities is provided in the document OHS Roles, Committees and
Responsibilities Procedure. The specific responsibilities with respect to OHS consultation and
communication are provided below:
5.1
SUPERVISORS AND MANAGERS
Consultation with Health & Safety Representatives
5.1.1
In designated workgroups with an elected Health & Safety Representative, they
must be involved in consultation.
5.1.2
Supervisors and managers must invite the Health & Safety Representative or the
deputy Health & Safety Representative to meetings where the issue is discussed;
5.1.3
If the Health & Safety representative cannot attend the meeting, the supervisor or
manager must discuss the issue with the Health & Safety Representative at their
earliest convenience.
Absence of a Health & Safety Representative
Where a Health & Safety Representative has not been elected it is recommended that
staff be consulted directly.
Consultation with staff
5.1.4
Supervisors and managers must consult with staff, who are likely to be affected
by the OHS issue in a timely manner.
5.1.5
Relevant OHS issues should be discussed at all staff meetings.
5.1.6
Consultation with staff affected by the OHS issue must involve:
•
providing timely information in a form that can be understood by staff;
•
giving staff a reasonable opportunity to express views about the matter;
and
•
taking those views into account.
Consultation with contractors
OHS related consultation must include contractors and any employees of the contractors
who perform work over which the supervisor or manager has control.
Communication with visitors
Visitors who are likely to be affected by the OHS issue must be provided with timely
information in a form that can be understood.
Communication with students
Students who are likely to be affected by the OHS issue must be provided with timely
information in a form that can be understood.
Consultation with project managers
Supervisors and managers are responsible for ensuring that adequate and appropriate
consultation occurs with the project managers of work conducted in their area.
OHS Consultation Procedure, v4
Date of first issue: March 2006
Responsible Officer: Manager, OH&S
Date of last review: June 2014
Page 3 of 6
Date of next review: 2017
29/04/14
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
5.2
PROJECT MANAGER
When managing changes to the workplace a Project Manager must:
•
consult with the manager of the area on matters that affect health and safety;
•
provide information regarding the workplace changes to the:
•
Health & Safety Representative;
•
Manager of the area; and
•
OH&S;
•
organise and attend safety review and sign off meetings in conjunction with the
academic/administrative unit and the local safety personnel; and
•
incorporate items into building plans as agreed at safety review meetings.
5.3
5.3.1
5.3.2
OHS Consultation Procedure, v4
Date of first issue: March 2006
HEALTH AND SAFETY REPRESENTATIVE
Health & Safety representatives should consult with staff.
Consultation with staff affected by the OHS issue must involve:
•
providing timely information in a form that can be understood by staff;
•
giving staff a reasonable opportunity to express views about the matter;
and
•
taking those views into account.
Responsible Officer: Manager, OH&S
Date of last review: June 2014
Page 4 of 6
Date of next review: 2017
29/04/14
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
6.
RECORDS
Records of consultation must be retained for the specified timeframe.
Record to be kept by
Records
To be kept for:
Academic/administrative unit
Minutes of meetings
Indefinitely
Facilities and Services
Minutes of meetings
Indefinitely
Copy of plans and correspondence
containing recommendations
Indefinitely
Minutes of meetings
Indefinitely
Correspondence containing
recommendations
Indefinitely
Occupational Health and Safety
7.
COMPLIANCE
This procedure is written to meet the requirements of:
Occupational Health and Safety Act (2004)
Occupational Health and Safety Regulations (2007)
AS/NZS 4801:2001 Occupational Health & Safety Management Systems – specifications
with guidance for use
OHSAS 18001:2007 Occupational Health & Safety Management Systems – requirements.
8.
REFERENCES
8.1
MONASH UNIVERSITY OHS DOCUMENTS
(http://www.monash.edu/ohs/topics/index.html)
OHS Roles, Committees and Responsibilities Procedure
OHS Risk Management Procedure
Health and Safety Issue Resolution Procedure
8.2
WORKSAFE DOCUMENTS
Your health and safety guide to consultation Edition 2, June 2007
OHS Consultation Procedure, v4
Date of first issue: March 2006
Responsible Officer: Manager, OH&S
Date of last review: June 2014
Page 5 of 6
Date of next review: 2017
29/04/14
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
9.
DOCUMENT HISTORY
Version
number
3
4
Date of Issue
Changes made to document
August 2010
June 2014
Procedure for OHS Consultation, v3.1
1. Removed compliance elements from purpose
2. Explained the purpose for consultation in the purpose
3. Broadened the scope to better capture all of Monash’s
activities
4. Removed abbreviations section
5. Removed most definitions and directed to OHS
Definitions document
6. Only included specific responsibilities relevant to this
procedure
7. Removed a large section addressing project
management as most of it was irrelevant to OHS
consultation.
8. Removed large sections not relevant to OHS
consultation and covered in other documents.
9. Combined the Overview section with the Procedure
section.
10. Simplified the language used so that it is easier to read
and less quoting the OHS Act verbatim.
11. Added Compliance section to list all of the requirements
removed from the Purpose.
OHS Consultation Procedure, v4
Date of first issue: March 2006
Responsible Officer: Manager, OH&S
Date of last review: June 2014
Page 6 of 6
Date of next review: 2017
29/04/14
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
MUOHSC 13/2014
Wellbeing @ Monash MUOHSC report
Meeting 2, June 2014
University Wellbeing KPI achievements
Wellbeing, as part of occupational health in OHS, focuses on 4 key areas to support and
improve the health of Monash staff. These include providing a wide range of programs
incorporating physical activity, mental health, nutrition and general health.
A target of 30% partcipation in at least one wellbeing activity was set for 2013. Monash
University achieved an average of 33%.
The following tables show participation of staff who participated in at least one wellbeing
activity throughout the year as a percentage of the total tenured/fixed term staff.
For 2014 faculties and divisions should aim for a 30% target (i.e at least 7.5% per quarter).
Contact: Anne Ohlmus, Wellbeing @ Monash Coordinator, OHS
Contact: Anne Ohlmus, Wellbeing @ Monash Coordinator, OHS
The chart below shows overall participation of all staff who have completed wellbeing activities
for 2014. If a staff member has participated in 3 events for the year, their participation will be
indicated three times in the chart below.
Total Participation in Wellbeing Activities
2014 - YTD
General Health Cluster
Nutrition Cluster
Mental Health Cluster
Physical Health Cluster
500
450
400
350
300
250
200
150
100
50
0
General
Mindfulness Managing
Self
Participation
Mental Health Improvement
General
Health
SWAP
Program
Mental Health
Wellbeing newsletter readership - 2014
January:
February:
March:
785
2570
2900
Wellbeing website
Website page
Wellbeing homepage
Employee Benefits Page
Employee benefits brochure (download)
Staff discounts
SWAP
SWAP brochure (download)
Healthsmart brochure (download)
Health revolution
Q1
3138
2193
4004
2380
1518
6698
1238
1187
Contact: Anne Ohlmus, Wellbeing @ Monash Coordinator, OHS
Sports
Healthy Eating General
Membership
Participation
Physical Health
MUOHSC 14/2014
Facilities & Services Division - Fire Risk Management Committee
The Fire Risk Management Committee of the Facilities & Services Division (FSD) utilises a strategic
risk management approach in assessing the fire risk of buildings on each Australian Monash
University campus.
Each campus building is required to be maintained to the relevant standards and codes at the time
they were built. The Division provides ongoing monitoring to ensure the fire protection systems of
campus buildings are maintained to the applicable standards and codes relevant to the building whilst
seeking to upgrade systems to reduce the overall fire risk of the university’s buildings. The priority of
the committee is life safety.
The Committee performs ongoing monitoring and review of potential fire risk issues. In addition, the
Committee provides guidance, prioritisation and allocation of fire risk funding and spending through
the application of a Fire Risk Management Tool.
Fire Risk Management Tool
The Fire Risk Matrix Tool has been developed for use within the Division and is designed to inform
the fire risk categorisation of campus buildings. The listing is intended to guide the prioritisation of
funding, planning and works as it incorporates a range of different rating factors to the specifics of
each university building.
The Fire Risk Matrix is designed to be a general guidance tool, and is not used as a substitute for
detailed fire risk engineering assessment
A number of categories are used to determine the fire risk rating of a building including:
Number of levels
Use of building (room type)
Space quality of building
Condition of building and fire protection systems
Group of 8 benchmarking
Details contained in the Fire Risk Matrix are obtained from the Campus Summary Report provided by
the Space Management Unit, and annual TEFMA reporting.
The matrix is updated every 3-4 months as building details are subject to ongoing review and change.
Fire Risk Management Committee - Composition
The Fire Risk Management Committee meets on a quarterly basis to review the monitoring and
management of potential fire risks.
The Committee membership is as follows:
Stephen Davey
Paul Barton
Aldo Gangi
Martin Vause
Brendon Robinson
Bradley Williamson
John Tsiros
David Williams
Fire Risk Management
Executive Director, Facilities & Services Division (Chairperson)
Director, OHS & Environment
Manager, Maintenance & Minor Works (MMW)
Manager, Maintenance & Minor Works Planning
Director, Capital Works
Director, Strategic Planning & Development
Principal Occupational Health & Safety (OHS) Consultant
Risk & Compliance Officer (Secretary)
June 2014
OHS Committee Update
Agenda items for the Committee include, but are not limited to:
Statistics on Fire Alarms
The Maintenance & Minor Works area provides the Committee with details of fire alarms for all
Monash University Australian campuses. Details provided include alarms triggered by actual fire,
contractor fault, faulty detector, faulty equipment, food preparation, occupant fault, student fault
and other / unknown faults. In addition, the statistics also highlights details of malicious /
deliberate incidents.
These statistics enable the Committee to monitor buildings with high frequencies of evacuations due
to false alarms and prioritise mitigating works where applicable.
Fire Start Incidents
The OHS unit presents details of reported actual and potential fire start incidents to the Committee.
The reporting includes hazard and report type classifications that indicate which incidents were
actual fires or fire risk situations (e.g.: hazard, near miss)
Building Evacuation Statistics
The Committee is provided with details of statistics relating to building evacuations by the OHS unit.
The OHS consultants and advisors actively stress the importance of compliance with the Monash
building evacuation requirements and the need to conduct the required number of building
evacuations.
The OHS unit provides support to building wardens in undertaking trial evacuations in a timely
manner.
Essential Services Maintenance
Details of Essential Services Maintenance are provided to the Committee through the Verified
system, which manages and monitors essential services maintenance and provides a proactive
view of the status of each building. Data obtained from Verified is presented to Maintenance &
Minor Works meetings on a monthly basis for monitoring and action, where required.
Sign-off of Essential Services Maintenance is completed for each campus in September on an
annual basis.
Emergency & Evacuation Diagrams
The Strategic Planning area is responsible for the review, preparation, drawing and distribution of
emergency and evacuation plans in each of the buildings on all campuses.
The Committee is currently monitoring the progress of updating of emergency and evacuation
diagrams, and providing guidance and decision-making when required.
Fire Risk Management
June 2014
OHS Committee Update