Monash University Occupational Health & Safety Committee (MUOHSC)
Meeting:
Date:
Venue:
3/2014
Thursday, 18th September at 10.00am
Health & Wellbeing Seminar Room 1171, 1st Floor, Campus Centre Bldg. 10,
Clayton Campus
Meetings of the Monash University Occupational Health and Safety Committee are attended by
Management Representatives, Employee Representatives and Observers.
Apologies to be emailed to Lynne.Peterson@monash.edu
Lynne Peterson
Minute Secretary
September 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 2/2014 held on
th
Thursday, 19 June 2014.
For Confirmation – The Chairperson
1.4
MEMBERSHIP
Following the last meeting, the Executive Secretary was notified that Louise
Francis will represent Margaret Murphy, Management Representative Faculty of
Business & Economics, on this committee until the end of 2014.
For Noting
1.5
2.
URGENT BUSINESS AND STARRING OF ITEMS
MATTERS ARISING FROM PREVIOUS MINUTES
2.1
MONASH UNIVERSITY OCCUPATIONAL HEALTH & SAFETY PLAN 2013
(MINUTES - ITEM 2.2)
At the last meeting, the Executive Secretary explained that OHS were developing
an online system to enable staff to submit their OHS Plans online and if completed,
he would demonstrate the system at the meeting. The Executive Secretary to
update members.
For Discussion – The Executive Secretary
2.2
S.A.R.A.H. (SAFETY AND RISK ANALYSIS HUB) (MINUTES - ITEM 3.6)
At the last meeting a query was raised as to whether automatic notification would
be sent to Health and Safety Representatives when a hazard or incident has been
submitted. OHS were to look at this option. The Executive Secretary to speak to
this item.
For Discussion – The Executive Secretary
Agenda 3-2014
AUTHOR: MANAGER, OH&S
PAGE 1 OF 4
1/9/14
3.
REGULAR BUSINESS
3.1
REPORTS FROM SUB-COMMITTEES
A report from the Institutional Biosafety Committee (IBC) for 2013/2014 is attached.
3.2
15/2014
MONASH UNIVERSITY OHS PROGRESS REPORT
The Monash University OHS Progress Report is attached:
16/2014
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
Ergonomic Design Procedure
3.3.2
OHS Audit Procedure
3.3.3
OHS Roles, Responsibilities & Committees Procedure
3.3.4
Office Ergonomic Guidelines
3.3.5
Using Chemicals Procedure
3.3.6
Using Ionising Radiation Procedure
For Noting
3.4
17/2014
18/2014
19/2014
20/2014
21/2014
22/2014
AUDITS
Audits were conducted for the following areas:
3.4.1
Internal
• Department of Accounting - OHS Roles, Committees and Responsibilities
• Faculty of Law - OHS Roles, Committees and Responsibilities
3.4.2
OHS Management System Surveillance Accreditation Audits
•
•
•
•
•
•
•
•
•
•
•
For Noting
Agenda 3-2014
Occupational Health & Safety, Facilities & Services Division
Property & Venue Services, Facilities & Services Division
Monash Sport, Campus Community Division
Berwick Campus Emergency Management
Centre for Nanofabrication, Provost Portfolio
Procure to Payment, Services Office of the VP
Campus Security, Facilities & Services Division
Southern Clinical School, Medicine Nursing & Health Sciences
Monash Biomedical Imaging, PVC (Research)
Central Clinical School, Medicine Nursing & Health Sciences
Capital Works, Facilities & Services Division
AUTHOR: MANAGER, OH&S
PAGE 2 OF 4
1/9/14
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 update members.
For Discussion – Paul Barton
3.7
WELLBEING
A University Wellbeing report is attached.
For Noting
4.
23/2014
NEW BUSINESS
4.1
S.A.R.A.H. REPORT – BREAKDOWN OF HAZARD AND INCIDENT STATISTICS
The Executive Secretary will speak to this item.
24/2014
(To be tabled)
For Discussion – The Executive Secretary
4.2
RADIATION ADVISORY COMMITTEE
The Executive Secretary will speak to this item.
For Discussion – The Executive Secretary
4.3
RADIATION AMENDMENT ACT 2013
The Executive Secretary will speak to the attached.
For Discussion – The Executive Secretary
4.4
NATIONAL CODE OF PRACTICE FOR CHEMICALS OF SECURITY CONCERN
The Executive Secretary will speak to the attached.
For Discussion – The Executive Secretary
5.
25/2014
26/2014
NEXT MEETING
Date:
Time:
Venue:
Agenda 3-2014
rd
Wednesday, 3 December 2014
10.00am
Room 407/408, 4th Floor, New Horizons Bldg. 82, Clayton Campus
AUTHOR: MANAGER, OH&S
PAGE 3 OF 4
1/9/14
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)
Louise Francis
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 3-2014
AUTHOR: MANAGER, OH&S
PAGE 4 OF 4
1/9/14
MUOHSC 15/2014
Monash University
Institutional Biosafety Committee (IBC)
Report to the Occupational Health and Safety
Committee
September 2014
Table of Contents
2
3
4
5
6
Introduction......................................................................................................................... 3
Membership........................................................................................................................ 4
Secretariat support to the IBC ......................................................................................... 5
Services to external organizations ................................................................................. 5
Business activities in 2013 /14 ........................................................................................ 5
6.1 Review of applications .................................................................................... 6
6.2 Certified Facilities ............................................................................................ 7
6.2.1 Types of Certified Facilities....................................................................... 7
6.2.2 Inspection of certified facilities .................................................................. 8
Page 2 of 8
1
Executive Summary
This report details the activities of the Monash University Institutional Biosafety Committee
(IBC) for the period 1 July 2013 to 30 June 2014.
The report includes information on the following topics:
•
General IBC purpose, membership and support;
•
Activities of the IBC during the last year; review of applications, certification and
inspection of facilities, services to external organisations;
2
•
Information on Gene Technology regulation updates for the year;
•
Other important items to be reported.
Introduction
The IBC is a sub-committee of the Monash Research Committee.
The primary function of the IBC is to assess and classify applications where the research
involves manipulation of DNA using recombinant DNA technology and the subsequent
development of genetically modified organisms (GMOs). In addition, the committee reviews
high risk activities involving biohazardous micro-organisms, as required.
The Monash IBC fulfils the prerequisites of an “IBC” as required by the Act and Gene
Technology Regulations 2001 (‘the Regulations’), which are enforced by the Office of the
Gene Technology Regulator (OGTR).
Page 3 of 8
3
Membership
The Guidelines for Accredited Organisations require that the committee comprises of a Chair,
an independent member, and members experienced in the type of research being reviewed.
The membership of the committee has remained consistent under the guidance of the Chair,
Professor Kate Loveland and Deputy Chair, Dr David Nikolic-Paterson.
The details of IBC membership for 2013/14 are summarised below in Table 1. Three new IBC
members (A/Prof Sureshkumar Balasubramanian, Dr John Boyce, Prof Steven Gerondakis)
were appointed in the last 12 months.
Table 1: Monash University IBC membership in 2013/14
Member
Chair
Professor Kate Loveland
Deputy Chair
A/Prof David NikolicPaterson
Ms Margery Kennett
Department Affiliation and/or
Category of Expertise
Biochemistry & Molecular Biology and
Anatomy & Developmental Biology
Department of Medicine, MMC;
Animal Models
Independent member
Dr John Boyce
Microbiology
Dr Mark Prescott
Biochemistry & Molecular Biology
Dr Claire Hirst
Australian Regenerative Medicine
Institute
Genetics; Fly Biology
Independent Person
Dr Richard Burke
A/Prof Sureshkumar
Balasubramanian
A/Prof Helen Irving
Plant Biology
Prof Steven Gerondakis
Australian Centre for Blood Diseases
Dr Lina Wang
Australian Regenerative Medicine
Institute (ARMI)
Monash Institute of Medical Research
(MIMR)
Burnet Institute
Baker IDI Heart & Diabetes Institute
Baker IDI Heart & Diabetes Institute
Prince Henry’s Institute
OHSE
Dr Patrick Western
Representatives
from External
Organisations
Mr Gary Jamieson
Dr Helen Kiriazis
Dr Karly Sourris
Dr Rowena Lavery
Dr Bernadette Hayman
Dr Simon Barrett
Secretary
Mrs Eleni Filippidis
Ms Sonali Samarasekera
Pharmaceutical Biology
Research Ethics and Compliance,
MRO
Research Ethics and Compliance,
MRO
Page 4 of 8
4
Secretariat support to the IBC
The secretariat functions of the IBC have been conducted by Mrs Eleni Filippidis and Ms
Sonali Samarasekera from within the Monash Research Office.
5
Services to external organizations
In the year spanning 1 July 2013 to 30 June 2014, the Monash University IBC continued to act
as IBC for the following external organisations:
6
•
Baker IDI Heart & Diabetes Institute
•
Burnet Institute
•
Prince Henry’s Institute
•
Synchrotron Light Source Pty Ltd
Business activities in 2013 /14
The Monash University IBC conducts the majority of its business out of session and face-toface meetings are scheduled each year to discuss important matters, changes in regulations
or new initiatives. The committee has met two times in the last year. In November 2013 and
March 2014.
OGTR Audits
In December 2013, the OGTR conducted an announced audit of one licenced dealing
(Dealing Not involving Intentional Release), three Notifiable Low Risk Dealings and several
certified facilities being used to conduct this work.
The licenced dealing was ‘DNIR 106: Genetics and Pathogenesis of the Clostridia’ under Prof
Julian Rood. The laboratories inspected were in Buildings 75, 76 and 77 and one Glasshouse
at the Plant Sciences Complex.
The auditors were very impressed with the facilities and practices we have here at Monash
University. There were no non-compliances raised as part of these audits, however, there
was one ‘inconsistency’ raised against the conditions of the licenced dealing. The Rood group
changed their waste practices from ‘autoclaving on site’ to using a waste contractor,
SteriHealth, to dispose of the GMOs generated under the licenced dealing. According to the
conditions of licence, ‘the licence holder must inform all persons undertaking licenced dealings
of any conditions that apply to them….and obtain an appropriate signed statement’. Under the
Page 5 of 8
current licence this condition also applies to the waste contractor handling GMOs. In this
case, the group had provided the waste contractor account manager with a copy of the licence
and requested an email confirming the licence conditions had been passed onto drivers and
waste handlers within the organisation. Unfortunately, in order to fully comply with the
condition, a signed statement was required from each staff member (drivers and handlers).
We informed the auditors that whilst we understood why the email, in lieu of a signed
statement, didn’t strictly comply, it was also important to note that having a physically signed
statement from all staff within an organisation may not be practical. The OGTR have advised
that they will take this into consideration for future licences issued and at this stage, there was
no remedial action required.
6.1
Review of applications
Work involving the use of GMOs is divided into six categories referred to in the Act as
“Dealings”. These are classified according to their level of associated risk and are outlined in
Table 2 below.
Table 2: Types of Dealing and their requirements
Type of Dealing
Containment Level
Exempt
Minimum PC1 (not
OGTR certified)
PC1 – NLRD*
Minimum PC1
PC2 – NLRD*
Minimum PC2
PC3-NLRD*
Minimum PC3
DNIR*
Minimum PC2
DIR*
Minimum PC2
Criteria / Requirements
Minimal risk
Approved by IBC; OGTR notified in
annual report
Low risk
Dealings approved by IBC; OGTR
notified in annual report
Moderately higher risk
Dealings approved by IBC; OGTR
notified in annual report
High risk
Dealings approved by IBC; OGTR
notified in annual report
Higher risk
Licence issued by OGTR
Highest risk
Licence issued by OGTR
* NLRD: Notifiable Low Risk Dealings
* DNIR: Dealings not involving international release of the GMO into environment
* DIR: Dealings involving international release of GMO into environment
The review of dealings continues to be conducted via an online forum for the Monash IBC and
the members’ approval of dealings is facilitated via the electronic review process.
Page 6 of 8
New applications are uploaded by the IBC Secretary after an assessment of completeness
and made available for members to post their comments. Comments are then returned to
researchers to address, after which the application is returned to the Chair/Deputy Chair for
final approval. This forum provides a user- and environment-friendly interactive pathway for
members to voice queries and discuss clarifications required of the researchers, allowing
these to be addressed promptly, prior to final approval by the IBC Chair.
In 2013/14, the IBC reviewed a total of 139 Dealings as outlined in Table 3, which is higher
than the numbers reviewed in 2013/14. As part of the update to the Regulations in 2011, the
OGTR enforced a 5 year time limit on all Notifiable Low Risk Dealings (NLRDs). This has
meant that the IBC has to reassess all dealings approved prior to September 2011 when the
new regulation came into effect. The increase in the number of dealings reviewed in the last
year is partly due to this process. It is anticipated that the number of dealings reviewed will be
similar in subsequent years due to this 5 year mandatory expiration of approvals. We have
taken this opportunity to ask researchers to close off dealings which are no longer being
conducted and to try and consolidate as much of their work as they can. This is particularly
useful for PC1 GMOs which cover transgenic and knockout mice and rats.
To date, of the 486 ongoing dealings which required re-approval, 279 have been reviewed. Of
those, 117 dealings have been closed off without a new approval being reissued due to the
work no longer taking place or due to consolidation of the work into another dealing.
Table 3: Total number of Dealings reviewed by the IBC in 2013/14
Type of Dealing
2013/14
2012/13
Exempt
24
22
PC1-NLRD
75
46
PC2-NLRD
40
42
PC3-NLRD
0
0
DNIR
0
2
DIR
0
0
Total
139
112
6.2
Certified Facilities
6.2.1
Types of Certified Facilities
It is a requirement of the Act and the Regulations that all work with GMOs is carried out in
contained facilities.
Page 7 of 8
Levels of Physical Containment are divided into four groups, PC1 through PC4, according to
increasing level of physical containment. The requirements for each of these categories are
summarised in Table 4.
Table 4: Types of contained facilities, their requirements and facilities at Monash
PC Level
Total No. at Monash
PC1
OGTR
Inspected By
Certification
Yes
None
PC2
Yes
IBC
132
*PC2 Large Scale
Yes
IBC
1
PC3
Yes
OGTR
2
PC4
Yes
OGTR
0
25
160
* PC2 Large Scale: certified for work involving greater than 25 Litres of GMO culture
6.2.2
Inspection of certified facilities
It is a requirement of the Act and the Regulations that all PC2 and PC3 facilities are inspected
by the IBC once every 12 months by the accredited organisation. The OGTR also inspects
PC3 facilities during routine audits and when the certification is due to expire (every 5 years).
The IBC continues to inspect all new PC facilities and all PC facilities requiring recertification.
In 2013/14 the following were inspected against the relevant Guidelines for Certification and
subsequently certified:
•
3 PC1 Facilities – all in Building 13E, Clayton
•
8 PC2 Facilities – 7 in Building 17, Clayton and one in the Manning Building,
Parkville
Members of the Research Compliance Office, on behalf of the IBC, have also been engaged
to oversee plans and construction of a new multi-purpose laboratory in the Ground Floor of
Building 17 which will be certified against both the Gene Technology and Quarantine
Regulations and will encompass work of a variety of different areas within the School of
Biological Sciences including experiments with plants and different types of invertebrates.
Page 8 of 8
MUOHSC 16/2014
Monash University OHS Progress Report
Quarter 2, 2014
Table of Contents
Incidents and Hazards ......................................................................................................... 2
Unacceptable Behaviour ..................................................................................................... 6
WorkSafe Reports Summary ............................................................................................... 7
Building Evacuations ........................................................................................................... 8
Audits .................................................................................................................................. 9
Induction ............................................................................................................................ 10
OHS Training ..................................................................................................................... 11
Wellbeing........................................................................................................................... 12
MUOHSC Progress Report – Qtr 2/2014
AUTHOR: MANAGER, OH&S
Page 1 of 12
01/08/2014
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.
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.
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
2011
2012
2013
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
Quarter 4
Quarter 3
Quarter 2
Quarter 1
0
2014
This illustrates the normal fluctuations experienced in previous years. It is anticipated that all
reports will increase with the introduction of the online hazard and incident reporting system.
MUOHSC Progress Report – Qtr 2/2014
AUTHOR: MANAGER, OH&S
Page 2 of 12
01/08/2014
Total Percentage Report per FTE
(Quarter 3, 2013 - Quarter 2, 2014 Rolling Year)
Injury Illness per FTE
Vice-Chancellor & President
Faculty of Medicine Nursing & Health Sci
Faculty of Education
Faculty of Science
Vice-President (Services)
Faculty of Pharmacy & Pharmaceutical Sci
Provost & Senior Vice-President
Faculty of Engineering
Faculty of Information Technology
CIO & Vice-President (Information)
Chief Financial Officer & Senior VP
Chief Operating Officer & Senior VP
Faculty of Arts
Vice-President (Marketing & Comm)
Faculty of Business & Economics
Faculty of Law
Monash Affiliated Organisations
Faculty of Art Design & Architecture
Near Miss per FTE
Hazard per FTE
Area FTE, 124
Area FTE, 1622
Area FTE, 214
Area FTE, 429
Area FTE, 353
Area FTE, 260
Area FTE, 541
Area FTE, 357
Area FTE, 130
Area FTE, 660
Area FTE, 203
Area FTE, 183
Area FTE, 412
Area FTE, 125
Area FTE, 508
Area FTE, 109
Area FTE, 36
Area FTE, 90
0.00
0.05
0.10
0.15
0.20
Number of reports per 100 FTE
MUOHSC Progress Report – Qtr 2/2014
AUTHOR: MANAGER, OH&S
Page 3 of 12
01/08/2014
Injury / Illness Reported
Injury / Illness
180
160
140
Axis Title
120
100
80
60
40
20
2010
2011
2012
2013
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
Quarter 4
Quarter 3
Quarter 2
Quarter 1
0
2014
Hazards & Near Misses Reported
Near Miss
Hazard
160
Number of Incidents
140
120
100
80
60
40
20
2010
2011
2012
2013
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
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.
MUOHSC Progress Report – Qtr 2/2014
AUTHOR: MANAGER, OH&S
Page 4 of 12
01/08/2014
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
10
9
8
7
6
5
4
3
2
1
0
Qtr1
Qtr2
Qtr3
Qtr4
Qtr1
Qtr2
2012
Accepted
No of claims
2012 2013
26
25
Qtr3
Qtr4
Qtr1
2013
Qtr2
2014
2014
10
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%
Strain/Sprain
35
57%
Stress
4
7%
Laceration
5
8%
Fracture
6
10%
Contusion
10
16%
MUOHSC Progress Report – Qtr 2/2014
AUTHOR: MANAGER, OH&S
Page 5 of 12
01/08/2014
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 no injury has 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
Qtr3 Qtr1 Qtr2 Qtr3 Qtr4 Qtr1 Qtr2 Qtr3 Qtr4 Qtr1 Qtr2 Qtr3 Qtr4 Qtr1 Qtr2 Qtr3 Qtr4 Qtr1 Qtr2
2009
2010
MUOHSC Progress Report – Qtr 2/2014
2011
2012
AUTHOR: MANAGER, OH&S
2013
2014
Page 6 of 12
01/08/2014
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
Type of
report
Reference
No.
Area
Issue
Status/Action Required
6/05/2014
Notification
060514-06BH-LGH
New
Horizons
Mixing of waste
chemicals by a
student caused a
chemical reaction
which created
enough force to
remove the lower
sliding doors from
a vented cabinet.
Doors were not
damaged and
injury was not
caused.
Student disposed
of chemical
waste into a
contaminated
waste bottle in
fume cabinet.
Caused volatile
reaction as bottle
was sealed and
internal pressure
built up sufficient
to break the
bottle. Cabinet
sash damaged
but injury was not
caused.
Detailed investigation
undertaken to determine
gaps in current procedure
and modification to include
identified controls.
9/05/2014
Notification
090514-38BH-GA
Chemical
Engineering
Lab,
Building 37,
Clayton
WorkSafe Notices were
not issued.
Detailed investigation
undertaken to determine
gaps in current procedure
and modification to include
identified controls.
WorkSafe did not attend or
investigate.
Both incidents have subsequently been investigated and appropriate actions implemented to
mitigate future risk. The controls include:
•
•
•
•
•
•
vented caps for waste containers;
clarification on use of waste containers;
standardised labelling;
refresher training;
improved supervision; and
dissemination of hazard alert.
MUOHSC Progress Report – Qtr 2/2014
AUTHOR: MANAGER, OH&S
Page 7 of 12
01/08/2014
Building Evacuations
Building evacuations are required to ensure that stakeholders within the building are aware and
able to respond to those emergencies in the safest and timeliest way possible. For buildings
controlled by Monash (Category A), an evacuation is required each semester. For those buildings
not under Monash control or otherwise identified (Category B), 1 evacuation per year is required.
All false alarms and genuine emergencies which result in an evacuation are included.
2 evacuations required per year (category A buildings)
Semester 1
Semester 2
Semester 1
Semester 2
2014
Semester 1
2013
Semester 2
2012
Semester 1
Campus
2011
Berwick
64%
64%
64%
64%
100%
100% 100%
Caulfield
85%
38%
92%
62%
100%
100% 100%
Clayton
49%
60%
81%
75%
98%
100% 100%
Notting Hill
100% 100%
100%
0%
100%
100% 100%
Parkville
100% 100%
100%
100%
100%
100% 100%
Peninsula
47%
63%
74%
53%
100%
100% 100%
Total
60%
60%
80%
71%
99%
100% 100%
1 evacuation required per year (category B buildings)
Campus
Alfred
2011
50%
2012
50%
2013 2014
100% 100%
Clayton
30%
60%
100% 100%
Peninsula
0%
0%
100% 100%
Total
48%
57%
100% 100%
MUOHSC Progress Report – Qtr 2/2014
AUTHOR: MANAGER, OH&S
Page 8 of 12
01/08/2014
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.
Areas audited in quarters 1 and 2, 2014 were:
Faculty/Division
Faculty of Law
Faculty of Medicine Nursing & Health Sciences
Chief Operating Officer & Senior VP
Vice President (Services)
School
Faculty of Law
School of Primary Health
Care
Monash HR
Campus Community Division
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, no audits were scheduled.
MUOHSC Progress Report – Qtr 2/2014
AUTHOR: MANAGER, OH&S
Page 9 of 12
01/08/2014
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
Fixed Term & Tenured
Adjunct, Honorary, Casual,
Inducted >
Sessional
Inducted
>4
Weeks,
48, 16%
4 Weeks,
91, 7%
Not
Inducted,
60, 21%
Inducted
<= 4
Weeks,
182, 63%
Inducted
<= 4
Weeks,
204, 15%
Not
Inducted,
1057, 78%
Active fixed term and tenured staff induction
performance by employment start date
Active Inductee
Lapsed Inductee
Not Inducted
350
Total number of staff
300
250
200
150
100
50
0
Quarter 1, Quarter 2, Quarter 3, Quarter 4, Quarter 1, Quarter 2, Quarter 3, Quarter 4, Quarter 1, Quarter 2,
2012
2012
2012
2012
2013
2013
2013
2013
2014
2014
Calendar 2012
Calendar 2013
Calendar 2014
The above chart illustrates completed inductions for active fixed term and tenured staff for the
quarter in which they commenced employment.
Note that these results do not necessarily reflect only changes to total staffing numbers, as the
frequency of turnover of staff is also relevant, but cannot be illustrated in this chart.
MUOHSC Progress Report – Qtr 2/2014
AUTHOR: MANAGER, OH&S
Page 10 of 12
01/08/2014
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 Quarter for
Monash University
First Aid & Emergency Preparedness
OHS Essentials
OHS Specialised
Wellbeing
2000
1800
1600
1400
1200
1000
800
600
400
200
0
1191
211
180
34
112
222
318
191
75
363
249
118
232
289
183
319
312
50
100
128
152
144
202
243
Quarter 1, 2013 Quarter 2, 2013 Quarter 3, 2013 Quarter 4, 2013 Quarter 1, 2014 Quarter 2, 2014
Calendar 2013
Calendar 2014
The table below lists the courses relevant to the abovementioned categories:
First Aid &
Emergency
Preparedness
OHS Essentials
OHS Specialised
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
MUOHSC Progress Report – Qtr 2/2014
•
•
•
•
•
•
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 12
01/08/2014
Wellbeing
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).
MUOHSC Progress Report – Qtr 2/2014
AUTHOR: MANAGER, OH&S
Page 12 of 12
01/08/2014
MUOHSC 17/2014
ERGONOMIC DESIGN PROCEDURE
AS/NZS 4801
OHSAS 18001
OHS20309
SAI Global
September 2014
TABLE OF CONTENTS
1.
PURPOSE ...........................................................................................................................................3
2.
SCOPE ................................................................................................................................................3
3.
ABBREVIATIONS ...............................................................................................................................3
4.
DEFINITIONS ......................................................................................................................................3
4.1
4.2
4.3
4.4
4.5
4.6
4.7
5.
ACTIVITY BASED WORK (ABW ) ....................................................................................................................... 3
HEAD TO HEAD DISTANCE ............................................................................................................................. 3
PROJECT MANAGER ..................................................................................................................................... 3
SMARTPHONE ............................................................................................................................................. 3
SIT-TO-SIT (ADJUSTABLE HEIGHT) DESK ......................................................................................................... 3
SIT/STAND DESK ......................................................................................................................................... 4
TABLET ...................................................................................................................................................... 4
SPECIFIC RESPONSIBILITIES..........................................................................................................4
5.1
5.2
5.3
HEADS OF ACADEMIC/ADMINISTRATIVE UNITS .................................................................................................. 4
MONASH OCCUPATIONAL HEALTH & SAFETY (OH&S) ........................................................................................ 4
PROJECT MANAGERS ................................................................................................................................... 4
6.
USE OF THIS PROCEDURE ..............................................................................................................4
7.
WORK AREA ANALYSIS ...................................................................................................................5
7.1
7.2
7.3
7.4
8.
DESK DESIGN ....................................................................................................................................6
8.1
8.2
8.3
8.4
8.5
8.6
8.7
8.8
8.9
9.
SHAPE OF DESKS ........................................................................................................................................ 6
STRENGTH OF DESK .................................................................................................................................... 7
EDGES, CORNERS AND DESK THICKNESS........................................................................................................ 7
DESK LENGTH ............................................................................................................................................. 7
DESK DEPTH ............................................................................................................................................... 7
DESK HEIGHT FOR SEATED TASKS ................................................................................................................. 7
LEG SPACE ................................................................................................................................................. 7
CABLE MANAGEMENT ................................................................................................................................... 8
SIT/STAND DESKS........................................................................................................................................ 8
RECEPTION DESKS ..........................................................................................................................8
9.1
9.2
9.3
9.4
9.5
9.6
9.7
10.
SPACE ....................................................................................................................................................... 5
CIRCULATION SPACES .................................................................................................................................. 5
STORAGE SPACES ....................................................................................................................................... 5
HEAD TO HEAD DISTANCES ........................................................................................................................... 6
DESK/HOB HEIGHT ....................................................................................................................................... 8
DESK DEPTH ............................................................................................................................................... 9
MONITOR TYPE............................................................................................................................................ 9
FOOT REST ................................................................................................................................................. 9
HARD DRIVE ............................................................................................................................................... 9
DOCUMENT STORAGE .................................................................................................................................. 9
SECURITY................................................................................................................................................. 10
COMPUTER LABORATORY............................................................................................................10
10.1
WORKSTATION HEIGHT............................................................................................................................... 10
Ergonomic design procedure, v2
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Date of last review: September 2014
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10.2
10.3
10.4
11.
DESK ARRANGEMENT ................................................................................................................................. 10
MONITOR HEIGHT ...................................................................................................................................... 10
WORK SPACE............................................................................................................................................ 10
TECHNOLOGY AND WORKSTATION DESIGN .............................................................................10
11.1
11.2
11.3
11.4
11.5
11.6
11.7
11.8
OVERVIEW ............................................................................................................................................... 10
COMPUTER MONITORS ............................................................................................................................... 11
LAPTOP/NOTEBOOKS ................................................................................................................................. 11
TABLETS/SMARTPHONES ............................................................................................................................ 11
LARGE HARD DRIVE ................................................................................................................................... 11
COMPACT HARD DRIVE ............................................................................................................................... 11
SCANNERS ............................................................................................................................................... 11
TWO OR MORE MONITORS .......................................................................................................................... 12
12.
CHAIRS .............................................................................................................................................12
13.
WORK ENVIRONMENT ...................................................................................................................13
13.1
13.2
13.3
13.4
13.5
13.6
LIGHTING QUALITY ..................................................................................................................................... 13
NATURAL LIGHT ......................................................................................................................................... 13
TASK LIGHTING ......................................................................................................................................... 13
NOISE IN OPEN PLAN AREAS ........................................................................................................................ 13
PARTITION HEIGHT IN OPEN PLAN AREAS ...................................................................................................... 13
THERMAL COMFORT ................................................................................................................................... 14
14.
RECORDS .........................................................................................................................................14
15.
ACKNOWLEDGEMENT ...................................................................................................................14
16.
COMPLIANCE ..................................................................................................................................14
LEGISLATION ........................................................................................................................................................ 14
AUSTRALIAN STANDARDS ...................................................................................................................................... 14
17.
REFERENCES ..................................................................................................................................15
VICTORIAN WORKCOVER AUTHORITY DOCUMENTS .................................................................................................... 15
MONASH UNIVERSITY OHS DOCUMENTS ................................................................................................................... 15
18.
TOOLS ..............................................................................................................................................15
19.
DOCUMENT HISTORY.....................................................................................................................15
Ergonomic design procedure, v2
Date of first issue: March 2013
Responsible Officer: Manager, OH&S
Date of last review: September 2014
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1.
PURPOSE
This procedure sets out the ergonomic design requirements for general and open plan office
space, reception areas and computer laboratories.
2.
SCOPE
This procedure applies to staff, students, visitors and contractors that have input into the
ergonomic design of existing space, refurbishment works or new building projects at Monash
University.
3.
ABBREVIATIONS
ABW
AFRDI
DDA
LCD
OHS
OH&S
PC
4.
Activity based work
Australasian Furnishing and Research Development Institute
Disability Discrimination Act
Liquid crystal display
Occupational health and safety
Monash Occupational Health & Safety
Personal computer
DEFINITIONS
A comprehensive list of definitions is provided in the Definitions tool. Definitions specific to
this procedure are provided below.
4.1
ACTIVITY BASED WORK (ABW)
ABW does not provide a specific space allocation per person. It is calculated on the
overall needs of the activities to be conducted in the work area and the number of
people who will use this space. Notionally there will be sufficient work points to
provide one point for every 1.1 to 1.2 people who will use this area.
4.2
HEAD TO HEAD DISTANCE
Head to head distance is the distance between the heads of adjacent workstation
users.
4.3
PROJECT MANAGER
The project manager is the individual responsible for the day-to-day management of
the project, usually from the Facilities and Services Division or the contracted
company.
4.4
SMARTPHONE
A smartphone is a mobile phone built on a mobile operating system, with more
advanced computing capability and connectivity than a feature phone. They
generally have high resolution touchscreens and include functionality such as media
player, digital camera, GPS and high-speed data access via Wi-Fi or Mobile
Broadband.
4.5
SIT-TO-SIT (ADJUSTABLE HEIGHT) DESK
These adjustable height desks are designed to accommodate a range of users over
the lifespan of the desk. A once-off height adjustment is made to the desk for each
user to achieve an ergonomic seated position.
Ergonomic design procedure, v2
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Date of last review: September 2014
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4.6
SIT/STAND DESK
These desks are designed to be adjusted frequently to allow users to alternate
between the seated and standing position.
4.7
TABLET
A tablet is a one-piece mobile computer that is operated by touchscreen with
onscreen, hideable virtual keyboard. Alternatively the tablet may be connected to a
keyboard with a wireless link or a USB port.
5.
SPECIFIC RESPONSIBILITIES
5.1
HEADS OF ACADEMIC/ADMINISTRATIVE UNITS
Heads of academic/ administrative units and controlled entities are responsible for
ensuring that staff are aware of the Procedures for OHS consultation and that these
are implemented to ensure that input is sought from all staff when there are
changes to the workplace, e.g. office space re-design.
5.2
MONASH OCCUPATIONAL HEALTH & SAFETY (OH&S)
The responsibilities of OH&S include:
5.3
•
providing information and advice on ergonomic design to stakeholders
•
providing advice on the functionality of office furniture to stakeholders and
project managers
•
participating in review meetings in accordance with the Procedures for OHS
consultation
PROJECT MANAGERS
The responsibilities of project managers include:
6.
•
providing information regarding the workplace changes to the health & safety
representative;
•
providing information regarding the workplace changes to OH&S;
•
issuing the latest edition of the Monash University Minimum Level Design &
Construction Specification to relevant parties;
•
ensuring that the correct data collection/information gathering process has
been undertaken at the commencement of each project. This shall determine
the correct configuration of furniture components that are suited to the defined
work tasks for each user.
•
organising safety review and sign off meetings in conjunction with the
academic/administrative unit/controlled entity and the local safety personnel;
•
attending safety review and sign off meetings;
•
incorporating issues into building plans as agreed at safety review meetings.
USE OF THIS PROCEDURE
•
Whilst each project will bring together a different range of design challenges, the
information contained in this procedure must be taken into account when new
building or refurbishment works are undertaken.
Ergonomic design procedure, v2
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•
7.
In addition, Project Managers are responsible for ensuring that plans comply with all
other relevant requirements, e.g. the Building Code of Australia, Disability
Discrimination Act (DDA), OHS legislation, Australian standards and the latest
edition of the Monash University Minimum Level Design & Construction
Specification.
WORK AREA ANALYSIS
7.1
SPACE
When planning new offices, space provisions as outlined in AS1668.2: 2012 and
Officewise – A Guide to Health and Safety in the Office must be met.
There are two methods of calculating space per workstation in open plan areas.
7.1.1
•
•
Method 1
Determine total area of floor space and divide by the number of
workstations.
For open plan areas involving corridors, shared storage, amenities, etc
the general recommendation is 10-14 m2 per person.
7.1.2
Method 2
• Determine floor space per workstation then add in additional space for
storage amenities, corridors, etc.
• This generally requires 6-8 m2 per person plus the additional space.
Note: For enclosed offices, AS/NZS 1668.2:2012, Table A1 specifies an allocation
2
of 10m per person, based on ventilation requirements. In addition, functional needs
such as technology, visitors, meeting chairs, etc. should be considered.
7.2
CIRCULATION SPACES
7.2.1
Corridor widths are dictated by:
• the Building Code of Australia, based on emergency escape
requirements. Wider unobstructed corridors are required closest to
emergency exits;
• AS1428.1:2009 which stipulates minimum widths based on disabled
access needs;
• DDA: Guideline On The Application Of The Premises Standard 2013.
The minimum recommended for access ways is an unobstructed width of 1000mm.
7.2.2
Current ergonomic practice recommends:
• Entrance to workstations or offices: 900mm - 1000mm;
• Corridors with frequent use in open plan area: 1200mm;
Corridors with storage units along one side: 1500mm.
7.3
STORAGE SPACES
7.3.1
•
Ergonomic design procedure, v2
Date of first issue: March 2013
Ergonomic principles specify storage allocations as:
Primary
• Items of personal nature or frequently accessed at workstation;
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•
•
Secondary
• Items shared by team or requiring occasional access;
• Can be stored in corridor or nearby storage area, however stored items
must not impede clear access and egress as defined in 7.2.2.
•
•
Tertiary
Infrequently accessed items;
Stored in compactus, storeroom, archives, or amenities areas.
7.3.2
•
•
•
•
7.4
8.
Shelving
Only light items (easily lifted with one hand) are to be stored above
shoulder height;
Heavier items must be stored between shoulder height and mid-thigh
height;
Bookcases must generally be no higher than 2100mm. However, if they
are up to 2400mm in height, they must be fixed to the wall securely in
accordance with AS/NZS4443:1997
Appropriate steps/ladders must be provided for use by staff to access
high shelves.
HEAD TO HEAD DISTANCES
7.4.1
This is the distance between the heads of adjacent workstation
users. The distance relates to the perception of 'personal space',
as well as the functional interference due to noise and the space
needed to move around a work area.
7.4.2
Ideally, 1500mm or more must be provided from head to head of
adjacent workstation occupants.
DESK DESIGN
8.1
SHAPE OF DESKS
8.1.1
Rectangular desks
The standard supplied desk through the Monash Furniture Approved Supplier Panel
is rectangular.
• Require PC across centre of desk to provide symmetrical posture;
• Can be provided with a desk return to increase surface area
8.1.2
L-shaped desks
These are no longer supplied as new items of furniture, but are available through
the Equipment Reuse Program, Office of Environmental Sustainability.
• If the computer is placed in the apex of a rectangular desk and desk
return, then a desk lozenge must bridge across the apex corner.
• 40% increase in useable surface area compared to a rectangular desk
of same length;
• Enables multiple PC locations with laptop or LCD monitors;
• Suitable for users with multiple LCD monitors;
• Suits left and right hand users;
• Can be linked into clusters to facilitate team work and cable
management.
Ergonomic design procedure, v2
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Date of last review: September 2014
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8.2
8.3
8.4
8.5
8.6
STRENGTH OF DESK
8.2.1
AS/NZS 4443:1997 requires that the design of the desk is
sufficiently strong to withstand up to 90kg of load.
8.2.2
Where practical, the manufacturer should provide certification
relating to the design of desks through an independent agency,
e.g. Australasian Furnishing and Research Development Institute
(AFRDI).
EDGES, CORNERS AND DESK THICKNESS
8.3.1
Edges or corners must be rounded to avoid contact injuries.
8.3.2
The recommended thickness for the desk surface is 25 - 33mm.
DESK LENGTH
8.4.1
There is no specified length from an OHS perspective.
8.4.2
For mixed function tasks, and particularly if there is a large clerical
or document handling component to the work, an L-shaped
configuration (1800mm or 2100mm desk with return) is preferred.
8.4.3
For desks used only for PC-based tasks, 1500mm is adequate.
DESK DEPTH
8.5.1
The depth of the standard supplied desk is 800mm in accordance
with AS/NZS 4443:1997. This is adequate for one or more flat
LCD monitors.
8.5.2
The online exemption form must be completed for the purchase of
non-standard furniture.
DESK HEIGHT FOR SEATED TASKS
8.6.1
Desks can be fixed or adjustable in height.
8.6.2
Fixed height desks:
•
AS/NZS 4443:1997 stipulates a height range of 680mm - 735mm, with a
preferable height of 710mm - 720mm;
A footrest may be required, together with a height-adjustable chair, to
ensure that a fully supported seated position is achieved;
It will be necessary to raise these desks for taller users.
•
•
8.6.3
•
•
AS/NZS 4443:1997 stipulates a height range of 610mm – 760mm.
The adjustment should use a crank handle, electric or hydraulic
mechanism.
If adjustable, the entire desk surface should adjust rather than one
segment, eg keyboard shelf;
Users must seek advice from OH&S or the desk supplier to ensure the
desk height is correctly adjusted to suit their work task needs.
•
•
8.7
Adjustable height desks – sit to sit:
LEG SPACE
8.7.1
Ergonomic design procedure, v2
Date of first issue: March 2013
Clear leg space should be provided under all desks where
operators sit.
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8.8
8.9
9.
8.7.2
The minimum clear leg space width should be 800mm.
8.7.3
The minimum depth at the thighs should be 450mm and at the
feet should be 600mm.
CABLE MANAGEMENT
8.8.1
Secure loose cables away from the leg space of the seated user.
Use cable trays or electrical conduit for cable management.
8.8.2
The cables must be accessible to computer technicians with
minimal manual handling risks.
8.8.3
Desks that have shared users should have access to the power
and data from an accessible point on the desk surface.
SIT/STAND DESKS
8.9.1
Sit/stand desks allow the user to alternate between sitting and
standing which can minimise the problems caused by static
posture.
8.9.2
Sit/stand desks are suitable for “hot-desking” environments.
8.9.3
The standing desk height should range from 850mm - 1150mm. A
preferable range is 620mm - 1250mm to also include a sit/stand
adjustable option.
8.9.4
The seated desk height must be adjusted to the range outlined in
section 8.6.
8.9.5
The design of the adjustment mechanism must ensure stability of
the work surface without rocking at all height settings.
8.9.6
The mechanism for the sit to stand should not include the hand
crank, but use an electric or hydraulic mechanism due to the
frequency of adjustments by users.
RECEPTION DESKS
9.1
DESK/HOB HEIGHT
Ergonomic design procedure, v2
Date of first issue: March 2013
9.1.1
For standing workstations, AS/NZS 4443:1997 requires
approximately 950mm for fixed height workstation and a range of
900mm – 1100mm for adjustable height workstations.
9.1.2
For seated workstations, the floor area behind the reception
counter must be raised to allow eye-level contact between
operator and customer. The height of the work surface must meet
the requirements outlined in section 8.6.
9.1.3
AS/NZS 4443:1997 requires the hob to be 1020mm - 1200mm
high to avoid over shoulder reaching for the seated operator. The
higher hob is to be used if potential occupational violence risks are
identified at the reception area.
9.1.4
Reception counters designed specifically for disability access must
comply with AS1428.2:1992. This requires a height of
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830mm - 870mm for the customer service area and under counter
leg clearance of 800mm - 840mm to ensure disability access.
9.2
DESK DEPTH
9.2.1
Reach distances:
• If required to sit at the desk and reach to the hob, a reach distance of
less than 700 mm is recommended;
• Hence, the reception desk work surface depth should be less than
700mm and, preferably 500mm - 600 mm to the hob, where the reaching
occurs. This can be most easily achieved by placing the computer into
the apex of the counter and reducing the reach distance to the customer
hob.
• If a security risk is identified with the customers then increase the depth
of the hob. This requires the customer to be further away from the staff
without increasing the reach distance for the staff.
9.3
9.4
9.5
9.6
9.2.2
Apart from a depth of 500mm - 600 mm where reaching occurs,
the remaining desk surface must be 800mm deep. Monitors
should be positioned to suit the work flow whilst maintaining visual
sightlines.
9.2.3
Recessing monitors into the desk surface and covering with glass
is not recommended due to reflections on the glass from lighting
and excessive downward neck angles for the operator.
MONITOR TYPE
9.3.1
If a computer is used at the desk, an LCD flat screen is required. If
a laptop or other hand held devices are used then a docking
station is required for longer durations.
9.3.2
If the customer needs to view the monitor, determine how the
monitor will swivel to enable this.
FOOT REST
9.4.1
If a non-adjustable sit/stand surface is used, provide a foot rest
across the entire width of the serving area.
9.4.2
Mount the footrest 720mm below the work surface, angled at 15º
and recessed back at least 300mm from the edge of the desk.
HARD DRIVE
9.5.1
Provisions must be made for the hard drive to be located off the
counter surface; preferably mounted away from the leg space
under the counter surface.
9.5.2
The hard drive needs to be accessible by computer technicians.
9.5.3
If the operator needs to regularly turn the computer off / on then
the start button needs to be accessible without excessive bending
or reaching.
DOCUMENT STORAGE
9.6.1
Ergonomic design procedure, v2
Date of first issue: March 2013
Frequently accessed forms, etc should be within the secondary
reach zone (up to 700mm) from the seated position.
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Date of last review: September 2014
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9.7
9.6.2
Forms may also be positioned under the desk surface, but away
from the leg space and within reach between the chair seated
height and the desk.
9.6.3
Although users can spin on their swivel seat to retrieve
documents, they must not twist or over-reach.
SECURITY
9.7.1
If the desk is in a public interface area, consider if:
• a duress alarm is required;
• physical barriers to prevent persons reaching across or jumping the
counter are required.
10. COMPUTER LABORATORY
10.1
WORKSTATION HEIGHT
•
10.2
DESK ARRANGEMENT
•
10.3
The orientation of the technology must enable the user a clear sightline to
the lecturer and teaching displays.
MONITOR HEIGHT
•
10.4
The recommended set desk height for PC use is 720 mm high.
The centre of the monitor should be around 400 mm above the desk
height. This may require raising the monitor on a fixed height stand or the
hard drive depending on their size.
WORK SPACE
10.4.1
The actual desk surface width is dependent on the layout and
shape of the desk.
10.4.2
A minimum width of 900 mm is required for the keyboard, mouse
and personal space.
10.4.3
Additional width must be provided if reference materials are
required.
11. TECHNOLOGY AND WORKSTATION DESIGN
11.1
OVERVIEW
As desktop computer technology develops,
necessitate a high degree of adaptability.
The range of current technologies includes:
• Computer monitors
• Laptops
• Tablets
• Smart phones
• Large hard drive
• Compact hard drive
• Scanners
• Dual/Multiple monitors
Ergonomic design procedure, v2
Date of first issue: March 2013
the workstation requirements
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It is appropriate that workstations be designed to suit all these technology options,
as well as remain adaptable for future advancements.
It is no longer recommended to provide workstations with cut-out, separately
adjustable sections (Drop down keyboards). Instead, a single work area surface
provides an acceptable ergonomic arrangement with low profile technology design.
It also provides flexibility for the operator to arrange their technology on the desk to
suit their layout requirements.
The ergonomic requirements of these specific technologies are summarised below.
11.2
11.3
COMPUTER MONITORS
11.2.1
When purchasing computer monitors, adjustable height stands are
preferred, as these allow the monitor to be elevated to the correct
height for the user.
11.2.2
Alternatively, the use of a suitable monitor arm should be
considered.
LAPTOP/NOTEBOOKS
11.3.1
While laptops are useful when moving between workplaces, their
prolonged use has ergonomic implications.
11.3.2
Laptops must not be used continuously for more than 30 minutes
at a time and for less than 2 hours in one day. In preference, a
docking station with a PC configuration must be used.
11.3.3 Other options for layout include:
• Use the laptop keyboard, separate mouse and elevate a monitor above
and behind the laptop;
• Raise the laptop on a stand and use a separate keyboard and mouse.
11.4
TABLETS/SMARTPHONES
Tablets such as iPads and Smartphones have similar ergonomic implications to
laptops and prolonged use must be avoided.
11.5
11.6
11.7
LARGE HARD DRIVE
11.5.1
Utilise a hard drive holder under the desk at one end of the leg
space to support the hard drive in a tower unit configuration.
11.5.2
If the hard drive is used under a monitor on the desktop, ensure
the top of the monitor is not elevated above seated eye height.
COMPACT HARD DRIVE
11.6.1
Locate under a monitor if the top of the screen is at seated eye
height.
11.6.2
Locate at the rear of the desk surface in a horizontal or tower unit
orientation.
11.6.3
Check with the computer technician to ensure the hard drive can
be used in the vertical configuration.
SCANNERS
11.7.1
Ergonomic design procedure, v2
Date of first issue: March 2013
Scanners should be located on a work surface to avoid excessive
overhead reaching to lift the cover.
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11.7.2
11.8
The lid should be down when scanning.
TWO OR MORE MONITORS
11.8.1
If more than one monitor is required, the primary, frequently
accessed monitor must be located in the desk apex to best meet
the ergonomic requirements.
11.8.2
If both monitors are equally used they must be placed side by
side at the same height in a horseshoe configuration.
11.8.3
If more than two monitors are used the primary monitor must be
positioned in front of the keyboard and the others on either side.
Double stacking of monitors increases the risk of neck discomfort
when looking up to the top row, thus should be avoided. If multiple
monitors are used, then a specialist workstation design is required
based on a task analysis and technology utilisation study.
12. CHAIRS
•
•
All new chairs must be purchased through the university’s Approved Supplier Panel.
•
For further information on the mesh task chairs refer to the OHS Information sheet
on Mesh Chairs.
•
The online exemption form must be completed for the purchase of any chairs not
listed on the Procurement website (non-standard furniture).
The university recommends a range of task chairs, which meet the requirements of
AS/NZS4438:1997 – Height adjustable swivel chairs and are certified to AFRDI
Level 6 and include the traditional square back chairs and a range of mesh chairs.
Note: Meeting room chairs are not suitable for use at desks and must only be used in
meeting rooms or as visitors’ chairs in an office area.
•
To assist with the selection of suitable chairs, project managers must contact the
approved suppliers listed above and request a range of trial chairs, as part of the
consultation process.
•
Chairs will wear and require maintenance and repairs. These costs should be
included in the budget.
•
‘Exercise balls’ (Swiss/Fit balls) are not recommended due to safety risks. Further
details are provided at the Victorian Workcover Authority (VWA) website.
•
Glides are recommended for chairs to be used on hard smooth floor surfaces rather
than castors, due to the risk of the chair slipping out from under the user.
Ergonomic design procedure, v2
Date of first issue: March 2013
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Date of last review: September 2014
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13. WORK ENVIRONMENT
13.1
13.2
13.3
LIGHTING QUALITY
13.1.1
The overall level of illumination required for computer work is
generally less than for clerical duties.
13.1.2
Glare and reflections may develop in higher luminance areas. LCD
monitors and laptops perform better in these locations.
NATURAL LIGHT
13.2.1
It is desirable from a psychological perspective to retain an
external view and to maintain natural light.
13.2.2
At times of direct sun glare, blinds may be used to control sunlight.
TASK LIGHTING
13.3.1
A desk lamp or similar may be used to supplement light levels in
certain circumstances.
13.3.2
Orientation of globes should avoid a source of direct or reflected
glare to the user.
Note: All electrical appliances used on campus must be tested and tagged in
accordance with the Inspection, testing, tagging & repair of electrical equipment
OHS Information sheet.
13.4
13.5
NOISE IN OPEN PLAN AREAS
13.4.1
Conversational noise may result in distraction in open plan office
areas.
13.4.2
Each work area should develop protocols relating to use of
meeting rooms, breakout areas and control of excessive
background noise in the open plan area.
13.4.3
Noisy equipment items, eg photocopiers should be located in utility
rooms or similar, away from the workstation areas.
PARTITION HEIGHT IN OPEN PLAN AREAS
Ergonomic design procedure, v2
Date of first issue: March 2013
13.5.1
Partitions between workstations do little to control noise but do
provide some visual privacy.
13.5.2
Heights between 1100mm - 1350 mm are recommended between
members of work teams.
13.5.3
High partitions, e.g. 1500mm can be used where partition shelving
is required. Higher partitions are generally not recommended for
open plan work areas.
13.5.4
Partitions should be perpendicular to windows where possible to
enable occupants in open plan areas to retain a view of windows
over the 1100mm - 1350 mm high partitions.
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13.6
THERMAL COMFORT
13.6.1
There are considerable individual differences between people
regarding thermal comfort and it is unlikely that a single
temperature or level of humidity will suit everyone.
13.6.2
Avoid locating workstations directly in front of or below air
conditioning outlets.
13.6.3
Further information is available in the Indoor thermal comfort OHS
Information sheet, which is available at the OHS website.
14. RECORDS
Records to be kept by
Records
To be kept for:
Academic/administrative unit
Minutes of meetings re new buildings and Indefinitely
refurbishments
Risk assessments
3 years or until
reviewed
Facilities and Services
Minutes of meetings re new buildings and Indefinitely
refurbishments
Copy of plans and correspondence Indefinitely
containing recommendations
Occupational Health & Safety
Minutes of meetings re new buildings and Indefinitely
refurbishments
15. ACKNOWLEDGEMENT
This procedures is based on the Ergonomic design guidelines prepared for Monash University by
David Caple, Director, David Caple & Associates Pty Ltd
16. COMPLIANCE
This procedure is written to meet the requirements of:
LEGISLATION
Occupational Health and Safety Act 2004 (Vic)
Occupational Health and Safety Regulations 2007 (Vic)
DDA (Disability Discrimination Act) Guideline on the Application of Premises Standards
2013
AUSTRALIAN STANDARDS
OHSAS 18001:2007 Occupational Health & Safety Management Systems –
requirements
AS/NZS4801:2001 Occupational Health and Safety Management Systems –
specifications with guidance for use
AS/NZS4438:1997 – Height adjustable swivel chairs
AS1428.1:2009 Design for access and mobility – Part 1: General requirements for
access – New building work
AS1428.2-1992: Design for access and mobility - Enhanced and additional
requirements - Buildings and facilities
Ergonomic design procedure, v2
Date of first issue: March 2013
Responsible Officer: Manager, OH&S
Date of last review: September 2014
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AS/NZS4443:1997 Office Panel Systems – workstations
AS 1668.2-2012: The use of ventilation and airconditioning in buildings - Mechanical
ventilation in buildings
17. REFERENCES
VICTORIAN WORKCOVER AUTHORITY DOCUMENTS
Officewise – A guide to Health and Safety in the Office (November, 2011)
MONASH UNIVERSITY OHS DOCUMENTS
Inspection, testing, tagging & repair of electrical equipment OHS Information sheet
Indoor Thermal comfort OHS Information sheet
Mesh Chairs OHS Information sheet
Sit/Stand Desks OHS Information sheet
18. TOOLS
This document should be read in conjunction with the following OHS Information sheets:
OHS Information sheet: Mesh Chairs
OHS Information sheet: Sit/Stand Desks
OHS information sheet: Inspection, testing, tagging & repair of electrical equipment
OHS Information Sheet: Indoor thermal comfort
19. DOCUMENT HISTORY
Version
number
3
1
2
Date of first
Issue
May 2011
February 2013
September 2014
Ergonomic design procedure, v2
Date of first issue: March 2013
Changes made to document
Computer workplace design guidelines, v3
Ergonomic Design Procedure, v1
1. Added the following terms to Definitions section:
a. Activity- based work
b. Sit-to-sit desk
c. Sit/stand desk
2. Specified the desk depth to be 800mm in accordance
with AS/NZS 4443:1997, irrespective of monitor size or
number of monitors.
3. Updated sections 8.6 and 8.9 to clearly outline separate
requirements for sit-to-sit and sit/stand desks.
4. Updated section 9.1 on desk/hob height of reception
areas in line with AS/NZS 4443:1997 and AS/NZS
1428.2:1992.
5. Added information to section 11.8 on the correct set-up
of dual/multiple monitors.
6. Added Compliance section and removed reference to
legislation/standards from Purpose.
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MUOHSC 18/2014
AS/NZS 4801
OHSAS 18001
OHS20309
SAI Global
OHS AUDIT PROCEDURE
September 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
5.
SPECIFIC RESPONSIBILITIES ............................................................................................ 3
5.1
5.2
5.3
5.4
6.
CORRECTIVE ACTION ........................................................................................................................................ 2
NON-CONFORMANCE ........................................................................................................................................ 2
OHS AUDIT ...................................................................................................................................................... 2
OHS AUDIT REPORT .......................................................................................................................................... 2
TYPES OF OHS AUDIT ........................................................................................................................................ 3
OCCUPATIONAL HEALTH & SAFETY (OH&S) .......................................................................................................... 3
OHS AUDITOR .................................................................................................................................................. 3
LEAD AUDITOR ................................................................................................................................................. 3
HEADS OF ACADEMIC/ADMINISTRATIVE UNITS....................................................................................................... 4
AUDIT.................................................................................................................................... 4
6.1
6.2
6.3
6.4
6.5
6.6
6.7
6.8
6.9
6.10
6.11
AUDITS WILL BE CONDUCTED TO:........................................................................................................................ 4
OHS AUDIT PROGRAM ....................................................................................................................................... 4
AUDITOR COMPETENCY ..................................................................................................................................... 4
PRE-AUDIT ACTIVITIES ...................................................................................................................................... 5
OPENING MEETING ........................................................................................................................................... 5
CONDUCTING THE AUDIT ................................................................................................................................... 5
AUDIT REPORT ................................................................................................................................................. 6
CORRECTIVE ACTIONS ...................................................................................................................................... 6
CLOSING MEETING ............................................................................................................................................ 6
AGREED ACTION IMPLEMENTATION ..................................................................................................................... 7
MANAGEMENT REPORTING ................................................................................................................................ 7
7.
RECORDS ............................................................................................................................. 7
8.
TOOLS .................................................................................................................................. 7
9.
COMPLIANCE....................................................................................................................... 7
10.
REFERENCES ...................................................................................................................... 8
10.1
11.
MONASH UNIVERSITY OHS DOCUMENTS
.............................................................................................................. 8
DOCUMENT HISTORY ......................................................................................................... 8
OHS audits at Monash University, v5
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1.
PURPOSE
This document sets out the processes for developing and conducting the OHS audit
programs at Monash University.
2.
SCOPE
The processes described apply to all OHS management system audits conducted at Monash
University.
3.
ABBREVIATIONS
OH&S
OHSMS
OHS
SDU
4.
Monash Occupational Health & Safety
Occupational Health & Safety Management System
Occupational health and safety
Staff Development Unit
DEFINITIONS
A comprehensive list of definitions is provided in the Definitions tool. Definitions specific to
this procedure are provided below.
4.1
CORRECTIVE ACTION
Corrective action is action taken to eliminate the cause of a detected nonconformance or other undesirable situation.
4.2
NON-CONFORMANCE
A non-conformance is an activity or item that does not conform to the OHS policy,
relevant work standards, practices, procedures or legal requirements or any other
requirements of the Monash University OHS management system.
4.3
OHS AUDIT
An OHS audit is a systematic, independent and documented process for obtaining
evidence of the implementation of an OHS management system.
OHS Audits are risk-based, designed to manage high risk areas/processes. Higher
risk areas/processes are audited more frequently than lower risk areas/processes.
4.4
OHS AUDIT REPORT
An OHS audit report is a documented report of audit findings.
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4.5
5.
TYPES OF OHS AUDIT
4.5.1
Self-audit
A self-audit is an OHS audit conducted by an academic/administrative unit
of their own OHS systems. A Monash University self-audit questionnaire
is available at the OH&S web site.
4.5.2
Internal OHS audit
An internal OHS audit is an OHS audit conducted by a Monash University
internal auditor (s) independent of the area under audit. Internal audits
may be based on the broad requirements of University’s OHS
Management System or in applicable areas, on university chemical
management requirements.
4.5.3
External OHS audit
An external OHS audit is an OHS audit conducted by an external
consulting subject matter expert and assesses the implementation of the
requirements of the University’s OHS Management System for a particular
hazard, activity or procedure.
4.5.4
Certification and surveillance audits
Certification and surveillance OHS audits are audits conducted by a
certification body to assess whether the Monash University’s OHS
management system meets the requirements of AS/NZS 4801:2001
Occupational Health & Safety Management Systems – specifications with
guidance for use and OHSAS 18001:2007 Occupational Health and
Safety Systems – Requirements.
SPECIFIC RESPONSIBILITIES
A comprehensive list of OHS responsibilities is provided in the OHS roles, committees and
responsibilities procedure. The responsibilities of OHS audit participants are detailed within.
5.1
OCCUPATIONAL HEALTH & SAFETY (OH&S)
It is the responsibility of OH&S to:
•
coordinate the university’s OHS audit program;
•
distribute audit results;
•
maintain records of audit programs; and
•
assist academic/administrative units to develop and apply corrective actions
and controls to system or procedural deficiencies and non-conformances.
•
verify that agreed corrective actions adequately address detected system or
procedural deficiencies and non-conformances; and
•
assist academic/administrative units to address system or procedural
deficiencies and non-conformances.
5.2
OHS AUDITOR
It is the responsibility of OHS auditors to:
•
conduct audits;
•
report on audit findings and non-conformances.
5.3
LEAD AUDITOR
Lead auditors are responsible for:
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•
•
5.4
ensuring the report is delivered to the area within the agreed timeframes
ensure the audit meets the agreed scope and provide briefing to the audit
team.
HEADS OF ACADEMIC/ADMINISTRATIVE UNITS
It is the responsibility of the heads of academic/administrative units to:
ensure self-audits are conducted annually and that preventative and corrective
actions are implemented;
•
provide the lead auditor with evidence of current system and procedural
practices in response to audit questions;
•
communicate audit results to the local OHS committee/s;
•
Follow up on the implementation of corrective and preventative actions, and
•
Review the efficacy of preventive and corrective actions implemented.
•
6.
AUDIT
6.1
6.2
6.3
AUDITS WILL BE CONDUCTED TO:
6.1.1
assess compliance of the Monash University OHS management system
with the requirements of AS/NZS 4801:2001 Occupational Health &
Safety Management Systems – specifications with guidance for use and
OHSAS 18001:2007 Occupational Health and Safety Management
Systems- Requirements;
6.1.2
assess the extent of implementation of the Monash University OHS
management system in the university's operations and activities; and
6.1.3
verify the implementation and effectiveness of the university’s OHS policy
and procedures.
OHS AUDIT PROGRAM
6.2.1
An audit program will be prepared and maintained by OH&S. The audit
schedule will be available at the OH&S web site.
6.2.2
The audit schedule will reflect:
•
the level of risk associated with the activity, policy or procedure;
•
the OHS importance of the specific element of the Monash University
OHS management system;
•
the results of previous audits; and
•
the significance of problems encountered in the areas to be audited.
6.2.3
Unscheduled audits may be conducted at any time based upon:
•
external audit results;
•
regulatory inspections/entry reports;
•
operational changes;
•
management reviews;
•
incidents; or
•
identified non-conformances.
AUDITOR COMPETENCY
Audit programs and processes are developed by staff, who have undertaken Lead
Auditor OHS training.
6.3.1
OHS audits at Monash University, v5
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All auditors must be appropriately trained and experienced. Minimum
competency requirements have been set as:
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•
•
6.3.2
6.4
Auditors must be approved by OH&S.
PRE-AUDIT ACTIVITIES
6.4.1
6.5
management system lead auditor training
technical understanding of the OHS control requirements for the area
or subject being audited.
Prior to the audit, the OHS Systems and Audit Coordinator is responsible
for:
•
preparing an audit timetable;
•
preparing audit checklists as required;
•
collating relevant information for review by the audit team which may
include operating procedures, previous audit findings, standards,
legal requirements, internal procedures;
•
contacting the academic/administrative unit to agree on and confirm
the above information.
OPENING MEETING
The OHS Consultant/Advisor for the academic/administrative unit audited arranges
opening meeting with:
•
Head of academic/administrative unit;
•
Safety officer;
•
Health & Safety representative;
•
Resources manager;
•
other appropriate area personnel; and
•
OHS Systems and Audit Coordinator.
OHS Systems and Audit Coordinator, OHS Consultant/Advisor and area personnel
must meet to discuss the following topics:
•
scope of audit;
•
how the audit will be conducted;
•
success arrangements to laboratories;
•
resources required (keys, PPE);
•
what the team will do if they find an unsafe situation; and
•
reporting process.
6.6
CONDUCTING THE AUDIT
Audits should be conducted by the audit team as follows using the following steps
as a guideline:
6.6.1
The auditor will conduct audit, which will involve the following steps:
•
conduct interview/discussion with area staff;
•
obtain objective evidence for examination to assess conformance;
•
follow audit trails to confirm evidence.
6.6.2
On completion of the audit, the OHS Lead Auditor, OHS Systems and
Audit Coordinator will conduct a post audit debrief, which will include the
following:
•
confirm completion of audit;
•
return keys, PPE, etc.;
•
provide a general statement regarding findings; and
•
confirm reporting process.
6.6.3
Within 2 working days the audit team will discuss and complete audit
questions.
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6.6.4
6.7
OHS Lead auditor and OHS Systems and Audit Coordinator to follow-up
any outstanding items with the participating area.
AUDIT REPORT
The OHS Lead auditor is responsible for finalising the audit report which may
include:
•
•
•
•
•
•
area and element/procedure/process audited;
audit team, audit scope, persons interviewed;
executive summary;
summary of key findings (identified non-conformances);
recommendations:
 non-conformances
 opportunities for improvement, which are areas that may become nonconformances in the future; and
graphical representation of findings.
The completed draft report is reviewed by OHS Systems and Audit Coordinator and
is distributed to Head of academic/administrative unit and others as appropriate for
comment. One to two weeks are allowed for comment and discussion of any
requested changes.
The completed report distributed includes:
covering email to auditee area participants; and
responses recorded against each applicable audit question.
Copies of the report are distributed to:
•
Head of academic/administrative unit
•
Safety officer(s);
•
Health & Safety representative;
•
Resources manager;
•
Dean of faculty/Head of division;
•
faculty manager;
•
OHS Consultant/Advisor for area;
•
Manager, OH&S; and
•
others as appropriate.
Copies of the report are filed in the:
•
agenda of the next Monash University Occupational Health and Safety
meeting.
•
•
6.8
CORRECTIVE ACTIONS
For information on corrective actions produced by an audit please see the OHS
Corrective Actions Procedure.
6.9
CLOSING MEETING
The Lead Auditor, OHS Systems and Audit Coordinator and OHS
Consultant/Advisor of the area meet with representatives from the
academic/administrative unit to discuss the audit findings and to jointly develop a set
of agreed actions. The agreed actions will be recorded in a corrective action report
and provided to the area within 2 weeks of the closing meeting.
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6.10
AGREED ACTION IMPLEMENTATION
The academic/administrative unit in consultation with the OHS Consultant/Advisor is
responsible for:
•
closing out all agreed actions within the nominated timeframe; and
•
reporting status of corrective actions to management & to the local
OHS committee; and
•
tracking the progress and effectiveness of the corrective actions;
6.11
MANAGEMENT REPORTING
The Manager, OH&S is responsible for reporting results of audits to university
management at each quarterly Monash University Occupational Health and Safety
committee meeting and to the Audit & Risk Committee of Council.
7.
RECORDS
Records to be kept by
Records
To be kept for
Academic/Administrative unit
Records of audits including:
- self-audits
- internal OHS audits
- external OHS audits
- certification and surveillance
audits
7 years
OH&S
Records of audits including:
10 years
-
8.
self-audits
workplace inspections
internal OHS audits
external OHS audits
certification and surveillance
audits
TOOLS
Monash University OHS self-audit questionnaire
9.
COMPLIANCE
This procedure is written to meet the requirements of:
Occupational Health and Safety Act 2004 (Vic)
Occupational Health and Safety Regulations 2007 (Vic)
AS/NZS 4801:2001 Occupational Health & Safety Management Systems –
specifications with guidance for use.
OHSAS 18001:2007 Occupational Health & Safety Management Systems –
requirements
OHSAS 19011:2002 Guidelines for quality and/or environmental management
systems auditing
OHS audits at Monash University, v5
Date of first issue: June 2006
Responsible Officer: Manager, OH&S
Date of last review: September 2014
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 7 of 8
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10. REFERENCES
10.1
MONASH UNIVERSITY OHS DOCUMENTS
Monash University OHS Self audit questionnaires
OHS management system implementation procedure
OHS roles, committees and responsibilities procedure
OHS Records management
11. DOCUMENT HISTORY
Version
number
3
4
5
Date of Issue
Changes made to document
February 2011
February 2013
August 2014
OHS Audits at Monash
OHS Audit Procedure
Removed workplace safety inspections
Updated Definitions
Added Compliance section and removed this information from
the scope.
Included step by step audit process with responsibilities.
OHS audits at Monash University, v5
Date of first issue: June 2006
Responsible Officer: Manager, OH&S
Date of last review: September 2014
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 8 of 8
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18/08/14
MUOHSC 19/2014
AS/NZS 4801
OHSAS 18001
OHS20309
SAI Global
OHS ROLES, RESPONSIBILITIES AND COMMITTEES PROCEDURE
September 2014
TABLE OF CONTENTS
1.
PURPOSE .......................................................................................................................................................... 2
2.
SCOPE ............................................................................................................................................................... 2
3.
ABBREVIATIONS .............................................................................................................................................. 2
4.
DEFINITIONS ..................................................................................................................................................... 2
5.
OHS RESPONSIBILITIES ................................................................................................................................. 2
5.1
5.2
5.3
5.4
5.5
5.6
5.7
6.
OHS ROLES ...................................................................................................................................................... 5
6.1
6.2
6.3
6.4
6.5
6.6
6.7
7.
VICE CHANCELLOR ....................................................................................................................................................... 2
SENIOR EXECUTIVE, DEANS AND DIRECTORS OF ADMINISTRATIVE DIVISIONS ....................................................................... 2
HEADS OF ACADEMIC/ADMINISTRATIVE UNITS .................................................................................................................. 3
SUPERVISORS ............................................................................................................................................................. 3
INDIVIDUALS (STAFF MEMBERS, STUDENTS, CONTRACTORS, VISITORS) .............................................................................. 4
STAFF WHO ENGAGE OR MANAGE CONTRACTORS ............................................................................................................ 4
CONTRACTORS ............................................................................................................................................................ 4
MONASH OCCUPATIONAL HEALTH AND SAFETY (OH&S) ..................................................................................................... 5
OHS CONSULTANTS ...................................................................................................................................................... 6
OHS ADVISORS ............................................................................................................................................................ 6
OHS CHAIRPERSON ...................................................................................................................................................... 6
SAFETY OFFICERS........................................................................................................................................................ 6
SPECIALTY ROLE OFFICERS ........................................................................................................................................... 7
HEALTH & SAFETY REPRESENTATIVES .......................................................................................................................... 10
OHS COMMITTEE STRUCTURE .................................................................................................................... 11
7.1
7.2
7.3
MONASH OCCUPATIONAL HEALTH & SAFETY COMMITTEE (MUOHSC) ................................................................................. 11
LOCAL OHS COMMITTEES ............................................................................................................................................ 12
DESIGNATED WORK GROUPS ....................................................................................................................................... 14
8.
COMPLIANCE ................................................................................................................................................. 14
9.
REFERENCES ................................................................................................................................................. 15
9.1
MONASH UNIVERSITY OHS DOCUMENTS ........................................................................................................................ 15
10.
TOOLS ............................................................................................................................................................. 15
11.
DOCUMENT HISTORY .................................................................................................................................... 15
OHS Roles, Committees and, v5
Responsibilities Procedure
Date of first issue: November 2005
Responsible Officer: Manager, OH&S
Page 1 of 15
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Date of next review: 2017
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1.
PURPOSE
This procedure sets out the occupational health and safety structure, roles and responsibilities at
each function and level within the university. It ensures that the requirements of Victorian OHS
legislation and relevant Australian standards and the Monash University Occupational Health &
Safety Policy are met.
2.
SCOPE
This procedure applies to staff, students, visitors and contractors of Monash University.
3.
ABBREVIATIONS
DWG
MUOHSC
OGTR
OHS
OH&S
PIN
RPO
OHS committee
SWMS
VWA
4.
Designated work group
Monash University OHS Committee
Office of the Gene Technology Regulator
Occupational health and safety
Monash Occupational Health & Safety
Provisional Improvement Notice
Radiation Protection Officer
Occupational Health & Safety committee
Safe Work Method Statement
Victorian Workcover Authority
DEFINITIONS
A comprehensive list of definitions is provided in the Definitions Tool.
5.
OHS RESPONSIBILITIES
5.1
VICE CHANCELLOR
The Vice Chancellor (VC) is the designated legal authority, and is accountable for safety
matters at Monash University and controlled entities. However the VC may choose to
delegate responsibility for specific matters.
5.2
SENIOR EXECUTIVE, DEANS AND DIRECTORS OF ADMINISTRATIVE DIVISIONS
Members of the senior executive, deans and directors of administrative divisions are
responsible for ensuring that:
•
staff with supervisory or management responsibilities are held accountable for the
management of OHS in areas under their control;
•
a risk based approach is adopted for the management of OHS;
•
sufficient budgetary provision is made for OHS programmes and initiatives;
•
OHS is included on the agenda of faculty/divisional and senior management
meetings at regular intervals;
•
faculty/divisional OHS committees are chaired by either a Dean, Director or their
direct delegate; and
•
OHS performance is monitored and periodically reviewed.
OHS Roles, Committees and, v5
Responsibilities Procedure
Date of first issue: November 2005
Responsible Officer: Manager, OH&S
Page 2 of 15
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5.3
HEADS OF ACADEMIC/ADMINISTRATIVE UNITS
5.3.1
5.3.2
5.4
Heads of academic/administrative units are responsible for managing OHS in
areas under their control to ensure a healthy and safe environment for staff,
students, visitors and contractors.
These responsibilities include:
5.3.2.1 Leading by example in relation to OHS standards and the promotion of
OHS awareness by ensuring that:
•
the risks associated with the activities of the unit are identified and
managed effectively;
•
sufficient resources are allocated for OHS matters;
•
local standards and practices comply with legislative requirements
and university procedures and guidelines;
•
OHS is discussed regularly at meetings.
5.3.2.2 Provision of a local OHS management structure and organisation,
including:
•
appointment of appropriate safety personnel, eg Safety Officer,
Emergency wardens, Biosafety Officer, Radiation Safety Officer,
First aid coordinator;
•
chairing the local OHS committee or delegating the role to a senior
staff member with an appropriate level of authority
•
ensuring that staff, safety personnel and students undertake
recommended OHS training;
•
implementation of university and local OHS policies, procedures
and plans;
•
consultation with health and safety representatives and staff;
•
provision of OHS information to staff, students, visitors and
contractors;
•
provision and maintenance of safety and emergency equipment;
•
discussion of safety compliance as part of staff performance
appraisal.
5.3.2.3 Monitoring, reviewing and assuming accountability for the OHS
performance of the academic/administrative unit, with regard to the:
• OHS performance indicators, including local OHS committee
meetings, workplace inspections, trial evacuations and induction of
new staff and students and;
• OHS legislative compliance of the academic/administrative unit.
SUPERVISORS
The responsibilities of supervisors include:
•
actively practicing and developing in their staff and students proper attitudes
towards OHS matters;
•
controlling the risks associated with the work and study that they supervise using a
documented risk management process;
•
implementing university and local OHS procedures and guidelines;
•
ensuring that they, and the staff and students that they supervise, undertake
mandatory and recommended OHS training;
•
participating in the investigation of reported incidents and hazards within the area
they supervise
•
actively participating in workplace OHS inspections and audits;
•
discussing OHS performance as part of staff appraisals.
OHS Roles, Committees and, v5
Responsibilities Procedure
Date of first issue: November 2005
Responsible Officer: Manager, OH&S
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5.5
INDIVIDUALS (STAFF MEMBERS, STUDENTS, CONTRACTORS, VISITORS)
5.5.1
5.5.2
5.6
STAFF WHO ENGAGE OR MANAGE CONTRACTORS
5.6.1
5.6.2
5.7
Each staff member, student, contractor or visitor at Monash University is
responsible for ensuring that his or her own work or study environment and
practices reflect high OHS standards in order to protect their own health and
safety as well as the health and safety of others.
The responsibilities include:
•
complying with OHS policy, procedures and instructions, ;
•
being familiar with emergency and evacuation procedures and complying
with the instructions given by emergency response personnel such as
emergency wardens and first aiders;
•
participating in meetings, training and other health and safety activities as
required;
•
reporting hazards, near misses, injuries and incidents;
•
using a documented risk management process to eliminate or minimise
OHS risks where appropriate;
•
using and maintaining safety devices and personal protective equipment
correctly;
•
not willfully or recklessly endangering the health and safety of any person
at the workplace.
The OHS Act 2004 (Vic) states that independent contractors and their employees
are to be regarded as employees of the organisation engaging the independent
contractor in terms of responsibility for OHS. Monash University and those
Monash staff who engage or manage contractors are therefore responsible for
the health and safety of the contractor and the contractor’s employees, in relation
to all matters over which Monash University has control.
The responsibilities of Monash staff who engage or manage contractors include
ensuring that:
•
the prequalification process is completed prior to awarding the contract
(issue of service agreement);
•
the primary contractor completes the campus-specific Monash University
contractor induction program;
•
a comprehensive Safe Work Method Statement (SWMS) is completed by
the contractor and reviewed by Monash staff before work commences;
•
the equipment and materials used by contractors are safe and are used in
a manner that does not pose a risk to the contractors or to Monash
University staff, students and visitors;
•
contractors are not exposed to health and safety risks arising out of the
activities of Monash University;
•
contractors use safe work methods;
•
contact is maintained with the contractor, providing job supervision and
inspection of the quality of the work;
•
contractors have statutory compensation and liability insurance;
•
contractors report all hazards, near misses, injuries and incidents
CONTRACTORS
The responsibilities of contractors are outlined in detail in the Monash Contractor Safety
Induction, a summary is provided below. Monash University regards health and safety as
a shared responsibility between the contractor, their employees or sub-contractors, and
the university itself.
Therefore, it is the responsibility of contractors to ensure that:
•
they are competent to do the job asked of them;
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Responsibilities Procedure
Date of first issue: November 2005
Responsible Officer: Manager, OH&S
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•
•
•
•
•
•
•
•
•
•
•
•
6.
they have the qualifications, training, experience and certificates of competency that
will be needed for the job;
they have the OHS knowledge required for the job;
they maintain the premises in which they work in a safe and healthy manner for
themselves and for the staff and students of Monash university;
they employ safe tools and systems of work to do a job;
electrical power tools are regularly inspected and tagged in accordance with
AS3760;
they comply with appropriate standards;
MSDS are provided for all chemicals;
instructions and supervision from the contracting company are adequate. Close
supervision is required particularly in the case of young or inexperienced workers;
they communicate regularly with their Monash contract supervisor/project officer;
methods of work are approved by the contract supervisor/project officer;
they raise any issue that is or may become a health, safety or core business
concern;
all hazards, near misses, injuries and incidents are reported to their Monash
contract supervisor/project officer.
OHS ROLES
6.1
MONASH OCCUPATIONAL HEALTH AND SAFETY (OH&S)
6.1.1
6.1.2
6.1.3
OHS Roles, Committees and, v5
Responsibilities Procedure
Date of first issue: November 2005
The role of OH&S is to provide advice to the university on all facets of OHS
matters.
The university's overall OHS management system is overseen by OH&S in
conjunction with the MUOHSC.
The Manager, OH&S is deemed to be the employer’s representative (as required
by the OHS Act) at the corporate level.
The functions of OH&S include:
•
developing strategies and programs to minimise the risks of injury, illness
and damage to property
•
maintaining OHS legislative compliance;
•
provision of information and advice on OHS risk management and
legislative compliance;
•
monitoring of personal exposures to and/or environmental breaches of
hazardous substances;
•
managing the content of OHS training courses for staff and students and
providing specialised training where required;
•
conducting ergonomic assessments;
•
conducting internal OHS audits;
•
liaising with, and reporting to, statutory and external authorities;
•
maintaining OHS records in accordance with the OHS Records
management procedure
•
providing expert advice pertaining to occupational medicine
•
participating in the investigation of serious incidents
•
monitoring the OHS performance of organisational units
•
benchmarking OHS systems and practices with associated industry peers
e.g. other Go8 universities
Responsible Officer: Manager, OH&S
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6.2
OHS CONSULTANTS
6.2.1
6.3
OHS ADVISORS
6.3.1
6.4
The responsibilities of the OHS Advisor include:
•
Providing advice, instruction and training service to staff and students from
the work area with regard to OHS matters;
•
Liaising with OH&S and the Head of academic/administrative unit or their
delegate
•
Assisting in and/or review incident investigations, inspections and audits
from the work area;
•
Coordinating the work area’s emergency response procedures;
•
Assisting staff and students within the work area to effectively manage
hazards and risks associated with work activities;
•
Assist the OHS Consultant in reviewing and analysing incident data and
developing procedures and programs to mitigate their impact.
OHS CHAIRPERSON
6.4.1
6.5
The responsibilities of the OHS Consultant include:
•
Providing strategic advice to senior management on the management of
health and safety matters;
•
Leading the area in the implementation and maintenance of the university’s
management systems;
•
Reviewing and analysing incident trends and developing procedures and
programs to mitigate their impact;
•
Monitoring and reporting on OHS performance to senior management;
•
Providing advice, instruction and training service to staff and students from
the work area with regard to OHS matters;
The responsibilities of the OHS chairperson include:
•
Ensuring that the OHS committee meetings are held at least 4 times a year;
•
the OHS committee agenda template is used and that members are able to
add items to the agenda prior to the meeting;
•
minutes are taken utilising the OHS committee minutes template and are
made accessible to all members of the area;
•
the appropriate membership of the committee is invited and empowered to
raise items to the committee’s attention;
•
Ensuring that all corrective actions arising from the OHS committee are
implemented in an efficient manner or escalated when they are not able to
be resolved locally.
SAFETY OFFICERS
6.5.1
6.5.2
6.5.3
6.5.4
OHS Roles, Committees and, v5
Responsibilities Procedure
Date of first issue: November 2005
The Safety Officers are the employer’s representative as required by the OHS
Act 2004 (Vic) at the local level.
The main role of a Safety Officer is to act as a focal point for all OHS matters
arising in an academic/administrative unit. Deputy Safety Officer(s) may also be
appointed to share the responsibilities of the role and to act in the absence of the
Safety Officer.
Heads of academic/administrative units must appoint suitable Safety Officers and
Deputy Safety Officers with an appropriate level of authority for the areas under
their control. In the absence of an appointed Safety Officer, the relevant Head of
academic/administrative unit must assume all responsibilities of the role..
In laboratory/studio-based units with diverse research interests it may be
appropriate to appoint several part-time Safety Officers each with responsibility
Responsible Officer: Manager, OH&S
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6.5.5
6.5.6
6.6
for a particular OHS aspect, e.g. general safety, radiation safety and biological
safety. Deputy Safety Officers may also be appointed for each of these roles.
Safety Officers and deputy Safety Officers must:
•
be free to devote sufficient time to OHS issues;
•
be provided with the resources and time to attend OHS training;
•
be accessible to staff;
•
have delegated authority in OHS issues.
The responsibilities of the Safety Officer and deputy Safety Officer include:
•
providing advice, information, instruction and training on local OHS issues
where appropriate;
•
formulating and implementing local OHS policies and procedures;
•
assisting with risk management of hazards and risks in the area;
•
investigating and reporting all incidents, injuries, hazards and near misses;
•
liaising with OH&S and the Head of academic/administrative unit;
•
consulting with local Health & Safety representatives on OHS issues as
outlined in section 6.7.2.1;
•
reviewing and analysing injury and incident reports and data;
•
developing injury and incident prevention strategies for the
academic/administrative unit;
•
monitoring OHS standards and compliance with OHS policy and
procedures at a local level, including workplace inspections, building
evacuations, induction and training needs of staff and students;
•
participate in OHS audits as required;
•
monitoring and analysing the department/school OHS legislative
compliance in regard to risk, emergency and hazardous waste
management;
•
assisting with the promotion of OHS awareness.
SPECIALTY ROLE OFFICERS
6.6.1
OHS Roles, Committees and, v5
Responsibilities Procedure
Date of first issue: November 2005
Radiation Safety Officers
In areas where radiation is used, Heads of academic/administrative units must
appoint suitable Radiation Safety Officers and Deputy Radiation Safety Officers
with an appropriate level of authority for the areas under their control.The
responsibilities of Radiation Safety Officers include:
•
overseeing the purchase of radioactive substances for the unit;
•
working with the university’s Radiation Protection Officer (RPO) to ensure
appropriate licensing for sources of ionising radiation as required under the
Radiation Act 2005;
•
maintaining personal monitoring programs for users of radioactive
substances;
•
providing advice, information, instruction and training on the local use,
storage, transport and disposal of radioactive substances;
•
assisting with risk management of hazards and risks associated with
radioactive substances;
•
formulating and implementing OHS policies and procedures with regard to
radioactive substances;
•
reviewing the radiation safety aspects of new research projects and teaching
activities;
•
providing the initial response to, and investigation of, accidents and
emergencies involving radioactive substances, including reporting to the
RPO, OH&S and assisting with the development of corrective actions;
•
liaising with the RPO, OH&S, the local OHS committee and the Head of
academic/administrative unit;
Responsible Officer: Manager, OH&S
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•
•
•
•
6.6.2
OHS Roles, Committees and, v5
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Date of first issue: November 2005
consulting with local Health & Safety representatives on OHS issues
regarding radioactive substances;
maintaining records related to the purchase, use, storage, transport and
disposal of radioactive substances;
monitoring OHS standards and compliance with OHS policies and
procedures at a local level with regard to radioactive substances;
auditing and analysing the OHS legislative compliance of the unit or
controlled entity with regard to radioactive substances, including reporting
breaches of compliance to the RPO;
assisting with the promotion of ionising radiation safety awareness.
Biosafety Officers
6.6.2.1 In areas where biologicals are used, Heads of academic/administrative
units must appoint suitable Biosafety Officers and Deputy Biosafety
Officers with an appropriate level of authority for the areas under their
control.
6.6.2.2 The responsibilities of the Biosafety Officer include:
•
advise, inform and instruct staff and students on the local use, storage,
transport and disposal of biological substances, including appropriate
equipment, facilities and work practices to prevent exposure to any harmful
biological material and ensure appropriate containment ;
•
assist in local induction of new staff and students with regards to biosafety,
OGTR and quarantine matters;
•
monitor the need and advise staff and students of availability and
procedures for immunisation against potential biohazards;
•
serve as a local source of expertise to the unit/entity regarding biosafety,
OGTR and quarantine requirements including licensing, certification of
facilities and classification of activities under the relevant legislation and
standards;
•
monitor local area compliance with biosafety, OGTR and quarantine
requirements with regard to the use and disposal of hazardous biological
materials and recombinant DNA molecules;
•
liaise with the university’s Research Compliance Officer, OH&S, local OHS
committee, Head of academic/administrative unit and local Health & Safety
representative in matters relating to biosafety, OGTR and quarantine ;
•
review biosafety aspects of research projects and teaching activities and
provide advice/assistance on document preparation, e.g. risk assessments,
OGTR applications;
•
develop and implement emergency response procedures for incidents
involving biohazardous agents and materials;
•
participate in workplace inspections of research and teaching facilities for
compliance with regulations and guidelines pertaining to the use, handling,
and disposal of potential biohazards and recombinant DNA;
•
respond to and investigate all biosafety incidents occurring within the
department, and develop corrective action plans;
•
report any breach of compliance to the Institutional Biosafety Committee
(IBC) and OH&S;
6.6.2.3 A Biosafety Officer may be requested to hold a position on the
Institutional Biosafety Committee on a rotational basis.
Responsible Officer: Manager, OH&S
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6.6.3
First Aid coordinators
The responsibilities of First Aid coordinators include:
•
acting as focal point for communication between first aiders in the work
area and OH&S;
•
assisting with the first aid assessment of the unit/controlled entity;
•
allocating specific duties to first aiders;
•
ensuring that first aid kits, supplies and equipment are maintained;
•
monitoring the record keeping associated with first aid kits, supplies
equipment;
•
liaising with the local OHS committee and OH&S.
6.6.4
First Aiders
It is the responsibility of the First Aiders to:
•
complete, or have completed, a Hepatitis B immunisation course. This
requirement applies to all new First Aiders and First Aiders renewing their
First Aid training who act as Monash University First Aiders;
•
respond promptly to provide emergency first aid treatment 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 medical staff);
•
record all treatment (however minor);
•
encourage staff who have had an occupational injury/illness to record this
using the university’s reporting procedures;
•
access information from an SOS bracelet or similar in order to attend to a
casualty;
•
attend training as required;
•
maintain First Aid facilities, including First Aid equipment, checking and
restocking of First Aid kits as necessary;
•
report any deficiencies in the First Aid service to their First Aid coordinator.
6.6.5
Emergency wardens
6.6.5.1 Building wardens
The building warden and deputy building warden are appointed by the
head of the academic/administrative unit to act as the overall controllers
for a building in an emergency situation.
Their role is to:
•
establish the nature of emergency where possible;
•
order the evacuation where necessary;
•
control the evacuation; and
•
provide an accurate situation report to the attending Emergency
Services;
•
record evacuations using the Building Evacuation form following a
debrief with the floor wardens involved.
•
Report and discuss deficiencies or faults with the evacuation
system or process at the local OHS committee
6.6.5.2 Emergency floor wardens
Emergency floor wardens are appointed to assist the building warden in
the orderly evacuation of the building. Under the guidance of the building
warden, they:
•
systematically check all areas they have been assigned;
•
inform staff and students of the requirement to evacuate;
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Responsibilities Procedure
Date of first issue: November 2005
Responsible Officer: Manager, OH&S
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•
•
prevent staff/students from re-entering the building until the all
clear has been given;
provide an accurate picture of the state of evacuation to the
building warden or attending Emergency Services; and
record details of evacuations on the Floor Warden Evaluation form.
6.6.6
Self - Contained Breathing Apparatus (SCBA) coordinator
It is the responsibility of the SCBA coordinator to:
•
Co-ordinate the response to a hazardous situation;
•
Maintain current lists of SCBA trained personnel;
•
Assess the area for potential hazards before SCBA personnel enter;
•
Assess and give the all clear to re-enter the area;
•
Co-ordinate drills for their SCBA personnel in mock scenarios based on
hazards in area;
•
Co-ordinate repair of SCBA units through Facilities & Services.
6.6.7
Wellbeing champion
Heads of academic/administrative units must seek expressions of interest for the role of
Wellbeing champion, who will:
•
Actively promote and co-ordinate wellbeing initiatives and programs;
•
Consult with the Safety Officer, HSR, the local OHS committee and the
head of unit or controlled entity on Wellbeing Initiatives;
•
Consult with Occupational Health and Safety regarding wellbeing matters;
•
Participate in the development and implementation of relevant OHS
planning processes
•
Attend Occupational Health and Safety’s wellbeing networking meetings
(bi-annual)
6.6.8
Ergonomic champion
Heads of academic/administrative units must seek expressions of interest for
the role of the Ergonomic champion, who will:
•
•
•
Assist new staff or staff who have relocated with their workstation set up
utilising the Workstation set up check list
Act as local contact for queries on workstations or equipment and assist
staff in seeking further assistance from OH&S/HR if required
Receive training and support from OH&S
This role would suit staff with an interest in Ergonomics or appeal to Safety Officer and
First Aiders who wish to broaden their skill set.
6.7
HEALTH & SAFETY REPRESENTATIVES
6.7.1
6.7.2
OHS Roles, Committees and, v5
Responsibilities Procedure
Date of first issue: November 2005
A Health & Safety representative or Deputy Health & Safety representative is an
employee representative who has been elected for a term of 3 years by the
members of a DWG to represent their health and safety interests.
Rights of Health & Safety representatives and deputy Health & Safety
representatives
Health & Safety representatives have a range of statutory rights under the
Victorian OHS Act 2004 including:
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6.7.3
7.
6.7.2.1 be consulted, so far as is reasonably practicable, on:
• any proposed changes in the workplace or to the materials, equipment
or procedures used that may affect the health and safety of staff;
• risk assessment of new and existing materials, equipment or procedures
that may affect the health and safety of members within the DWG
they represent;
• the development of OHS policies and procedures;
• OHS hazard and incident investigation;
• the provision of OHS information, instruction and training.
6.7.2.2 direct work to cease where there is an immediate threat to the health
and safety of any person;
6.7.2.3 inspect any part of the workplace at which a member of the area that
they represent works, at any time giving reasonable notice to the
relevant Head of academic/administrative unit and immediately in the
event of an incident or hazardous situation;
6.7.2.4 attend workplace inspections and audits, including those carried out by
the Victorian Workcover Authority (VWA);
6.7.2.5 be given access to any information, except that which is medically
confidential, on:
•
the health and safety of the staff in the area they represent; and
•
actual or potential hazards in the workplace;
6.7.2.6 paid leave to attend health and safety training courses;
6.7.2.7 have access to the facilities and assistance to enable them to perform
their role.
The names of the elected Health & Safety representatives and the procedures
for the election of Health & Safety representatives are available on the OH&S
website.
OHS COMMITTEE STRUCTURE
7.1
MONASH OCCUPATIONAL HEALTH & SAFETY COMMITTEE (MUOHSC)
The MUOHSC acts as the overarching OHS committee for the university.
7.1.1
Membership
7.1.1.1 The committee is chaired by a nominee of the Vice-chancellor, normally
a Deputy Vice-chancellor or a Dean.
7.1.1.2 Committee members must include evenly balanced representation from
the following groups:
•
senior academic staff (deans, heads of academic/administrative
units);
•
senior professional management staff (divisional directors,
directors, managers);
•
academic staff;
•
professional staff;
•
postgraduate and undergraduate student representatives.
7.1.1.3 As far as is reasonably practicable, committee membership must
include:
•
equal numbers of management and employee members; and
•
general representation from all campus and off-campus areas.
7.1.1.4 A single alternate should be nominated by each committee member in
the instance that they are unable to attend any meetings.
OHS Roles, Committees and, v5
Responsibilities Procedure
Date of first issue: November 2005
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7.1.2
7.1.3
7.1.4
7.1.5
7.2
7.1.1.5 The term of office of each of the members is three years.
The terms of reference of the MUOHSC are to:
•
Promote and facilitate cooperation between staff, students and
management in the development and implementation of OHS policy,
procedures, guidelines and programs at Monash.
•
Ensure a best practice and continuous improvement approach, is
adopted by the university in all matters of occupational health and
safety.
•
Review existing occupational health and safety documents on a
regular basis to determine whether they meet the prevailing needs of
the University including all its campuses and centres in Australia, and
to identify any new procedures that may be required.
•
Monitor and continuously improve university compliance with
occupational health and safety legislation, standards, codes of
practice, policies and procedures.
•
Review the occupational health and safety performance of faculties,
divisions, schools, departments, centres, and sites where Monash
University staff and/or students are located, to ensure that all areas
consistently achieve a high standard.
•
Review the occupational health and safety performance of
"collaboration/shared" sites between Monash and external parties.
•
Review and monitor occupational health and safety matters from subcommittees.
•
Engage with affiliated organisations to ensure a high standard of
occupational health and safety is provided to all Monash staff and
students as required.
•
Promote occupational health and safety awareness and appropriate
behavioural and cultural change of staff and students throughout the
University.
•
Co-ordinate the development and implementation of planning
processes which are consistent and aligned with the university's
broader strategic planning in order to ensure a proactive approach to
occupational health and safety management across the University.
•
Direct the Occupational Health and Safety Unit on priorities.
•
Review recommendations to the Vice-Chancellor on occupational
health and safety matters.
The quorum required to be present at a meeting of the MUOHSC meetings must
be ten (10) members.
MUOHSC meetings are held quarterly as well as on other occasions deemed
necessary by the Chairperson.
The minutes of MUOHSC meetings are available on the OH&S website.
LOCAL OHS COMMITTEES
7.2.1
7.2.2
7.2.3
OHS Roles, Committees and, v5
Responsibilities Procedure
Date of first issue: November 2005
In each area of the university (e.g. faculty/division, school, institute, department,
centre, unit) OHS issues are managed by a local OHS committee, providing a
consultative forum for the discussion and resolution of OHS issues and
implementation of appropriate controls.
Any work area may choose to create a local OHS committee.
Local OHS committees are overseen by the Faculty/Divisional Executive to
ensure a coordinated, uniform approach to implementing OHS programmes.
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7.2.4
7.2.5
Membership
7.2.4.1 The committee must be chaired by the Head of academic/administrative
unit or a senior academic/administrative equivalent;
7.2.4.2 The committee must comprise representatives drawn from the major
activities and work groups in an area to achieve a balanced committee
and this typically includes:
•
the Safety Officer(s) located in the area;
•
one laboratory manager (in laboratory/studio-based faculties);
•
the health and safety representative(s) in the associated DWG(s);
•
a postgraduate student representative; and, where appropriate
•
Specialty officers (Biosafety Officer, Radiation Safety Officer, First
aid coordinator, Building/Floor warden) as required.
7.2.4.3 The heads of academic/administrative units that the committee covers
must nominate the members of the committee, except for the Health and
Safety representatives who are elected by the DWG members.
7.2.4.4 Appointment to the committee is for a term of three years.
7.2.4.5 The Faculty OHS Consultant/Advisor must be invited to attend local
committee meetings in an advisory capacity.
7.2.4.6 Other specialty officers such as the First Aid coordinator, Radiation and
Biosafety Officers, Emergency building wardens etc., who are not
appointed to the committee, can either report to the committee via the
Safety Officer or be invited to report directly to the committee on at least
an biannual basis.
7.2.4.7 Representatives from any other area of the university can be invited to
attend the committee.
The functions of a local OHS committee include:
7.2.5.1 Formulation and implementation of OHS improvement strategies for the
area including consideration and implementation of OHS policy,
procedures, guidelines, plans and programs;
7.2.5.2 Promotion of a strong OHS culture in the area through regular
communication and consultation, promotion of improvements and
highlighting of specific hazards or incidents;
7.2.5.3 Review and analysis of injury/incident reports and data, implementation
and effectiveness of recommended preventive action of incidents and
development of injury/incident prevention strategies for the area;
7.2.5.4 Monitoring OHS performance with regard to:
•
conducting regular workplace inspections (minimum 2 per year
required);
•
conducting regular trial evacuations (either 1 or 2 required per year
depending on building type);
•
induction of new staff and students;
•
training staff and students in the area;
7.2.5.5 Monitoring the OHS legislative compliance of the area and, in particular:
•
ensuring that a risk management approach is taken to hazardous
tasks, new activities, research and equipment;
•
ensuring that emergency procedures are developed and
implemented in the area;
•
trade and hazardous waste management; and
•
monitoring the implementation of audit recommendations
7.2.5.6 Supporting and assisting the work of:
•
Safety Officers
OHS Roles, Committees and, v5
Responsibilities Procedure
Date of first issue: November 2005
Responsible Officer: Manager, OH&S
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•
7.2.6
7.2.7
7.2.8
7.3
Meetings
7.2.6.1 Local OHS committees are required to meet at least quarterly.
7.2.6.2 Before each meeting, notice of the meeting must be circulated to the
staff and students in the area, requesting agenda items and/or issues for
discussion. Items submitted must be included on the agenda of the
meeting and the proposer invited to the meeting for the discussion of the
item.
7.2.6.3 Minutes of meetings must be:
•
kept in accordance with the OHS Records Management procedure
•
made accessible;
•
only accessible to Monash staff and students when posted on web
sites;
•
sent to the area OHS Consultant/Advisor as soon as possible after
the meeting;
•
minutes may be circulated to committee members electronically.
Staff and students of the area must be informed of the local OHS committee, its
purpose and membership.
A list of OHS committee chairpersons is available at the OH&S web site
DESIGNATED WORK GROUPS
7.3.1
7.3.2
7.3.3
8.
Health & Safety representatives
Within each work area there may be one or more DWGs. A DWG consists of all
the employees in a particular work area, academic/administrative unit or a
building or series of buildings. A DWG may cover staff at one or more
workplaces on a campus and/or at one or more campuses.
The members of each DWG can elect a Health & Safety representative and a
deputy Health & Safety representative.
Health and safety representatives are employee representatives whose primary
role is to represent the health and safety interests of the members of their work
area (see section 6.5).
The list of DWGs, names of elected health and safety representatives and the
procedures for the election of health and safety representatives are available on
the OH&S web site.
COMPLIANCE
This procedure is written to meet the requirements of:
Gene Technology Act 2001 (Vic)
Occupational Health and Safety Act 2004 (Vic)
Occupational Health and Safety Regulations 2007 (Vic)
Radiation Act 2005 (Vic)
OHSAS 18001:2007 Occupational Health and Safety Management SystemsRequirements
AS/NZS 4801:2001 Occupational Health & Safety Management Systems – specifications
with guidance for use
AS 3760:2003 In-service safety inspection and testing of electrical equipment
OHS Roles, Committees and, v5
Responsibilities Procedure
Date of first issue: November 2005
Responsible Officer: Manager, OH&S
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For the latest version of this document please go to: http://www.monash.edu.au/ohs/
9.
REFERENCES
9.1
MONASH UNIVERSITY OHS DOCUMENTS
Contractor OHS Management at Monash University
Occupational Health & Safety Policy
OHS induction & training at Monash University
10.
TOOLS
The following Agenda and Minutes templates should be utilised by Local OHS committees
and be amended to suit each particular committee.
11.
DOCUMENT HISTORY
Version
number
3
Date of first
Issue
March 2010
4
5
March 2013
September 2014
OHS Roles, Committees and, v5
Responsibilities Procedure
Date of first issue: November 2005
Changes made to document
OHS management at Monash University:
Structure, functions, roles and responsibilities
OHS Roles, Committees and Responsibilities procedure
1. Removed definitions and provided link to “Definitions
tool”.
2. Re-arranged order of document sections as follows:
- OHS responsibilities
- OHS roles
- OHS committees
3. Simplified OHS committee structure to:
- Monash
University
OHS
committee
(MUOHSC)
- Local OHS committee
4. Updated MUOHSC terms of reference
5. Added ‘OHS chairperson’ to Roles.
6. Added Compliance section.
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MUOHSC 20/2014
ERGONOMIC DESIGN PROCEDURE
AS/NZS 4801
OHSAS 18001
OHS20309
SAI Global
September 2014
TABLE OF CONTENTS
1.
PURPOSE ...........................................................................................................................................3
2.
SCOPE ................................................................................................................................................3
3.
ABBREVIATIONS ...............................................................................................................................3
4.
DEFINITIONS ......................................................................................................................................3
4.1
4.2
4.3
4.4
4.5
4.6
4.7
5.
ACTIVITY BASED WORK (ABW ) ....................................................................................................................... 3
HEAD TO HEAD DISTANCE ............................................................................................................................. 3
PROJECT MANAGER ..................................................................................................................................... 3
SMARTPHONE ............................................................................................................................................. 3
SIT-TO-SIT (ADJUSTABLE HEIGHT) DESK ......................................................................................................... 3
SIT/STAND DESK ......................................................................................................................................... 4
TABLET ...................................................................................................................................................... 4
SPECIFIC RESPONSIBILITIES..........................................................................................................4
5.1
5.2
5.3
HEADS OF ACADEMIC/ADMINISTRATIVE UNITS .................................................................................................. 4
MONASH OCCUPATIONAL HEALTH & SAFETY (OH&S) ........................................................................................ 4
PROJECT MANAGERS ................................................................................................................................... 4
6.
USE OF THIS PROCEDURE ..............................................................................................................4
7.
WORK AREA ANALYSIS ...................................................................................................................5
7.1
7.2
7.3
7.4
8.
DESK DESIGN ....................................................................................................................................6
8.1
8.2
8.3
8.4
8.5
8.6
8.7
8.8
8.9
9.
SHAPE OF DESKS ........................................................................................................................................ 6
STRENGTH OF DESK .................................................................................................................................... 7
EDGES, CORNERS AND DESK THICKNESS........................................................................................................ 7
DESK LENGTH ............................................................................................................................................. 7
DESK DEPTH ............................................................................................................................................... 7
DESK HEIGHT FOR SEATED TASKS ................................................................................................................. 7
LEG SPACE ................................................................................................................................................. 7
CABLE MANAGEMENT ................................................................................................................................... 8
SIT/STAND DESKS........................................................................................................................................ 8
RECEPTION DESKS ..........................................................................................................................8
9.1
9.2
9.3
9.4
9.5
9.6
9.7
10.
SPACE ....................................................................................................................................................... 5
CIRCULATION SPACES .................................................................................................................................. 5
STORAGE SPACES ....................................................................................................................................... 5
HEAD TO HEAD DISTANCES ........................................................................................................................... 6
DESK/HOB HEIGHT ....................................................................................................................................... 8
DESK DEPTH ............................................................................................................................................... 9
MONITOR TYPE............................................................................................................................................ 9
FOOT REST ................................................................................................................................................. 9
HARD DRIVE ............................................................................................................................................... 9
DOCUMENT STORAGE .................................................................................................................................. 9
SECURITY................................................................................................................................................. 10
COMPUTER LABORATORY............................................................................................................10
10.1
10.2
10.3
WORKSTATION HEIGHT............................................................................................................................... 10
DESK ARRANGEMENT ................................................................................................................................. 10
MONITOR HEIGHT ...................................................................................................................................... 10
Ergonomic design procedure, v2
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10.4
11.
WORK SPACE............................................................................................................................................ 10
TECHNOLOGY AND WORKSTATION DESIGN .............................................................................10
11.1
11.2
11.3
11.4
11.5
11.6
11.7
11.8
OVERVIEW ............................................................................................................................................... 10
COMPUTER MONITORS ............................................................................................................................... 11
LAPTOP/NOTEBOOKS ................................................................................................................................. 11
TABLETS/SMARTPHONES ............................................................................................................................ 11
LARGE HARD DRIVE ................................................................................................................................... 11
COMPACT HARD DRIVE ............................................................................................................................... 11
SCANNERS ............................................................................................................................................... 11
TWO OR MORE MONITORS .......................................................................................................................... 12
12.
CHAIRS .............................................................................................................................................12
13.
WORK ENVIRONMENT ...................................................................................................................13
13.1
13.2
13.3
13.4
13.5
13.6
LIGHTING QUALITY ..................................................................................................................................... 13
NATURAL LIGHT ......................................................................................................................................... 13
TASK LIGHTING ......................................................................................................................................... 13
NOISE IN OPEN PLAN AREAS ........................................................................................................................ 13
PARTITION HEIGHT IN OPEN PLAN AREAS ...................................................................................................... 13
THERMAL COMFORT ................................................................................................................................... 14
14.
RECORDS .........................................................................................................................................14
15.
ACKNOWLEDGEMENT ...................................................................................................................14
16.
COMPLIANCE ..................................................................................................................................14
LEGISLATION ........................................................................................................................................................ 14
AUSTRALIAN STANDARDS ...................................................................................................................................... 14
17.
REFERENCES ..................................................................................................................................15
VICTORIAN WORKCOVER AUTHORITY DOCUMENTS .................................................................................................... 15
MONASH UNIVERSITY OHS DOCUMENTS ................................................................................................................... 15
18.
TOOLS ..............................................................................................................................................15
19.
DOCUMENT HISTORY.....................................................................................................................15
Ergonomic design procedure, v2
Date of first issue: March 2013
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Date of last review: September 2014
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1.
PURPOSE
This procedure sets out the ergonomic design requirements for general and open plan office
space, reception areas and computer laboratories.
2.
SCOPE
This procedure applies to staff, students, visitors and contractors that have input into the
ergonomic design of existing space, refurbishment works or new building projects at Monash
University.
3.
ABBREVIATIONS
ABW
AFRDI
DDA
LCD
OHS
OH&S
PC
4.
Activity based work
Australasian Furnishing and Research Development Institute
Disability Discrimination Act
Liquid crystal display
Occupational health and safety
Monash Occupational Health & Safety
Personal computer
DEFINITIONS
A comprehensive list of definitions is provided in the Definitions tool. Definitions specific to
this procedure are provided below.
4.1
ACTIVITY BASED WORK (ABW)
ABW does not provide a specific space allocation per person. It is calculated on the
overall needs of the activities to be conducted in the work area and the number of
people who will use this space. Notionally there will be sufficient work points to
provide one point for every 1.1 to 1.2 people who will use this area.
4.2
HEAD TO HEAD DISTANCE
Head to head distance is the distance between the heads of adjacent workstation
users.
4.3
PROJECT MANAGER
The project manager is the individual responsible for the day-to-day management of
the project, usually from the Facilities and Services Division or the contracted
company.
4.4
SMARTPHONE
A smartphone is a mobile phone built on a mobile operating system, with more
advanced computing capability and connectivity than a feature phone. They
generally have high resolution touchscreens and include functionality such as media
player, digital camera, GPS and high-speed data access via Wi-Fi or Mobile
Broadband.
4.5
SIT-TO-SIT (ADJUSTABLE HEIGHT) DESK
These adjustable height desks are designed to accommodate a range of users over
the lifespan of the desk. A once-off height adjustment is made to the desk for each
user to achieve an ergonomic seated position.
Ergonomic design procedure, v2
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4.6
SIT/STAND DESK
These desks are designed to be adjusted frequently to allow users to alternate
between the seated and standing position.
4.7
TABLET
A tablet is a one-piece mobile computer that is operated by touchscreen with
onscreen, hideable virtual keyboard. Alternatively the tablet may be connected to a
keyboard with a wireless link or a USB port.
5.
SPECIFIC RESPONSIBILITIES
5.1
HEADS OF ACADEMIC/ADMINISTRATIVE UNITS
Heads of academic/ administrative units and controlled entities are responsible for
ensuring that staff are aware of the Procedures for OHS consultation and that these
are implemented to ensure that input is sought from all staff when there are
changes to the workplace, e.g. office space re-design.
5.2
MONASH OCCUPATIONAL HEALTH & SAFETY (OH&S)
The responsibilities of OH&S include:
5.3
•
providing information and advice on ergonomic design to stakeholders
•
providing advice on the functionality of office furniture to stakeholders and
project managers
•
participating in review meetings in accordance with the Procedures for OHS
consultation
PROJECT MANAGERS
The responsibilities of project managers include:
6.
•
providing information regarding the workplace changes to the health & safety
representative;
•
providing information regarding the workplace changes to OH&S;
•
issuing the latest edition of the Monash University Minimum Level Design &
Construction Specification to relevant parties;
•
ensuring that the correct data collection/information gathering process has
been undertaken at the commencement of each project. This shall determine
the correct configuration of furniture components that are suited to the defined
work tasks for each user.
•
organising safety review and sign off meetings in conjunction with the
academic/administrative unit/controlled entity and the local safety personnel;
•
attending safety review and sign off meetings;
•
incorporating issues into building plans as agreed at safety review meetings.
USE OF THIS PROCEDURE
•
Whilst each project will bring together a different range of design challenges, the
information contained in this procedure must be taken into account when new
building or refurbishment works are undertaken.
Ergonomic design procedure, v2
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•
7.
In addition, Project Managers are responsible for ensuring that plans comply with all
other relevant requirements, e.g. the Building Code of Australia, Disability
Discrimination Act (DDA), OHS legislation, Australian standards and the latest
edition of the Monash University Minimum Level Design & Construction
Specification.
WORK AREA ANALYSIS
7.1
SPACE
When planning new offices, space provisions as outlined in AS1668.2: 2012 and
Officewise – A Guide to Health and Safety in the Office must be met.
There are two methods of calculating space per workstation in open plan areas.
7.1.1
•
•
Method 1
Determine total area of floor space and divide by the number of
workstations.
For open plan areas involving corridors, shared storage, amenities, etc
the general recommendation is 10-14 m2 per person.
7.1.2
Method 2
• Determine floor space per workstation then add in additional space for
storage amenities, corridors, etc.
• This generally requires 6-8 m2 per person plus the additional space.
Note: For enclosed offices, AS/NZS 1668.2:2012, Table A1 specifies an allocation
2
of 10m per person, based on ventilation requirements. In addition, functional needs
such as technology, visitors, meeting chairs, etc. should be considered.
7.2
CIRCULATION SPACES
7.2.1
Corridor widths are dictated by:
• the Building Code of Australia, based on emergency escape
requirements. Wider unobstructed corridors are required closest to
emergency exits;
• AS1428.1:2009 which stipulates minimum widths based on disabled
access needs;
• DDA: Guideline On The Application Of The Premises Standard 2013.
The minimum recommended for access ways is an unobstructed width of 1000mm.
7.2.2
Current ergonomic practice recommends:
• Entrance to workstations or offices: 900mm - 1000mm;
• Corridors with frequent use in open plan area: 1200mm;
Corridors with storage units along one side: 1500mm.
7.3
STORAGE SPACES
7.3.1
•
Ergonomic design procedure, v2
Date of first issue: March 2013
Ergonomic principles specify storage allocations as:
Primary
• Items of personal nature or frequently accessed at workstation;
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•
•
Secondary
• Items shared by team or requiring occasional access;
• Can be stored in corridor or nearby storage area, however stored items
must not impede clear access and egress as defined in 7.2.2.
•
•
Tertiary
Infrequently accessed items;
Stored in compactus, storeroom, archives, or amenities areas.
7.3.2
•
•
•
•
7.4
8.
Shelving
Only light items (easily lifted with one hand) are to be stored above
shoulder height;
Heavier items must be stored between shoulder height and mid-thigh
height;
Bookcases must generally be no higher than 2100mm. However, if they
are up to 2400mm in height, they must be fixed to the wall securely in
accordance with AS/NZS4443:1997
Appropriate steps/ladders must be provided for use by staff to access
high shelves.
HEAD TO HEAD DISTANCES
7.4.1
This is the distance between the heads of adjacent workstation
users. The distance relates to the perception of 'personal space',
as well as the functional interference due to noise and the space
needed to move around a work area.
7.4.2
Ideally, 1500mm or more must be provided from head to head of
adjacent workstation occupants.
DESK DESIGN
8.1
SHAPE OF DESKS
8.1.1
Rectangular desks
The standard supplied desk through the Monash Furniture Approved Supplier Panel
is rectangular.
• Require PC across centre of desk to provide symmetrical posture;
• Can be provided with a desk return to increase surface area
8.1.2
L-shaped desks
These are no longer supplied as new items of furniture, but are available through
the Equipment Reuse Program, Office of Environmental Sustainability.
• If the computer is placed in the apex of a rectangular desk and desk
return, then a desk lozenge must bridge across the apex corner.
• 40% increase in useable surface area compared to a rectangular desk
of same length;
• Enables multiple PC locations with laptop or LCD monitors;
• Suitable for users with multiple LCD monitors;
• Suits left and right hand users;
• Can be linked into clusters to facilitate team work and cable
management.
Ergonomic design procedure, v2
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8.2
8.3
8.4
8.5
8.6
STRENGTH OF DESK
8.2.1
AS/NZS 4443:1997 requires that the design of the desk is
sufficiently strong to withstand up to 90kg of load.
8.2.2
Where practical, the manufacturer should provide certification
relating to the design of desks through an independent agency,
e.g. Australasian Furnishing and Research Development Institute
(AFRDI).
EDGES, CORNERS AND DESK THICKNESS
8.3.1
Edges or corners must be rounded to avoid contact injuries.
8.3.2
The recommended thickness for the desk surface is 25 - 33mm.
DESK LENGTH
8.4.1
There is no specified length from an OHS perspective.
8.4.2
For mixed function tasks, and particularly if there is a large clerical
or document handling component to the work, an L-shaped
configuration (1800mm or 2100mm desk with return) is preferred.
8.4.3
For desks used only for PC-based tasks, 1500mm is adequate.
DESK DEPTH
8.5.1
The depth of the standard supplied desk is 800mm in accordance
with AS/NZS 4443:1997. This is adequate for one or more flat
LCD monitors.
8.5.2
The online exemption form must be completed for the purchase of
non-standard furniture.
DESK HEIGHT FOR SEATED TASKS
8.6.1
Desks can be fixed or adjustable in height.
8.6.2
Fixed height desks:
•
AS/NZS 4443:1997 stipulates a height range of 680mm - 735mm, with a
preferable height of 710mm - 720mm;
A footrest may be required, together with a height-adjustable chair, to
ensure that a fully supported seated position is achieved;
It will be necessary to raise these desks for taller users.
•
•
8.6.3
•
•
AS/NZS 4443:1997 stipulates a height range of 610mm – 760mm.
The adjustment should use a crank handle, electric or hydraulic
mechanism.
If adjustable, the entire desk surface should adjust rather than one
segment, eg keyboard shelf;
Users must seek advice from OH&S or the desk supplier to ensure the
desk height is correctly adjusted to suit their work task needs.
•
•
8.7
Adjustable height desks – sit to sit:
LEG SPACE
8.7.1
Ergonomic design procedure, v2
Date of first issue: March 2013
Clear leg space should be provided under all desks where
operators sit.
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8.8
8.9
9.
8.7.2
The minimum clear leg space width should be 800mm.
8.7.3
The minimum depth at the thighs should be 450mm and at the
feet should be 600mm.
CABLE MANAGEMENT
8.8.1
Secure loose cables away from the leg space of the seated user.
Use cable trays or electrical conduit for cable management.
8.8.2
The cables must be accessible to computer technicians with
minimal manual handling risks.
8.8.3
Desks that have shared users should have access to the power
and data from an accessible point on the desk surface.
SIT/STAND DESKS
8.9.1
Sit/stand desks allow the user to alternate between sitting and
standing which can minimise the problems caused by static
posture.
8.9.2
Sit/stand desks are suitable for “hot-desking” environments.
8.9.3
The standing desk height should range from 850mm - 1150mm. A
preferable range is 620mm - 1250mm to also include a sit/stand
adjustable option.
8.9.4
The seated desk height must be adjusted to the range outlined in
section 8.6.
8.9.5
The design of the adjustment mechanism must ensure stability of
the work surface without rocking at all height settings.
8.9.6
The mechanism for the sit to stand should not include the hand
crank, but use an electric or hydraulic mechanism due to the
frequency of adjustments by users.
RECEPTION DESKS
9.1
DESK/HOB HEIGHT
Ergonomic design procedure, v2
Date of first issue: March 2013
9.1.1
For standing workstations, AS/NZS 4443:1997 requires
approximately 950mm for fixed height workstation and a range of
900mm – 1100mm for adjustable height workstations.
9.1.2
For seated workstations, the floor area behind the reception
counter must be raised to allow eye-level contact between
operator and customer. The height of the work surface must meet
the requirements outlined in section 8.6.
9.1.3
AS/NZS 4443:1997 requires the hob to be 1020mm - 1200mm
high to avoid over shoulder reaching for the seated operator. The
higher hob is to be used if potential occupational violence risks are
identified at the reception area.
9.1.4
Reception counters designed specifically for disability access must
comply with AS1428.2:1992. This requires a height of
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830mm - 870mm for the customer service area and under counter
leg clearance of 800mm - 840mm to ensure disability access.
9.2
DESK DEPTH
9.2.1
Reach distances:
• If required to sit at the desk and reach to the hob, a reach distance of
less than 700 mm is recommended;
• Hence, the reception desk work surface depth should be less than
700mm and, preferably 500mm - 600 mm to the hob, where the reaching
occurs. This can be most easily achieved by placing the computer into
the apex of the counter and reducing the reach distance to the customer
hob.
• If a security risk is identified with the customers then increase the depth
of the hob. This requires the customer to be further away from the staff
without increasing the reach distance for the staff.
9.3
9.4
9.5
9.6
9.2.2
Apart from a depth of 500mm - 600 mm where reaching occurs,
the remaining desk surface must be 800mm deep. Monitors
should be positioned to suit the work flow whilst maintaining visual
sightlines.
9.2.3
Recessing monitors into the desk surface and covering with glass
is not recommended due to reflections on the glass from lighting
and excessive downward neck angles for the operator.
MONITOR TYPE
9.3.1
If a computer is used at the desk, an LCD flat screen is required. If
a laptop or other hand held devices are used then a docking
station is required for longer durations.
9.3.2
If the customer needs to view the monitor, determine how the
monitor will swivel to enable this.
FOOT REST
9.4.1
If a non-adjustable sit/stand surface is used, provide a foot rest
across the entire width of the serving area.
9.4.2
Mount the footrest 720mm below the work surface, angled at 15º
and recessed back at least 300mm from the edge of the desk.
HARD DRIVE
9.5.1
Provisions must be made for the hard drive to be located off the
counter surface; preferably mounted away from the leg space
under the counter surface.
9.5.2
The hard drive needs to be accessible by computer technicians.
9.5.3
If the operator needs to regularly turn the computer off / on then
the start button needs to be accessible without excessive bending
or reaching.
DOCUMENT STORAGE
9.6.1
Ergonomic design procedure, v2
Date of first issue: March 2013
Frequently accessed forms, etc should be within the secondary
reach zone (up to 700mm) from the seated position.
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9.7
9.6.2
Forms may also be positioned under the desk surface, but away
from the leg space and within reach between the chair seated
height and the desk.
9.6.3
Although users can spin on their swivel seat to retrieve
documents, they must not twist or over-reach.
SECURITY
9.7.1
If the desk is in a public interface area, consider if:
• a duress alarm is required;
• physical barriers to prevent persons reaching across or jumping the
counter are required.
10. COMPUTER LABORATORY
10.1
WORKSTATION HEIGHT
•
10.2
DESK ARRANGEMENT
•
10.3
The orientation of the technology must enable the user a clear sightline to
the lecturer and teaching displays.
MONITOR HEIGHT
•
10.4
The recommended set desk height for PC use is 720 mm high.
The centre of the monitor should be around 400 mm above the desk
height. This may require raising the monitor on a fixed height stand or the
hard drive depending on their size.
WORK SPACE
10.4.1
The actual desk surface width is dependent on the layout and
shape of the desk.
10.4.2
A minimum width of 900 mm is required for the keyboard, mouse
and personal space.
10.4.3
Additional width must be provided if reference materials are
required.
11. TECHNOLOGY AND WORKSTATION DESIGN
11.1
OVERVIEW
As desktop computer technology develops,
necessitate a high degree of adaptability.
The range of current technologies includes:
• Computer monitors
• Laptops
• Tablets
• Smart phones
• Large hard drive
• Compact hard drive
• Scanners
• Dual/Multiple monitors
Ergonomic design procedure, v2
Date of first issue: March 2013
the workstation requirements
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It is appropriate that workstations be designed to suit all these technology options,
as well as remain adaptable for future advancements.
It is no longer recommended to provide workstations with cut-out, separately
adjustable sections (Drop down keyboards). Instead, a single work area surface
provides an acceptable ergonomic arrangement with low profile technology design.
It also provides flexibility for the operator to arrange their technology on the desk to
suit their layout requirements.
The ergonomic requirements of these specific technologies are summarised below.
11.2
11.3
COMPUTER MONITORS
11.2.1
When purchasing computer monitors, adjustable height stands are
preferred, as these allow the monitor to be elevated to the correct
height for the user.
11.2.2
Alternatively, the use of a suitable monitor arm should be
considered.
LAPTOP/NOTEBOOKS
11.3.1
While laptops are useful when moving between workplaces, their
prolonged use has ergonomic implications.
11.3.2
Laptops must not be used continuously for more than 30 minutes
at a time and for less than 2 hours in one day. In preference, a
docking station with a PC configuration must be used.
11.3.3 Other options for layout include:
• Use the laptop keyboard, separate mouse and elevate a monitor above
and behind the laptop;
• Raise the laptop on a stand and use a separate keyboard and mouse.
11.4
TABLETS/SMARTPHONES
Tablets such as iPads and Smartphones have similar ergonomic implications to
laptops and prolonged use must be avoided.
11.5
11.6
11.7
LARGE HARD DRIVE
11.5.1
Utilise a hard drive holder under the desk at one end of the leg
space to support the hard drive in a tower unit configuration.
11.5.2
If the hard drive is used under a monitor on the desktop, ensure
the top of the monitor is not elevated above seated eye height.
COMPACT HARD DRIVE
11.6.1
Locate under a monitor if the top of the screen is at seated eye
height.
11.6.2
Locate at the rear of the desk surface in a horizontal or tower unit
orientation.
11.6.3
Check with the computer technician to ensure the hard drive can
be used in the vertical configuration.
SCANNERS
11.7.1
Ergonomic design procedure, v2
Date of first issue: March 2013
Scanners should be located on a work surface to avoid excessive
overhead reaching to lift the cover.
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11.7.2
11.8
The lid should be down when scanning.
TWO OR MORE MONITORS
11.8.1
If more than one monitor is required, the primary, frequently
accessed monitor must be located in the desk apex to best meet
the ergonomic requirements.
11.8.2
If both monitors are equally used they must be placed side by
side at the same height in a horseshoe configuration.
11.8.3
If more than two monitors are used the primary monitor must be
positioned in front of the keyboard and the others on either side.
Double stacking of monitors increases the risk of neck discomfort
when looking up to the top row, thus should be avoided. If multiple
monitors are used, then a specialist workstation design is required
based on a task analysis and technology utilisation study.
12. CHAIRS
•
•
All new chairs must be purchased through the university’s Approved Supplier Panel.
The university recommends a range of task chairs, which meet the requirements of
AS/NZS4438:1997 – Height adjustable swivel chairs and are certified to AFRDI
Level 6 and include the traditional square back chairs and a range of mesh chairs.
•
For further information on the mesh task chairs refer to the OHS Information sheet
on Mesh Chairs.
•
The online exemption form must be completed for the purchase of any chairs not
listed on the Procurement website (non-standard furniture).
Note: Meeting room chairs are not suitable for use at desks and must only be used in
meeting rooms or as visitors’ chairs in an office area.
•
To assist with the selection of suitable chairs, project managers must contact the
approved suppliers listed above and request a range of trial chairs, as part of the
consultation process.
•
Chairs will wear and require maintenance and repairs. These costs should be
included in the budget.
•
‘Exercise balls’ (Swiss/Fit balls) are not recommended due to safety risks. Further
details are provided at the Victorian Workcover Authority (VWA) website.
•
Glides are recommended for chairs to be used on hard smooth floor surfaces rather
than castors, due to the risk of the chair slipping out from under the user.
Ergonomic design procedure, v2
Date of first issue: March 2013
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13. WORK ENVIRONMENT
13.1
13.2
13.3
LIGHTING QUALITY
13.1.1
The overall level of illumination required for computer work is
generally less than for clerical duties.
13.1.2
Glare and reflections may develop in higher luminance areas. LCD
monitors and laptops perform better in these locations.
NATURAL LIGHT
13.2.1
It is desirable from a psychological perspective to retain an
external view and to maintain natural light.
13.2.2
At times of direct sun glare, blinds may be used to control sunlight.
TASK LIGHTING
13.3.1
A desk lamp or similar may be used to supplement light levels in
certain circumstances.
13.3.2
Orientation of globes should avoid a source of direct or reflected
glare to the user.
Note: All electrical appliances used on campus must be tested and tagged in
accordance with the Inspection, testing, tagging & repair of electrical equipment
OHS Information sheet.
13.4
13.5
NOISE IN OPEN PLAN AREAS
13.4.1
Conversational noise may result in distraction in open plan office
areas.
13.4.2
Each work area should develop protocols relating to use of
meeting rooms, breakout areas and control of excessive
background noise in the open plan area.
13.4.3
Noisy equipment items, eg photocopiers should be located in utility
rooms or similar, away from the workstation areas.
PARTITION HEIGHT IN OPEN PLAN AREAS
Ergonomic design procedure, v2
Date of first issue: March 2013
13.5.1
Partitions between workstations do little to control noise but do
provide some visual privacy.
13.5.2
Heights between 1100mm - 1350 mm are recommended between
members of work teams.
13.5.3
High partitions, e.g. 1500mm can be used where partition shelving
is required. Higher partitions are generally not recommended for
open plan work areas.
13.5.4
Partitions should be perpendicular to windows where possible to
enable occupants in open plan areas to retain a view of windows
over the 1100mm - 1350 mm high partitions.
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Date of last review: September 2014
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13.6
THERMAL COMFORT
13.6.1
There are considerable individual differences between people
regarding thermal comfort and it is unlikely that a single
temperature or level of humidity will suit everyone.
13.6.2
Avoid locating workstations directly in front of or below air
conditioning outlets.
13.6.3
Further information is available in the Indoor thermal comfort OHS
Information sheet, which is available at the OHS website.
14. RECORDS
Records to be kept by
Records
To be kept for:
Academic/administrative unit
Minutes of meetings re new buildings and Indefinitely
refurbishments
Risk assessments
3 years or until
reviewed
Facilities and Services
Minutes of meetings re new buildings and Indefinitely
refurbishments
Copy of plans and correspondence Indefinitely
containing recommendations
Occupational Health & Safety
Minutes of meetings re new buildings and Indefinitely
refurbishments
15. ACKNOWLEDGEMENT
This procedures is based on the Ergonomic design guidelines prepared for Monash University by
David Caple, Director, David Caple & Associates Pty Ltd
16. COMPLIANCE
This procedure is written to meet the requirements of:
LEGISLATION
Occupational Health and Safety Act 2004 (Vic)
Occupational Health and Safety Regulations 2007 (Vic)
DDA (Disability Discrimination Act) Guideline on the Application of Premises Standards
2013
AUSTRALIAN STANDARDS
OHSAS 18001:2007 Occupational Health & Safety Management Systems –
requirements
AS/NZS4801:2001 Occupational Health and Safety Management Systems –
specifications with guidance for use
AS/NZS4438:1997 – Height adjustable swivel chairs
AS1428.1:2009 Design for access and mobility – Part 1: General requirements for
access – New building work
AS1428.2-1992: Design for access and mobility - Enhanced and additional
requirements - Buildings and facilities
Ergonomic design procedure, v2
Date of first issue: March 2013
Responsible Officer: Manager, OH&S
Date of last review: September 2014
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AS/NZS4443:1997 Office Panel Systems – workstations
AS 1668.2-2012: The use of ventilation and airconditioning in buildings - Mechanical
ventilation in buildings
17. REFERENCES
VICTORIAN WORKCOVER AUTHORITY DOCUMENTS
Officewise – A guide to Health and Safety in the Office (November, 2011)
MONASH UNIVERSITY OHS DOCUMENTS
Inspection, testing, tagging & repair of electrical equipment OHS Information sheet
Indoor Thermal comfort OHS Information sheet
Mesh Chairs OHS Information sheet
Sit/Stand Desks OHS Information sheet
18. TOOLS
This document should be read in conjunction with the following OHS Information sheets:
OHS Information sheet: Mesh Chairs
OHS Information sheet: Sit/Stand Desks
OHS information sheet: Inspection, testing, tagging & repair of electrical equipment
OHS Information Sheet: Indoor thermal comfort
19. DOCUMENT HISTORY
Version
number
3
1
2
Date of first
Issue
May 2011
February 2013
September 2014
Ergonomic design procedure, v2
Date of first issue: March 2013
Changes made to document
Computer workplace design guidelines, v3
Ergonomic Design Procedure, v1
1. Added the following terms to Definitions section:
a. Activity- based work
b. Sit-to-sit desk
c. Sit/stand desk
2. Specified the desk depth to be 800mm in accordance
with AS/NZS 4443:1997, irrespective of monitor size or
number of monitors.
3. Updated sections 8.6 and 8.9 to clearly outline separate
requirements for sit-to-sit and sit/stand desks.
4. Updated section 9.1 on desk/hob height of reception
areas in line with AS/NZS 4443:1997 and AS/NZS
1428.2:1992.
5. Added information to section 11.8 on the correct set-up
of dual/multiple monitors.
6. Added Compliance section and removed reference to
legislation/standards from Purpose.
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MUOHSC 21/2014
USING CHEMICALS PROCEDURE
AS/NZS 4801
OHSAS 18001
OHS20309
SAI Global
September 2014
TABLE OF CONTENTS
1.
PURPOSE ................................................................................................................................................ 3
2.
SCOPE ..................................................................................................................................................... 3
3.
ABBREVIATIONS .................................................................................................................................... 3
4.
DEFINITIONS ........................................................................................................................................... 3
4.1
4.2
4.3
4.4
4.5
4.6
5.
SPECIFIC RESPONSIBILITIES............................................................................................................... 4
5.1
5.2
5.3
5.4
6.
10.
PURCHASE ...................................................................................................................................................... 8
STORAGE ........................................................................................................................................................ 8
USE ................................................................................................................................................................ 8
HAZARDOUS SUBSTANCES ................................................................................................................. 8
9.1
9.2
PURCHASE ...................................................................................................................................................... 8
STORAGE ........................................................................................................................................................ 9
USE
9
POISONS ............................................................................................................................................... 10
10.1
10.2
10.3
11.
OHS RISK MANAGEMENT MUST BE COMPLETED ..................................................................................................... 7
RISK ASSESSMENTS ......................................................................................................................................... 7
DANGEROUS GOODS ............................................................................................................................ 8
8.1
8.2
8.3
9.
FACILITIES ....................................................................................................................................................... 5
AMENITIES ....................................................................................................................................................... 5
SAFETY EQUIPMENT.......................................................................................................................................... 6
CHEMICAL REGISTER ........................................................................................................................................ 6
WASTE MANAGEMENT ....................................................................................................................................... 6
LABELLING OF DECANTED CHEMICALS ................................................................................................................. 7
RISK MANAGEMENT .............................................................................................................................. 7
7.1
7.2
8.
MONASH OCCUPATIONAL HEALTH & SAFETY (OH&S) ............................................................................................. 4
HEADS OF ACADEMIC/ADMINISTRATIVE UNITS ....................................................................................................... 5
SUPERVISORS ................................................................................................................................................. 5
STAFF AND STUDENTS ...................................................................................................................................... 5
GENERAL REQUIREMENTS FOR USING CHEMICALS....................................................................... 5
6.1
6.2
6.3
6.4
6.5
6.6
7.
CARCINOGEN ................................................................................................................................................... 3
CHEMICAL ....................................................................................................................................................... 3
CYTOTOXIC DRUGS ........................................................................................................................................... 3
DANGEROUS GOODS......................................................................................................................................... 3
DRUGS, POISONS & CONTROLLED SUBSTANCES ................................................................................................... 4
HAZARDOUS SUBSTANCES ................................................................................................................................ 4
PURCHASE .................................................................................................................................................... 10
STORAGE ...................................................................................................................................................... 10
USE .............................................................................................................................................................. 10
CYTOTOXIC DRUGS ............................................................................................................................ 10
11.1
11.2
11.3
PURCHASE .................................................................................................................................................... 10
STORAGE ...................................................................................................................................................... 10
USE .............................................................................................................................................................. 10
Using Chemicals procedure v3
Date of first issue: April 2006
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Date of last review: September 2014
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12.
CHEMICAL STORES ............................................................................................................................. 11
12.1
12.2
13.
MINOR STORAGE ............................................................................................................................................ 11
MAJOR CHEMICAL STORES (STORAGE ABOVE MINOR QUANTITIES) ........................................................................ 11
TRAINING .............................................................................................................................................. 11
13.1
13.2
LOCAL TRAINING............................................................................................................................................. 12
TRAINING COURSES AT A UNIVERSITY LEVEL ...................................................................................................... 12
14.
HEALTH SURVEILLANCE AT MONASH UNIVERSITY ....................................................................... 12
15.
EMERGENCIES INVOLVING CHEMICALS .......................................................................................... 12
15.1
15.2
INCIDENT AND EMERGENCY RESPONSE ............................................................................................................. 12
CRISIS MANAGEMENT ...................................................................................................................................... 12
16.
RECORDS .............................................................................................................................................. 12
17.
COMPLIANCE ....................................................................................................................................... 13
18.
REFERENCES ....................................................................................................................................... 13
18.1
18.2
MONASH UNIVERSITY OHS DOCUMENTS ............................................................................................................. 13
VICTORIAN WORKCOVER AUTHORITY DOCUMENTS .............................................................................................. 14
19.
TOOLS ................................................................................................................................................... 14
20.
DOCUMENT HISTORY.......................................................................................................................... 14
Using Chemicals procedure v3
Date of first issue: April 2006
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Date of last review: September 2014
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1.
PURPOSE
This procedure sets out the requirements for the use of chemicals in teaching and research
at Monash University.
2.
SCOPE
This procedure applies to staff and students of Monash University and visitors and
contractors where appropriate.
3.
ABBREVIATIONS
EPA
(M)SDS
OH&S
OHS
VWA
4.
Environment Protection Authority
(Material) safety data sheet
Monash Occupational Health & Safety
Occupational health and safety
Victorian WorkCover Authority
DEFINITIONS
A comprehensive list of definitions is provided in the Definitions Tool. Definitions specific to
this procedure are as follows.
4.1
CARCINOGEN
Carcinogenic chemicals are hazardous substances that may cause cancer. Two
schedules of carcinogenic chemicals have been declared under The Occupational
Health and Safety Regulations 2007 (Vic) and are listed in the National Model
Regulations for the Control of Scheduled Carcinogenic Substances (NOHSC:1011).
These are:
•
Schedule 1 carcinogenic substance; and
•
Schedule 2 carcinogenic substance.
4.2
CHEMICAL
For the purposes of this document, a chemical is defined as any element, chemical
compound or mixture of elements and/or compounds where chemical(s) are
distributed.
4.3
CYTOTOXIC DRUGS
Cytotoxic drugs are therapeutic agents intended for, but not limited to, the treatment
of cancer. These drugs are known to be highly toxic to cells, mainly through their
action on cell reproduction. Many have proved to be carcinogens, mutagens or
teratogens.
4.4
DANGEROUS GOODS
Dangerous goods are substances and articles classified on the basis of immediate
physical or chemical effects such as fire, explosion, corrosion, oxidation,
spontaneous combustion and poisoning that can harm property, the environment or
people.
Dangerous goods may be solids, liquids, gas, pure substances or mixtures.
Dangerous goods are defined in the Dangerous Goods Act 1985 and listed in the
Australian Dangerous Code (ADG Code).
A dangerous good can also be a hazardous substance and/or a drug, poison or
controlled substance.
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4.5
DRUGS, POISONS & CONTROLLED SUBSTANCES
A poison is a substance that causes injury, illness, or death, especially by chemical
means. Drugs, poisons and controlled substances are defined and controlled in the
Poisons Standard 2012 under the Drugs, Poisons and Controlled Substances Act
1981. The defined substances that are controlled include:
•
prescription medicines;
•
pharmacy-only medicines;
•
drugs of addiction; and
•
many household, industrial and agricultural chemicals.
The National Drugs and Poisons Schedule Committee classifies drugs and poisons
into schedules, which are published as the Standard for the Uniform Scheduling of
Medicines and Poisons No.3 (SUSMP 3). Toxicity is the main criterion for
determining onto which schedule a substance is entered, and the schedule selected
has implications for issues such as distribution, labelling, packaging, advertising and
storage.
A drug, poison or controlled substance can also be a hazardous substance and/or a
dangerous good.
For the remainder of this document, drugs, poisons and controlled substances will
be referred to as poisons.
4.6
HAZARDOUS SUBSTANCES
Hazardous substances are substances that can harm the health of people using
them or anyone who may be exposed to them.
They are classified in accordance with the Approved Criteria for Classifying
rd
Hazardous Substances (NOHSC:1008 2004 3 Edition) and/or the National
Exposure Standards for Atmospheric Contaminants in the Occupational
Environment (NOHSC: 1003: 1995).
If these substances are breathed in, absorbed through the skin or swallowed,
workers may suffer immediate or long term health effects. Exposure may cause
poisoning, irritation, chemical burns, cancer, birth defects or diseases of certain
organs such as the lungs, liver, kidneys and nervous system. The harm caused by
hazardous substances depends on the substance and the level of exposure.
Further information about hazardous substances can be found in the Hazardous
Substances Information System.
A hazardous substance can also be a dangerous good and/or a drug, poison or
controlled substance.
5.
SPECIFIC RESPONSIBILITIES
A comprehensive list of OHS responsibilities is provided in the document OHS Roles,
Committees and Responsibilities Procedure. The responsibilities with respect to using
chemicals are summarised below.
5.1
MONASH OCCUPATIONAL HEALTH & SAFETY (OH&S)
The responsibilities of OH&S include:
•
development, maintenance, review and audit of the university's policies,
procedures and systems related to chemicals management;
•
providing monitoring of personal exposures and the environment, where
there is significant risk of chemical exposure;
•
providing information, instruction and training on chemicals
management.
Using Chemicals procedure v3
Date of first issue: April 2006
Responsible Officer: Manager, OH&S
Date of last review: September 2014
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 4 of 15
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5.2
HEADS OF ACADEMIC/ADMINISTRATIVE UNITS
It is the responsibility of the head of academic/administrative unit to ensure that
procedures and systems are in place in their area to manage chemicals effectively
by ensuring that:
•
staff and students undertake recommended OHS training in the use of
chemicals;
•
resources are made available and appropriately maintained to ensure
correct storage and safe use and disposal of chemicals.
5.3
SUPERVISORS
Supervisors are responsible for controlling the OHS risks associated with the use of
chemicals for the work or study that they supervise. They must ensure:
•
that local procedures and practices comply with legislative requirements
for the purchase, storage, use and disposal of chemicals;
•
that staff and students undertake the recommended OHS training in the
use of chemicals;
•
that all hazards, incidents and 'near miss' incidents are reported in
accordance with the Hazard and Incident reporting, investigation and
recording procedure.
5.4
STAFF AND STUDENTS
Staff and students using chemicals must:
•
comply with OHS instructions, policies and procedures for the use of
chemicals;
•
not wilfully or recklessly endanger the health and safety of any person at
the workplace;
•
use appropriate control measures, as determined in the relevant risk
assessment;
•
Immediately report all hazards, incidents and 'near miss' incidents in
accordance with the Hazard and Incident reporting, investigation and
recording procedure.
6.
GENERAL REQUIREMENTS FOR USING CHEMICALS
6.1
6.2
FACILITIES
6.1.1
The requirements for laboratories/studios/workshops when working with
chemicals are defined in Australian standards for laboratory design and
construction (AS/NZS 2982) and Safety in the laboratory series (AS/NZS
2243).
6.1.2
If a new laboratory/studio/workshop is built or the facility is upgraded it
must be brought into compliance with AS/NZS 2982.1 and the AS/NZS
2243 series. Contact your OHS Consultant/Advisor for advice.
6.1.3
The laboratory/studio/workshop must display signage at the entrance(s),
stating the hazards or restricted access and those staff/students who are
authorised to enter. Areas requiring regulatory or hazard signage are
identified in the Guidelines for identification of areas requiring regulatory
or hazard signage at Monash University.
AMENITIES
6.2.1
Using Chemicals procedure v3
Date of first issue: April 2006
Facilities for storage, preparation and consumption of food and drink must
be provided outside the laboratory.
Responsible Officer: Manager, OH&S
Date of last review: September 2014
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
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6.2.2
6.3
6.4
SAFETY EQUIPMENT
6.3.1
Safety shower and eye wash stations
• Emergency drench showers and eyewash stations must be available at
a distance of no more than 15 metres or within approximately 10
seconds travel time from any position in the laboratory.
6.3.2
Fume control equipment
•
Fume cupboards or local exhaust ventilation must be used when
working with volatile chemicals in an open process unless the risk
assessment indicates it is not necessary.
•
Fume cupboards must have a label to indicate that they have been
tested within the last 12 months.
6.3.3
Additional requirements
•
Risk assessments must be used to determine any additional controls,
e.g. emergency spill equipment, glove boxes, mobile extraction units,
personal protective equipment.
CHEMICAL REGISTER
6.4.1
6.5
Hand washing facilities with hot and cold water must be provided inside
each laboratory.
All areas that use chemicals must maintain a chemical register, which
includes:
•
A list of all chemicals currently in use, and
•
Either a hard copy or access to an electronic copy of the (M)SDS for
each chemical.
•
For each chemical on the list, the academic/administrative unit is
responsible for maintaining up to date records of:
−
the product name
−
the container size;
−
the maximum number of containers held and;
−
the associated Dangerous Goods class (if
applicable).
6.4.2
The MSDS for each chemical must:
• be from the manufacturer, supplier or importer of the chemical;
• have been issued in the last 5 years;
• contain a statement of the hazardous nature of the substance;
• contain Australian emergency contact details.
6.4.3
Chemwatch will ensure that these requirements are met, however if
Chemwatch is not being used, it becomes the responsibility of the
academic/administrative unit to source and maintain MSDS’s in
accordance with the above.
WASTE MANAGEMENT
Chemicals must be correctly disposed of by ensuring:
Using Chemicals procedure v3
Date of first issue: April 2006
•
Trade waste agreements are adhered to, e.g. no disposal down the
sink;
•
Correct handling by competent staff with knowledge and access to
appropriate personal protective equipment;
•
Appropriate secondary containment for transport to the designated
waste storage area;
Responsible Officer: Manager, OH&S
Date of last review: September 2014
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
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6.6
•
Segregation, packaging and labelling in accordance with the
Chemical Waste Information sheet;
•
Secure, designated storage in accordance with EPA requirements;
•
Collected by a licensed prescribed waste contractor.
LABELLING OF DECANTED CHEMICALS
The requirements for the labelling of decanted chemicals are outlined below. Labels
are available to print directly from Chemwatch and further information is provided in
sections 7.7 and 7.8 of the Chemwatch User guide.
6.6.1
A container into which a substance is decanted must be labelled unless:
•
the substance is used immediately, and
•
the container is cleaned or the contents rendered non-hazardous
6.6.1.1
6.6.2
If the container is too small for all elements to be included, then the
minimum required on the label is:
• Product name and concentration
• Date
• Name of generator
• Dangerous Goods class diamond or words that indicate the severity of
the hazard
6.6.3
If the container is too small to include the product name then it may be
labelled with:
• sample number(s), and
• the contents identified in a laboratory book.
6.6.3.1
Note: Co-workers must be informed about the hazard(s) and
the identification system used
6.6.4
All labels must be:
•
legible to coworkers and emergency services
•
Unambiguous
6.6.5
Re-used containers must have old label:
•
removed, or
•
totally covered with new label
6.6.5.1
7.
Note: Unlabelled containers must not be left unattended
Note: Food and beverage containers, e.g. yoghurt containers,
drink bottles, are not permitted to be re-used for chemical
storage
RISK MANAGEMENT
7.1
7.2
OHS RISK MANAGEMENT MUST BE COMPLETED
7.1.1
Before activities using chemicals commence.
7.1.2
Before the introduction of new procedures, processes or equipment that
use chemicals.
7.1.3
When procedures or processes or equipment that use chemicals are
modified.
7.1.4
Use the Monash Risk Control Programme.
RISK ASSESSMENTS
7.2.1
Using Chemicals procedure v3
Date of first issue: April 2006
Risk assessments must include assessment of:
Responsible Officer: Manager, OH&S
Date of last review: September 2014
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•
the physicochemical properties and stability of the chemical and
potential effects on the work environment, personnel or external
environmental impacts;
types and quantities of wastes generated and their storage, handling,
treatment and disposal methods;
emergency situations which may arise from the task, procedure or
equipment, e.g. from a spill, a fire or an explosion; and
the level of risk outside of the normal operating hours of the unit, i.e.
during times when the immediate emergency response, e.g. First Aid,
is limited, as outlined in the OHS After-Hours procedure.
•
•
•
7.2.2
8.
Risk assessments must be reviewed:
•
Following an incident;
•
when significant changes are made to the task, procedure; or
equipment that use chemicals; or
•
at least every 3 years.
DANGEROUS GOODS
8.1
PURCHASE
Before purchasing new dangerous goods, you must obtain the (M)SDS and go
through the Pre-purchase checklist.
8.2
STORAGE
All Dangerous Goods must be stored in accordance with the:
• Dangerous Goods Storage poster
• Dangerous Goods and Combustible Liquids Segregation chart
8.3
USE
8.3.1
Safe work practices, as determined by the risk assessment must be
adhered to. The following guidance material applies:
• Fume cupboard Information sheet
8.3.2
Personal protective equipment
8.3.2.1
9.
The
are:
•
•
•
minimum requirements specified in AS/NZS 2243.2:1997
Long-sleeved labcoat/labgown
Safety glasses
Fully enclosed footwear
8.3.2.2
Gloves with the appropriate chemical resistance must be worn
if direct contact with chemicals is likely. Information on different
glove types can be found in the (M)SDS or by accessing the
Ansell Glove Guide.
8.3.2.3
Any additional Personal Protective Equipment (PPE) as
identified in the risk assessment e.g. fitted P2
solvent/particulate mask.
HAZARDOUS SUBSTANCES
9.1
PURCHASE
9.1.1
Using Chemicals procedure v3
Date of first issue: April 2006
Before purchasing new hazardous substances, you must obtain the
(M)SDS and go through the Pre-purchase checklist.
Responsible Officer: Manager, OH&S
Date of last review: September 2014
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
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9.1.2
9.2
In addition, you must check the scheduled carcinogen list and if the
chemical is on the list, apply for a license prior to purchasing the
chemical.
STORAGE
9.2.1
A Hazardous substance can also be a dangerous good and/or a drug,
poison or controlled substance and the (M)SDS must be consulted to
determine all applicable storage requirements and ensure these are met.
9.2.2
Laboratory cupboards used for the storage of hazardous chemicals must
have spill trays and be labelled to indicate their contents.
9.2.3
Where necessary, ventilation of the cupboard must be provided in
accordance with AS/NZS 2243.10:2004.
USE
9.2.4
Safe work practices, as determined by the risk assessment must be
adhered to. The following guidance material applies.
9.2.5
Fume cupboard Information sheet
9.2.6
The minimum requirements for Personal Protective Equipment are
specified in AS/NZS 2243.2:1997. In summary they are:
• Long-sleeved labcoat/labgown;
• Safety glasses; and
• Fully enclosed footwear.
9.2.7
9.2.6.1
Gloves with the appropriate chemical resistance must be worn
if direct contact with chemicals is likely. Information on different
glove types can be found in the (M)SDS or by accessing the
Ansell Glove Guide.
9.2.6.2
Any additional Personal Protective Equipment (PPE) as
identified in the risk assessment e.g. fitted P2
solvent/particulate mask.
Record of use
A register of use of the scheduled carcinogen must be maintained and
must contain:
• A list of the product name of the scheduled carcinogenic substance,
• A copy of the MSDS for each of the carcinogenic substances,
• A running inventory of the amounts used and by whom.
Using Chemicals procedure v3
Date of first issue: April 2006
9.2.8
The register must be readily accessible to any authorised person.
9.2.9
Records of use for each person required to use a scheduled carcinogen
must be maintained as per the “Scheduled Carcinogens: User Notification
Record”.
9.2.10
Upon ceasing work/study at Monash University the user of the scheduled
carcinogen must be provided with a written statement of work as
described in the “Scheduled Carcinogens: Exit statement”.
9.2.11
The academic/administrative unit must retain the completed forms
according to section 18 of this document.
9.2.12
In addition, records of carcinogen use must be sent to OH&S including
completed copies of the:
• Licence application letter;
• Risk assessment for the scheduled carcinogen to used;
• Granted licence from the Victorian WorkCover Authority;
Responsible Officer: Manager, OH&S
Date of last review: September 2014
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
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• Scheduled carcinogens: User Notification Record; and
• Scheduled Carcinogens: Exit statement.
9.2.13
OH&S will use this information to maintain a central register of carcinogen
use. If staff/students wish to seek access to any personal records of
carcinogen use they must first contact their supervisor or OH&S.
10. POISONS
10.1
10.2
PURCHASE
10.1.1
Before purchasing new poisons, you must obtain the (M)SDS and go
through the Pre-purchase checklist.
10.1.2
Obtain the appropriate permits and develop a Poisons Control plan as
required.
STORAGE
Poisons must be stored in accordance with the Purchase & Storage of Poisons
poster.
10.3
USE
10.3.1
Safe work practices, as determined by the risk assessment and Poisons
Control plan must be adhered to. The following guidance material applies.
10.3.2
Fume cupboard Information sheet
10.3.3
Personal protective equipment
10.3.4
The minimum requirements for Personal Protective Equipment are
specified in AS/NZS 2243.2:1997. In summary they are:
• Long-sleeved labcoat/labgown;
• Safety glasses; and
• Fully enclosed footwear.
10.3.4.1
Gloves with the appropriate chemical resistance must be worn
if direct contact with chemicals is likely. Information on different
glove types can be found in the (M)SDS or by accessing the
Ansell Glove Guide.
10.3.4.2
Any additional Personal Protective Equipment (PPE) as
identified in the risk assessment e.g. fitted P2
solvent/particulate mask.
11. CYTOTOXIC DRUGS
11.1
PURCHASE
Before purchasing new cytotoxic drugs, you must obtain the (M)SDS and go
through the Pre-purchase checklist.
11.2
STORAGE
The (M)SDS must be consulted to determine all applicable storage requirements
and ensure these are met.
11.3
USE
11.3.1
Using Chemicals procedure v3
Date of first issue: April 2006
Safe work practices, as determined by the risk assessment must be
adhered to. The following guidance material applies.
• Fume cupboard Information sheet;
Responsible Officer: Manager, OH&S
Date of last review: September 2014
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 10 of 15
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• Working with BrdU; and
• Handling cytotoxic drugs in the workplace.
11.3.2
The minimum requirements for Personal Protective Equipment are
specified in AS/NZS 2243.2:1997. In summary they are:
• Long-sleeved labcoat/labgown;
• Safety glasses; and
• Fully enclosed footwear.
11.3.2.1
Gloves with the appropriate chemical resistance must be worn
if direct contact with chemicals is likely. Information on different
glove types can be found in the (M)SDS or by accessing the
Ansell Glove Guide.
11.3.2.2
Any additional Personal Protective Equipment (PPE) as
identified in the risk assessment e.g. fitted P2
solvent/particulate mask.
12. CHEMICAL STORES
12.1
MINOR STORAGE
The use of the storage area must meet the following requirements:
•
The store must be a dedicated storage area;
•
Chemicals must be stored in closed, labelled containers;
•
Storage of items other than chemicals is to be kept to a minimum,
especially combustible items;
•
Food or drink must not be stored in the area;
•
The location must not jeopardise the safety of any other areas in the
building and must not impede fire-fighting operations;
•
The store must be adequately ventilated to ensure there is no build-up
of vapours;
•
The storage area must be kept locked and access restricted to
authorised personnel;
•
There must be spill provisions and means to prevent spilled materials
accessing drains;
•
Chemicals must be stored in a labelled cupboard or on labelled shelf
and not on the floor;
•
Separate spill containment for each class of dangerous goods is
required, as well for incompatible items of the same dangerous goods
class.
12.2
MAJOR CHEMICAL STORES (STORAGE ABOVE MINOR QUANTITIES)
12.2.1
There are a range of specific regulatory design requirements for stores
holding above minor quantities of chemicals.
12.2.2
These requirements are dependent upon both the quantity stored as well
as the mixtures of chemicals stored, thus must be assessed individually to
determine additional requirements.
12.2.3
For further information about the storage of chemicals in this type of
store, contact your local safety officer or your OHS Consultant/Advisor to
ensure legislative compliance.
13. TRAINING
Training in the use of chemicals must be provided locally and through the Staff
Development Unit.
Using Chemicals procedure v3
Date of first issue: April 2006
Responsible Officer: Manager, OH&S
Date of last review: September 2014
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
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13.1
LOCAL TRAINING
Supervisors of each area must provide induction and training in the use of
chemicals in the laboratory/studio/workshop that they supervise. This training must
include:
•
the location of MSDS and risk assessments for the chemicals held and
used in the area;
•
the use and location of personal protective and emergency equipment
for the use of chemicals;
•
local chemical procedures, processes or equipment that use chemicals;
•
local emergency procedures;
•
chemical waste storage, handling, labelling and disposal procedures.
•
When a supervisor provides training in chemical procedures, the
completion of the training must be recorded and retained locally.
•
The student or staff member being trained must be able to demonstrate
competence in the task(s) before the supervisor completes the record of
training.
13.2
TRAINING COURSES AT A UNIVERSITY LEVEL
The Staff Development unit provides training courses on the use of dangerous
goods and hazardous substances for staff and for postgraduate and Honours
students.
14. HEALTH SURVEILLANCE AT MONASH UNIVERSITY
Health surveillance of chemical users is conducted at Monash on a risk basis. Details of the
Monash University health surveillance program are outlined in the Health surveillance
procedure.
15. EMERGENCIES INVOLVING CHEMICALS
15.1
15.2
INCIDENT AND EMERGENCY RESPONSE
15.1.1
Local emergency procedures for chemical spills must be included in the
risk assessment.
15.1.2
General emergency procedures for chemical spills are provided in the
‘333 Emergency procedure booklet’.
15.1.3
All incidents involving chemicals must be reported in accordance with the
Hazard and Incident reporting, investigation and recording procedure.
CRISIS MANAGEMENT
15.2.1
Monash University has invested considerable resources on planning crisis
management and recovery. This planning includes consideration
regarding crises involving chemicals.
15.2.2
Further details and the crisis management plan are located at the Crisis
Management and Recovery website.
16. RECORDS
Record to be kept by
Academic/administrative
unit
Records
Risk assessments
To be kept for:
3 years or until review
OHS training records of training 7 years or for as long as the
provided by unit/entity, including: staff member is employed
Using Chemicals procedure v3
Date of first issue: April 2006
Responsible Officer: Manager, OH&S
Date of last review: September 2014
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 12 of 15
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•
•
Attendees;
Short description of training
content
Use of scheduled carcinogens:
50 years
• scheduled carcinogens used;
• time periods each scheduled
carcinogen used
EPA prescribed waste transport 7 years
certificates
Staff Development Unit
OH&S
(confidential files)
Records of centralised OHS 7 years
training provided , including:
• Attendees
• Short description of training
content
Course evaluation sheets
2 years
Health surveillance results
50 years
17. COMPLIANCE
This procedure is written to meet the requirements of:
Australian Dangerous Goods Code v. 7.3 June 2014
Code of Practice for the Storage and Handling of Dangerous Goods 2013 (Vic)
Dangerous Goods Act 1985 (Vic)
Dangerous Goods (Storage and Handling) Regulations 2012 (Vic)
Drugs, Poisons and Controlled Substances Act 1981
Drugs Poisons and Controlled Substances Regulations 2006 (Vic)
Environment Protection Act 1970 (Vic)
Environment Protection (Industrial Waste Resource) Regulations 2009 (Vic)
EPA (Vic) Bunding Guidelines: 1992 Publication 347
Hazardous Substances Code of Practice No. 24, 2000 (Vic)
Industrial Chemicals (Notification and Assessment) Act 1989
Industrial Chemicals (Notification and Assessment) Regulations 1990
National Model Regulations for the Control of Scheduled Carcinogenic Substances [NOHSC:
1011(1995)]
Occupational Health and Safety Act 2004 (Vic)
Occupational Health and Safety Regulations 2007(Vic)
Poisons Standard 2012
Public Health and Wellbeing Act 2008 (Vic)
Standard for the Uniform Scheduling of Medicines and Poisons No. 3 (SUSMP 3)
AS/NZS 4801:2001 Occupational Health & Safety Management Systems – specifications
with guidance for use
OHSAS 18001:2007 Occupational Health & Safety Management Systems –requirements
AS/NZS 2243.1: 2005 Safety in Laboratories - Planning and operational aspects
2243.2: 1997 Safety in Laboratories - Chemical aspects
2243.8: 2001 Safety in Laboratories - Fume cupboards
2243.10: 2004 Safety in Laboratories - Storage of chemicals
AS/NZS 2982.1: 1997 Laboratory Design and Construction - General Requirements
AS/NZS 4360: 2004 Risk management
18. REFERENCES
18.1
MONASH UNIVERSITY OHS DOCUMENTS
(www.monash.edu.au/ohs/)
Health surveillance at Monash University
Using Chemicals procedure v3
Date of first issue: April 2006
Responsible Officer: Manager, OH&S
Date of last review: September 2014
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 13 of 15
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OHS risk management procedure
OHS induction and training at Monash University
Risk Management Programme
18.2
VICTORIAN WORKCOVER AUTHORITY DOCUMENTS
A step by step guide for managing chemicals in the workplace, 2001
Handling cytotoxic drugs in the workplace, January 2003
19. TOOLS
The following tools are associated with this procedure:
•
•
•
•
•
•
•
•
•
Chemical Waste Information sheet
Dangerous Goods Storage poster
Dangerous Goods and Combustible Liquids Segregation chart
Fume cupboard Information sheet
Pre-purchase Checklist
Purchase & Storage of Poisons poster
Scheduled Carcinogens: User Notification Record
Scheduled Carcinogens: Exit Statement
Working with BrdU Information sheet
20. DOCUMENT HISTORY
Version
number
2.2
3
Using Chemicals procedure v3
Date of first issue: April 2006
Date of
first Changes made to document
Issue
August 2011
Using Chemicals at Monash University, v.2.2
September 2014
1. Changed title to “Using Chemicals procedure”.
2. Added definitions for carcinogen and cytotoxic drugs.
Deleted common definitions and provided link to
“Definitions tool”
3. Updated responsibilities section to outline specific
responsibilities for the use of chemicals
4. Combined information applicable to all chemicals into
“General requirements” section
5. Created separate sections for Dangerous Goods,
Hazardous Substances, Poisons, Cytotoxic drugs; each
outlining requirements for purchase, storage and use.
6. Removed generic information from Risk management
and Training sections and made this more specific to
using chemicals.
7. Added Compliance section.
8. Deleted carcinogen user record forms from document
and listed these under Tools section.
Responsible Officer: Manager, OH&S
Date of last review: September 2014
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
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AS/NZS 4801
OHSAS 18001
OHS20309
SAI Global
CHEMICAL PRE-PURCHASE CHECKLIST
September 2014
The following requirements must be checked prior to the purchase of all chemicals.
Verify that the MSDS for the chemical is already present in the university ChemWatch MSDS
database. If the MSDS is not already held, notify ChemWatch, so that the MSDS can be sourced and
added to the database;
Requirements for licenses, permits or notification to use the chemical;
For any industrial chemicals that cannot be sourced from an Australian supplier, check the NICNAS
website prior to importation of the chemical into Australia;
Check MSDS to ensure controls are in place prior to work commencing;
Requirements and availability of suitable storage for the class of chemical and the quantity to be ordered;
Availability of appropriate handling conditions for the chemical process, e.g. fume cupboard, local
ventilation, fume cupboards with wash down facilities (perchloric acid);
Availability of appropriate emergency facilities and procedures required for the chemical process;
Appropriate waste disposal and spill procedures required for the chemical or for any chemical products
arising from the process to be used.
Using Chemicals procedure v3
Date of first issue: April 2006
Responsible Officer: Manager, OH&S
Date of last review: September 2014
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
Page 15 of 15
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MUOHSC 22/2014
AS/NZS 4801
OHSAS 18001
OHS20309
SAI Global
USING IONISING RADIATION AT MONASH UNIVERSITY
September 2014
TABLE OF CONTENTS
1.
PURPOSE ................................................................................................................................................ 3
2.
SCOPE ..................................................................................................................................................... 3
3.
ABBREVIATIONS .................................................................................................................................... 3
4.
DEFINITIONS ........................................................................................................................................... 3
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.11
5.
SPECIFIC RESPONSIBILITIES............................................................................................................... 4
5.1
5.2
5.3
5.4
5.5
5.6
6.
OH&S ............................................................................................................................................................. 4
HEADS OF ACADEMIC/ADMINISTRATIVE UNITS ....................................................................................................... 4
SUPERVISORS ................................................................................................................................................. 5
STAFF AND STUDENTS ...................................................................................................................................... 5
RADIATION PROTECTION OFFICER, OH&S ............................................................................................................. 5
RADIATION SAFETY OFFICERS (RSO) ................................................................................................................... 5
INFORMATION REGARDING IONISING RADIATION SAFETY ............................................................ 6
6.1
6.2
6.3
7.
IONISING RADIATION ......................................................................................................................................... 3
IONISING RADIATION SOURCE ............................................................................................................................. 3
IRRADIATING APPARATUS .................................................................................................................................. 3
MEMBER OF THE PUBLIC .................................................................................................................................... 3
RADIATION WORKER ......................................................................................................................................... 3
RADIOACTIVE MATERIAL .................................................................................................................................... 3
REGULATIONS .................................................................................................................................................. 4
REGULATOR .................................................................................................................................................... 4
SEALED SOURCE .............................................................................................................................................. 4
SEALED SOURCE APPARATUS ............................................................................................................................ 4
UNSEALED SOURCE .......................................................................................................................................... 4
IONISING RADIATION SAFETY INFORMATION .......................................................................................................... 6
RADIATION MANAGEMENT PLAN .......................................................................................................................... 6
IONISING RADIATION SAFETY PROCEDURES.......................................................................................................... 6
COMMENCING NEW WORK/STUDY OR MODIFYING EXISTING PRACTICES ................................. 6
7.1
7.2
7.3
7.4
7.5
7.6
7.7
7.8
Complete radiation training .......................................................................................................................... 7
Complete a new risk assessment, or review and update an existing risk assessment ................................ 7
Ensure personal monitoring covers new practices ....................................................................................... 7
Ensure suitability of facilities ........................................................................................................................ 7
Determine if a personal use licence is necessary for use of the radiation source(s). .................................. 7
Consult your RSO......................................................................................................................................... 7
Develop new safe work instructions and safe handling practices, if necessary ........................................... 7
Update local Radiation Management Plan ................................................................................................... 7
8.
ADMINISTRATION OF IONISING RADIATION TO HUMANS OR ANIMALS ........................................ 7
9.
PURCHASE AND LICENSING OF IONISING RADIATION SOURCES ................................................. 7
10.
PERSONAL MONITORING OF IONISING RADIATION USERS............................................................ 7
10.1
10.2
11.
PERSONAL MONITORING OF EXTERNAL DOSE ....................................................................................................... 7
ASSESSING INTAKE OF RADIOACTIVE MATERIALS .................................................................................................. 8
USE LICENCES ....................................................................................................................................... 8
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12.
STORAGE OF IONISING RADIATION SOURCES ................................................................................. 8
12.1
12.2
12.3
13.
OHS RISK MANAGEMENT ..................................................................................................................... 8
13.1
13.2
13.3
14.
TRANSPORT WITHIN A BUILDING ....................................................................................................................... 11
TRANSPORT BETWEEN BUILDINGS .................................................................................................................... 11
TRANSPORT OFF CAMPUS................................................................................................................................ 12
WASTE DISPOSAL ............................................................................................................................... 12
17.1
17.2
17.3
18.
USE OF IONISING RADIATION .............................................................................................................................. 9
TRAINING RECORDS ........................................................................................................................................ 10
TRANSPORT OF IONISING RADIATION SOURCES .......................................................................... 11
16.1
16.2
16.3
17.
SAFE HANDLING PRACTICES ............................................................................................................................... 9
SAFE WORK INSTRUCTIONS ............................................................................................................................... 9
TRAINING ................................................................................................................................................ 9
15.1
15.2
16.
OHS RISK MANAGEMENT .................................................................................................................................... 9
RISK ASSESSMENTS ......................................................................................................................................... 9
UPDATE AND REVIEW OF RISK ASSESSMENTS ...................................................................................................... 9
SAFE WORK INSTRUCTIONS AND SAFE HANDLING PRACTICES ................................................... 9
14.1
14.2
15.
REGISTER ....................................................................................................................................................... 8
STORAGE LOCATIONS ....................................................................................................................................... 8
STORAGE AND SHIELDING REQUIREMENTS ........................................................................................................... 8
RADIOACTIVE WASTE MANAGEMENT ................................................................................................................. 12
WASTE DISPOSAL ........................................................................................................................................... 12
WASTE TRANSPORT........................................................................................................................................ 12
EMERGENCIES INVOLVING IONISING RADIATION .......................................................................... 12
18.1
18.2
INCIDENT AND EMERGENCY RESPONSE ............................................................................................................. 12
CRISIS MANAGEMENT ...................................................................................................................................... 12
19.
RECORDS .............................................................................................................................................. 13
20.
TOOLS ................................................................................................................................................... 13
21.
COMPLIANCE ....................................................................................................................................... 13
22.
REFERENCES ....................................................................................................................................... 14
22.1
23.
MONASH UNIVERSITY OHS DOCUMENTS ............................................................................................................. 14
DOCUMENT HISTORY.......................................................................................................................... 14
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1.
PURPOSE
This procedure sets out the requirements for the identification, assessment and control of all
practices using ionising radiation at Monash University.
2.
SCOPE
This procedure applies to staff, students, visitors and contractors at Monash University.
3.
ABBREVIATIONS
ARPANSA
OH&S
OHS
MUOHSC
RSO
RPO
SWI
µSv
kVp
mA
4.
Australian Radiation Protection and Nuclear Safety Agency
Occupational Health and Safety branch
Occupational health and safety
Monash University Occupational Health & Safety Committee
Radiation Safety Officer
Radiation Protection Officer
Safe work instructions
Microsievert
Peak kilovoltage
Milliampere
DEFINITIONS
A comprehensive list of definitions is provided in the Definitions tool. Definitions specific to this
procedure are provided below.
4.1
IONISING RADIATION
Ionising radiation is defined as electromagnetic or particulate radiation capable of
producing ions directly or indirectly but does not include electromagnetic radiation of
a wavelength of greater than 100 nanometres.
4.2
IONISING RADIATION SOURCE
For the purposes of this document ionising radiation source is defined as
radioactive material, an irradiating apparatus, a sealed source or a sealed source
apparatus.
4.3
IRRADIATING APPARATUS
For the purposes of this document, irradiating apparatus is defined as an apparatus
that produces ionising radiation when energised (eg an X-ray tube) but does not
include a sealed source apparatus. An x-ray machine is an example of an irradiating
apparatus.
4.4
MEMBER OF THE PUBLIC
For the purposes of this document, a member of the public is a staff member,
student, contractor or visitor who is not classified as a radiation worker.
4.5
RADIATION WORKER
A radiation worker is a staff member or student who is occupationally exposed to
ionising radiation source.
4.6
RADIOACTIVE MATERIAL
For the purposes of this document radioactive material is defined as any natural or
artificial material that spontaneously emits ionising radiation that has
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activity concentration or level equal to or greater than the level specified in Schedule
1 of the Radiation Regulations 2007.
4.7
REGULATIONS
For the purposes of this document, the term, regulations, refers to the Radiation
Regulations 2007.
4.8
REGULATOR
For the purposes of this document the regulator is defined as the Radiation Safety
unit of the Victorian Department of Health.
4.9
SEALED SOURCE
A sealed source is radioactive material that is permanently sealed in a capsule or
closely bound and in solid form.
4.10
SEALED SOURCE APPARATUS
Sealed source apparatus are apparatus that produce ionising radiation because
they contain a sealed source. A liquid scintillation counter with an internal, sealed
source is an example of a sealed source apparatus.
4.11
UNSEALED SOURCE
For the purposes of this document, an unsealed source is a radioactive substance
that is not a sealed source.
5.
SPECIFIC RESPONSIBILITIES
A comprehensive list of OHS responsibilities is provided in the OHS roles, committees and
responsibilities procedure. The responsibilities with respect to using ionising radiation are
summarised below.
5.1
OH&S
The responsibilities of OH&S include to:
•
develop, maintain, review and audit the university's policies, procedures and
systems related to ionising radiation management and to ensure legislative
compliance;
•
appoint an appropriately qualified Radiation Protection Officer (RPO) and
support staff, eg deputy RPO, to supervise radiation safety practices in
respect of ionising radiation
•
specify and provide appropriate training, examination and assessment criteria
for users of ionising radiation.
5.2
HEADS OF ACADEMIC/ADMINISTRATIVE UNITS
It is the responsibility of the head of academic/administrative unit or controlled entity
to ensure that procedures and systems are in place in their academic/administrative
academic/administrative unit to manage ionising radiation effectively, including to:
•
ensure that adequate resources are available for provision and maintenance
of the radiation safety program, including personal dosimetry, monitoring,
calibrations, shielding and containment, and maintenance and distribution of
the local Radiation Management Plan;
•
appoint an Radiation Safety Officer (RSO) and deputy RSO where ionising
radiation sources are held or used in the academic/administrative unit;
•
ensure that a system is in place to ensure that staff and students complete the
training and examination requirements provided by OH&S.
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5.3
SUPERVISORS
It is the responsibility of supervisors to ensure that procedures and systems are in
place in the areas of their responsibility to manage ionising radiation effectively in
order to protect the health and safety of staff, students, visitors and contractors and
the environment from the harmful effects of radiation.
They must ensure that:
•
staff and students undertake recommended OHS training in the use of
ionising radiation, and are provided with the local radiation Management Plan;
•
mandatory examination requirements are passed by all staff and students that
work or study with ionising radiation before commencement of work.
•
local standards and practices comply withuniversity policies and procedures;
•
all radiation risk assessments and Safe Work Instructions that are developed
are included for distribution in the local Radiation Management Plan
•
monitoring, shielding and containment equipment that is appropriate to the
tasks undertaken is provided and used; and
•
they implement the Radiation use during pregnancy or breastfeeding
procedure where appropriate.
5.4
STAFF AND STUDENTS
Staff and students using ionising radiation must:
•
comply with OHS instructions, policies and procedures using control
measures and/or personal protective equipment to ensure their own health
and safety as well as the health and safety of others; and
•
be familiar with the local Radiation Management Plan
•
consult with the RSO before:
−
undertaking work with ionising radiation sources; and
−
before any new processes with ionising radiation are started (for
example use of a new radioisotope).
5.5
RADIATION PROTECTION OFFICER, OH&S
The responsibilities of the RPO include:
• development, implementation and management of the ionising radiation safety
program at Monash University to achieve legislative compliance;
• development of the Radiation Management Plan template
• being the primary contact for the regulator;
• provision of advice, training and information regarding ionising radiation safety
to staff and students; and
• advising on processes for the acquisition of ionising radiation sources and their
disposal.
5.6
RADIATION SAFETY OFFICERS (RSO)
The responsibilities of radiation safety officers include:
•
overseeing the purchase of radioactive substances for the unit;
•
ensuring sources used in the unit are covered by the University’s radiation
management licence;
•
maintaining personal monitoring programs for users of radioactive
substances;
•
providing advice, information, instruction and training on the local use,
storage, transport and disposal of radioactive substances, including through
distribution of the local Radiation Management Plan ;
•
academic/administrative unitassisting with risk management of hazards and
risks associated with radioactive substances;
•
formulating and implementing local OHS policies and procedures with regard
to radioactive substances;
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•
•
•
•
•
•
•
•
6.
reviewing the radiation safety aspects of new research projects and teaching
activities;
providing the initial response to, and investigation of, accidents and
emergencies involving radioactive substances, including reporting to the
Radiation Protection Officer (RPO), OH&S and assisting with the development
of corrective actions;
liaising with the RPO, OH&S, the local OHS committee and the head of unit or
controlled entity;
consulting with local health & safety representatives on OHS issues regarding
radioactive substances;
maintaining records related to the purchase, use, storage, transport and
disposal of radioactive substances;
monitoring OHS standards and compliance with OHS policies and procedures
at a local level with regard to radioactive substances;
auditing and analysing the OHS compliance of the unit or controlled entity with
regard to the radiation management licence conditions relating to licenced
radiation sources in the unit, including reporting breaches of compliance to the
RPO; and
assisting with the promotion of ionising radiation safety awareness.
INFORMATION REGARDING IONISING RADIATION SAFETY
6.1
IONISING RADIATION SAFETY INFORMATION
•
•
•
6.2
General information on use of ionising radiation for Radiation Safety Officers
and for radiation users is provided on the safety topic page of the OH&S web
site (http://www.monash.edu.au/ohs/topics/index.html).
More detailed information, including local risk assessments and Safe Work
Instructions, can be found in the local Radiation Management Plan
For further information, contact your RSO or the OHS consultant/advisor of
the area.
RADIATION MANAGEMENT PLAN
The university Radiation Management Plan is an overview of the radiation practices,
procedures, and requirements that apply to the use of ionising radiation at Monash
University. Each academic/administrative unit which uses radiation must have its
own local Radiation Management Plan, incorporating the basic university Radiation
Management Plan template and with the addition of local contact information, local
procedures, and other relevant local information such as laboratory rules, location of
safety equipment, risk assessments and Safe Work Instructions.
The local Radiation Management Plan must be provided to all radiation workers.
6.3
IONISING RADIATION SAFETY PROCEDURES
OH&S has developed a range of ionising radiation safety procedures that also need
to be consulted and understood by users of ionising radiation. These can be found
in the local Radiation Management Plan, and are available at the OH&S website
http://www.monash.edu.au/ohs/topics/radiation-laser-safety.html). These are:
• Ionising radiation dosimetry procedures
• Radiation use during pregnancy or breastfeeding procedure
• Procedures for disposal of radioactive waste
• Ionising radiation sources: Purchase and licensing procedures
7.
COMMENCING NEW WORK/STUDY OR MODIFYING EXISTING PRACTICES
Before you commence new work or study using ionising radiation or modify existing ionising
radiation practices ensure that you have done the following:
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7.1
Complete radiation training
See 15. Training. Both central OHS and local laboratory induction and training must
be completed.
7.2
Complete a new risk assessment, or review and update an existing risk
assessment
See 13. OHS risk management
7.3
Ensure personal monitoring covers new practices
See Ionising radiation dosimetry procedures to ensure appropriate personal
monitoring of ionising radiation users occurs
7.4
Ensure suitability of facilities
Ensure the area where the work is to be undertaken is suitable in terms of access
restriction for non-radiation workers, security, laboratory finishes to allow
decontamination, and shielding.
7.5
Determine if a personal use licence is necessary for use of the radiation
source(s).
See 11. Use licences.
7.6
Consult your RSO
Contact your RSO to ensure all university requirements are met.
7.7
Develop new safe work instructions and safe handling practices, if necessary
See 14. Safe work instructions and safe handling practices.
7.8
Update local Radiation Management Plan
Update local radiation management plan with new activities, locations, risk
assessments and SWIs, as necessary.
8.
ADMINISTRATION OF IONISING RADIATION TO HUMANS OR ANIMALS
Ethics approval is required for the administration of ionising radiation to humans or animals.
Details are available at the Research Office website.
9.
PURCHASE AND LICENSING OF IONISING RADIATION SOURCES
Procedures for the purchase of ionising radiation sources are outlined in the Ionising
radiation sources: purchase and licencing procedures.
10. PERSONAL MONITORING OF IONISING RADIATION USERS
10.1
PERSONAL MONITORING OF EXTERNAL DOSE
10.1.1
Personal monitoring of external dose is carried out for radioisotopes that
present an external hazard using thermoluminescent dosimeters that are
analysed by an appropriately approved laboratory as described in Ionising
radiation dosimetry procedures.
10.1.2
Contact your RSO to arrange issue of a dosimeter or to check your results.
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10.2
ASSESSING INTAKE OF RADIOACTIVE MATERIALS
Assessment of the intake of radioactive materials to assess the internal dose of
ionising radiation users is conducted at Monash on a risk basis. Contact the RPO if
risk assessment shows that intake assessment might be indicated.
11. USE LICENCES
All users of radioactive sources are required to have a personal use licence, unless their
activity falls into one of a number of exemption categories. Formal notification of these
exemption categories is printed in the Victorian Government Gazette, and reproduced at
http://docs.health.vic.gov.au/docs/doc/Exemptions-from-use-licence-requirements
Exemption categories include
- users of X-ray diffraction, X-ray absorption, or X-ray fluorescence analysers
- users of shielded gamma irradiators
- staff who use unsealed radioactive material in laboratory tests
- undergraduate and postgraduate students, when working under the supervision of a use
licence holder.
More information can be obtained by contacting the RPO at OH&S.
12. STORAGE OF IONISING RADIATION SOURCES
12.1
REGISTER
The university is required to maintain a register of ionising radiation sources held
and used by units/entities. The register of unsealed material is held locally. For
sealed sources, sealed source apparatus and irradiating apparatus, the register is
maintained by OH&S and is based on information provided by the
department/academic/administrative unit.
12.2
STORAGE LOCATIONS
Storage locations must be listed in the register and the RSO must consult with the
RPO before:
•
irradiating apparatus or sealed source apparatus are relocated;
•
using a new area for storage of sealed sources and unsealed sources.
12.3
STORAGE AND SHIELDING REQUIREMENTS
12.3.1
12.3.2
Radioactive sources must be stored:
•
so that the emission levels are ≤ 0.5* µSv/h above background at any
location that could be occupied by a member of the public.
[*Note: this emission level assumes an occupancy time of 2000 hours
per year. If the occupancy time could be higher than corresponding
reductions in this level must be made]
•
with secondary containment in order to ensure that the potential for
contamination of storage location is minimised.
•
in a secure location to prevent loss, theft or accidental misuse of the
source.
For general advice regarding storage requirements and shielding, contact
your RSO.
13. OHS RISK MANAGEMENT
Risk management must be completed on all processes/procedures/activities that involve
ionising radiation in accordance with the OHS Risk management procedure.
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13.1
OHS RISK MANAGEMENT
OHS risk management must be completed:
•
before activities using ionising radiation commence;
•
before the introduction of new procedures, processes or equipment that use
ionising radiation;
•
when procedures or processes or equipment that use ionising radiation are
modified.
13.2
RISK ASSESSMENTS
13.2.1
13.3
Risk assessments must include assessment of:
•
the effects on the local environment such as other processes,
personnel or external environmental impacts;
•
types and quantities of wastes generated and their storage, handling,
treatment and disposal methods;
•
emergency situations which may arise from the task, procedure or
equipment, eg from a spill,;
•
the level of risk associated with the task, procedure or equipment
outside of the normal operating hours of the unit, ie during times
when the immediate emergency response, eg First Aid, is limited in
accordance with the OHS After Hours procedure.
UPDATE AND REVIEW OF RISK ASSESSMENTS
13.3.1
Risk assessments must be reviewed:
•
Following an incident
•
when significant changes are made to the task, procedure; or
equipment that use ionising radiation; or
•
at least every 3 years.
14. SAFE WORK INSTRUCTIONS AND SAFE HANDLING PRACTICES
The intent of following safe work instructions and radiation safety procedures is to minimise
radiation exposure to Monash staff, students, and members of the public.
14.1
SAFE HANDLING PRACTICES
Basic safe handling requirements are detailed in the Radiation Management Plan.
14.2
SAFE WORK INSTRUCTIONS
14.2.1
Following risk management of ionising radiation procedures, processes or
equipment that use ionising radiation, local safe work instructions must be
developed by supervisors of laboratories/studios/workshops and
incorporated into the local Radiation Management Plan.
14.2.2
OH&S has developed Guidelines for the development of safe work
instructions, to provide guidance and a template for use by areas.
15. TRAINING
15.1
USE OF IONISING RADIATION
The required training for use of each category of source is detailed in the Radiation
Management Plan. Training must be undertaken at a local level, and in addition
may include courses run at a university level by OHS, or external courses.
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15.1.1 External courses
External courses and/or assessment are necessary for acquisition of a use licence
for some categories of source, including Nuclear Soil Moisture Density Gauges and
X-rays for human imaging.
OHS courses at a university level
15.1.1.1
The Moodle course Basic Principles of Ionising Radiation and
the associated test must be undertaken by all staff, honours
and postgraduate students that work with unsealed sources of
ionising radiation before commencement of work. This course
must also be undertaken by users of irradiating apparatus,
sealed sources, or sealed source apparatus, unless the RPO
has substituted an alternate training requirement.
The Moodle course Practical Principles of Ionising Radiation and the associated test
must be undertaken by all staff, Honours and postgraduate students that work with
unsealed sources of ionising radiation before commencement of work.
15.1.2
15.1.3
15.2
15.1.1.2
The Staff Development Unit (SDU) offer specialist radiation
safety training for RSOs.
15.1.1.3
Information regarding the content and scheduling of OHS
courses offered at Monash University is:
•
provided at the Staff Development Unit (SDU) website;
http://www.adm.monash.edu.au/staffdevelopment/course-catalogue/ohs/index.htmland;
•
in the Guide to OHS training at Monash University.
Safety personnel and experts at a academic/administrative unit level
15.1.2.1
In faculties/divisions/entities with a range of similar risks,
training in ionising radiation use can be provided at
faculty/divisional level by local safety personnel (eg RSO),
experts and/or the local OHS consultant/advisor, eg procedure
for iodinations, how to dispose of radioactive waste, etc.
15.1.2.2
Academic/administrative unit OHS training in ionising radiation
use can be provided by local safety personnel or experts with
specific knowledge of the ionising radiation uses in the area.
Supervisors at a local laboratory
Supervisors of each area must provide induction and training in the use of
ionising radiation in the laboratory that they supervise. This must include
information about and access to the local Radiation Management Plan and
practical instruction in:
•
the location of risk assessments for the ionising radiation procedures
used in the area;
•
the use and location of monitoring devices for the use of ionising
radiation;
•
the use and location of personal protective and emergency
equipment for the use of ionising radiation;
•
local procedures, processes or equipment that use ionising radiation.
TRAINING RECORDS
15.2.1
In order for academic/administrative units and supervisors to demonstrate
effectively that they have provided comprehensive OHS training for the
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staff and students that they supervise, the training in ionising radiation use
that they undertake must be recorded.
15.2.2
OH&S has a developed a simple proforma to use to record attendance at
OHS training in each academic/administrative unit.
15.2.3
A short description of the points covered in the training should also be
documented for all ionising radiation training provided in the
academic/administrative unit. The description will act as both a reminder
regarding the areas that should be covered in the training and as a record
of the areas covered in the training.
15.2.4
OHS training by supervisors
•
When a supervisor provides training in ionising radiation procedures,
the completion of the training should be recorded.
•
Records of ionising radiation training should be maintained in a folder
in each area, (eg laboratory) where training is provided.
•
The student or staff member being trained should be able to
demonstrate competence in the task(s) before the supervisor
completes the record of training.
16. TRANSPORT OF IONISING RADIATION SOURCES
16.1
TRANSPORT WITHIN A BUILDING
To ensure that the risk of an incident involving ionising radiation is minimised, the
following practice should be followed when transporting a source within a building:
• when choosing routes and times, consider the distance and ease of travel,
and how populated/crowded the route may be. Choose a practical route
which minimises the risk.
• ensure that packaging is robust and includes secondary containment in case
of spills.
• ensure that a second radiation worker accompanies you during the
transport. In case of accident one person stays at the scene and the other
person gets assistance.
• minimise your exposure during the transport, eg: use a trolley to maximise
the distance between the ionising radiation source and your body (note: if a
trolley is used the source must be secured so that it cannot readily fall off the
trolley).
• never leave ionising radiation source unattended.
16.2
TRANSPORT BETWEEN BUILDINGS
16.2.1
The precautions detailed above for transport within a building also apply to
transport of ionising radiation between buildings. In addition you need to
consider that there are likely to be more members of the public around. Do
not transport ionising radiation sources between buildings during peak
traffic times, e.g. lecture start and end times.
16.2.2
Note: transport of ionising radiation sources by road whilst on campuses is
not permitted unless it is carried out in accordance with the requirements
detailed in section 16.3 for transport off campus. This is due to the fact
that the majority of roads are publicly gazetted so that the Code of Practice
for the Safe Transport of Radioactive Material (2008 edition) applies.
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16.3
TRANSPORT OFF CAMPUS
Transport of ionising radiation off campus must be carried out in accordance with
the Code of Practice for the Safe Transport of Radioactive Material (2008 edition)
and in consultation with RPO. All transport off-campus of radioactive material must
be via appropriately licenced Dangerous Goods courier. The sender must fulfil all
responsibilities of the ‘Consignor’ outlined in the Safety Guide for the Safe
Transport of Radioactive Material (2008).
17.
WASTE DISPOSAL
17.1
RADIOACTIVE WASTE MANAGEMENT
Correct radioactive waste management involves a structured program to ensure
that any wastes generated are correctly identified in terms of their potential hazard
to the environment and to any staff handling them.
17.2
WASTE DISPOSAL
Waste disposal must be carried out in accordance with academic/administrative unit
rules which must conform to the Disposal of radioactive waste procedure.
Academic/administrative unit rules can be found in the local Radiation Management
Plan.
17.3
WASTE TRANSPORT
17.3.1
17.3.2
17.3.3
All off-campus transport of radioactive waste must be via a licensed waste
contractor, contracted through OH&S or Monash Procure to Payment.
Radioactive waste must be only be transported by academic/administrative
units within a campus.
When radioactive waste is transported within a building or a campus it must
be transported in such a manner as to ensure that the health of staff,
students, visitors to the university, and/or the environment is not
compromised. Issues such as containment in case of incidents should be
considered.
18. EMERGENCIES INVOLVING IONISING RADIATION
18.1
18.2
INCIDENT AND EMERGENCY RESPONSE
18.1.1
Local emergency procedures for radiation spills must be included in the
risk assessment.
18.1.2
General emergency procedures for radiation spills are provided in the
‘333 Emergency procedure booklet’.
18.1.3
All incidents involving chemicals must be reported in accordance with the
Hazard and Incident reporting, investigation and recording procedure.
CRISIS MANAGEMENT
18.2.1
Monash University has invested considerable resources on planning crisis
management and recovery. This planning includes consideration regarding
crises involving ionising radiation.
18.2.2
Further details and the crisis management plan are located at the Crisis
Management and Recovery web site (www.adm.monash.edu.au/sss/crisismanagement/).
Using Ionising Radiation Procedure, v3
Date of first issue: June 2006
Responsible Officer: Manager, OH&S
Date of last review: September 2014
Page 12 of 14
18/08/14
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
19. RECORDS
Record to be kept by
Academic/administrative
unit
Staff Development Unit
OH&S branch
Records
Risk assessments
To be kept for:
3
years
or
until
reviewed
OHS training records of training 7 years or for as long
provided by academic/administrative as the staff member is
unit, including:
employed
• Attendees;
• Short description of training
content
Laboratory/academic/administrative
10 years after disposal
unit records of purchases of ionising of the ionising radiation
radiation sources
source
Surveys
of
laboratories
for 10 years
contamination
OHS training records of training 7 years
provided by OH&S, including:
• Attendees
• Short description of training
content
Course evaluation sheets
2 years
Exam results for OH&S managed Indefinitely
assessments
Personal dosimetry results
50 years
Sources controlled by OH&S in long 2 years after disposal
term storage
of the ionising radiation
source
Licence documentation managed by Indefinitely
OH&S
OH&S health team
(confidential files)
Bioassay and internal exposure 50 years
results (where collected by OH&S)
20. TOOLS
The following tools are associated with this procedure:
•
•
Radiation Management Plan
Local Induction checklist – Radiation module
21. COMPLIANCE
This procedure is written to meet the requirements of:
Radiation Act (2005)
Radiation Regulations 2007
Code of Practice for the Safe Transport of Radioactive Material (2008) and Safety
Guide for the Safe Transport of Radioactive Material (2008)
Code of Practice for the Exposure of Humans to Ionizing Radiation for Research
Purposes (2005)
AS 2243.4:1998 Safety in Laboratories: Ionizing radiation
AS/NZS 4801:2001 Occupational Health & Safety Management Systems –
specifications with guidance for use.
OHSAS 18001: 2007 Occupational Health and Safety Management SystemsRequirements
Using Ionising Radiation Procedure, v3
Date of first issue: June 2006
Responsible Officer: Manager, OH&S
Date of last review: September 2014
Page 13 of 14
18/08/14
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
22. REFERENCES
22.1
MONASH UNIVERSITY OHS DOCUMENTS
(http://www.monash.edu.au/ohs/topics/index.html)
OHS Induction and Training at Monash University
Guidelines for the development of safe work instructions
Ionising radiation dosimetry procedures
OHS roles, committees and responsibilities procedure
Radiation use during pregnancy or breastfeeding procedures
Ionising Radiation Sources: Purchase and Licensing Procedures
Procedures for disposal of radioactive waste
Risk Management Program
OHS Risk Management procedure
Training records
23. DOCUMENT HISTORY
Version
number
2
3
Date of Issue
Changes made to document
June 2010
September 2014
Using Ionising radiation at Monash University v2.1
1. Removal of references to the Nuclear Non-Proliferation
(Safeguards) Act, as the requirements of this Act are not
addressed in this document
2. Removal of definitions contained elsewhere
3. Addition of the requirement for a Radiation Management
Plan, and references to responsibilities for this Plan and
information to be contained in it (at 5.2, 5.3, 5.4, 5.5,
5.6, 6.1, 6.2, 6.3, 7.8, 14.1, 14.2, 15.2, 17.2)
4. Removal of requirement for RSO to track compliance
against legislation/standards, as this is the responsibility
of OH&S. RSO tracks compliance against university
procedures and licence conditions only.
5. Removal of references to outdated Radiation Safety
Manual and Manual for users of ionising radiation
(replaced by Radiation Management Plan)
6. Updated titles and URLs of referenced Monash
documents
7. Clarification of radiation training requirements.
8. Removal of details about Risk Management Program
and Safe Work Instructions, which are covered in other
procedures.
9. Transport of radioactive substances off-campus now
only to be done via Dangerous Goods courier.
Using Ionising Radiation Procedure, v3
Date of first issue: June 2006
Responsible Officer: Manager, OH&S
Date of last review: September 2014
Page 14 of 14
18/08/14
For the latest version of this document please go to: http://www.monash.edu.au/ohs/
MUOHSC 23/2014
Wellbeing @ Monash MUOHSC report
Meeting 3, 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
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
counted 3 times in the chart below.
Total Participation in Wellbeing Activities
2014
600
500
400
300
200
100
General
Health
Mental Health
Nutrition
Physical Health
Monash 10,000 Steps Challenge 2014: Eat well, be active, stay healthy
Registrations for the Monash 10,000 Steps Challenge 2014: Eat well, be active, stay healthy will
open on Monday, 22 September, with the challenge commencing on the Monday, 27 October.
This year our virtual destination will be going global with participants walking 2,080,000 steps
around Malaysia. The challenge, which is open to all Monash staff, students and their family and
friends will kick off with the Global Walk/Run to motivate walkers. Information on the challenge
will be available at www.monash.edu/10000steps
Mental Health Week 6-10 October
Mental Health Week is a national week of mental health awareness.
Monash staff and students are invited to participate in a range of free on campus events,
including:
•
•
•
•
•
Documentary screening premiere
Monash Sport classes
Understanding Eating Disorders seminar
safeTALK: Building a suicide-alert community
Mental Health Awareness training
Contact: Anne Ohlmus, Wellbeing @ Monash Coordinator, OHS
Yoga
Swimming
Staff lead iniative program
QUIT
Pilates
Mixed
Health Revolution
Gym Membership
Global walk/run
Energise
Boxing
Activate
Weight Watchers
Health Revolution
Diabetes prevention
Time Management
Stress Release
Self Improvement
Mindfulness
Essence
Communication
Assertiveness
Staff lead iniative program
Self Improvement
Health Revolution
0
•
Exciting speakers to be announced!
Read about what’s happening at your campus.
Mental Health Week is a joint initiative delivered by Counselling and Mental Health
Programs, Wellbeing at Monash and Monash Sport.
Contact: Anne Ohlmus, Wellbeing @ Monash Coordinator, OHS
MUOHSC 25/2014
Radiation Amendment Act 2013
The Radiation Amendment Act 2013 commenced on 1 June 2014.
The Act will affect the University with relation to amendments to the Radiation Act 2005 which:
-
provide for security plans for the possession and transportation of high consequence sealed
sources and high consequence groups of sealed sources
-
empower the Secretary to issue improvement notices or prohibition notices for
contraventions; or likely contraventions of the Act or regulations under the Act
Specific new requirements for the University will be outlined in the associated Regulations, which
are not yet in force.
It has, however, been communicated that Monash will be expected to be in full compliance with
the Regulations by 1 June 2015. This will require Monash to have a fully implemented Radiation
Security Management Plan for our high consequence sealed radiation sources, which has been
assessed for compliance with the Security Code of Practice (RPS 11) by a certified assessor.
Monash has an existing Radiation Safety Management Plan. This is currently being reviewed by
Security (Ian Henderson) and OHS (Margaret Rendell). After this review, it will need to be
submitted for formal assessment. It is not yet known when this can take place, as the Victorian
government has not yet certified any assessors to undertake this work in Victoria.
The principal changes needed to achieve compliance will be:
-
development of an HR process for identity checking of persons who use or have access to
high consequence sealed sources. This will be particularly complex in areas where
sealed sources licenced to Monash are used by external parties e.g. in the AMREP precinct.
-
infrastructure changes with regards to security of access and security monitoring, involving
significant upgrades of existing security systems..
MUOHSC 26/2014
Chemicals of Security Concern Code of Practice Requirements for Monash University
Introduction
In July 2013 the National Code of Practice for Chemicals of Security Concern was launched by the Council of Australian
Governments (COAG). The code was developed to identify chemicals that could be diverted from their legitimate use and
used for unlawful purposes. The COAG has identified a total of 96 chemicals that are deemed to be a potential security
concern that include 11 chemical precursors that could be used to make homemade explosives. This is a voluntary code
and all businesses that handle chemicals of security concern are encouraged to consider the risk of terrorism in their
security planning processes.
The requirements of the Code
The code focuses on security risk management and includes consideration of the following measures:
• Identify security gaps to identify where chemicals could be lost or diverted from Monash University storage areas
or laboratory storage or point of use,
• Apply control measures to protect against loss and diversion of chemicals and enhance the security measures to
minimise the potential of theft or diversion,
• Assign responsibility for security management to a person(s) within Monash University to achieve the following
outcomes:
• Introduce and maintain security measures based on threat and risk
• Establish relationships with government agencies and others to address security issues, including regularly
obtaining information on alert levels and risk relevant to the operating environment,
• Promote Monash Universities security and policy procedures,
• Develop and manage reporting systems,
• Assist in raising employee security awareness,
• Include security in employee and contractor training and induction,
• Arrange for training and exercises security plans, including participating in government and police exercises
relating to chemical security,
• Ensure suspicious incidents and security breaches are investigated and reported,
• Coordinate emergency response activities,
• Periodically assess and review Monash Universities security program,
• Develop and maintain a company policy on employee and contractor checking,
• Investigate and report security breaches to the National Security Hotline (1800 123 400).
The Impact to Monash University
• Identify which areas store and use any of the 96 listed chemicals from the Chemical of security concern lists,
• Monash University must self-assess their security risks associated with chemicals of security concern,
• Choose the most appropriate measures to reduce the risks of terrorist acquiring chemicals from Monash University.
The Table located under Security Measures (page 9) within the code provides guidance for the recommended
security measures.
The code can be obtained from the below link:
http://www.chemicalsecurity.gov.au/Governments/DevelopingaNationalCodeofPractice/Pages/default.aspx
Prepared by: Peter Sofos
Title: OHS Consultant/Occupational Hygienist - Chemicals
Date: 01/09/2014