Monash University Occupational Health & Safety Committee (MUOHSC)

Monash University Occupational Health & Safety Committee (MUOHSC)

Meeting : 4/2014

Date : Wednesday, 3 rd

December at 10.00am

Venue : Room 407/408, 4 th

Floor, New Horizons Bldg. 82, Clayton Campus

Meetings of the Monash University Occupational Health and Safety Committee are attended by

Management Representatives, Employee Representatives and Observers.

Apologies to be emailed to Lynne.Peterson@monash.edu

Lynne Peterson

Minute Secretary

December 2014

AGENDA

1. PROCEDURAL MATTERS

1.1 A POLOGIES

1.2 A TTENDANCE

1.3 M INUTES OF P REVIOUS M EETING

The Committee is asked to confirm the minutes of meeting 3/2014 held on

Thursday, 18 th

September 2014.

The Chairperson

1.4 M EMBERSHIP

1.5 U RGENT B USINESS AND S TARRING OF I TEMS

2. MATTERS ARISING FROM PREVIOUS MINUTES

2.1 M

ONASH

U

NIVERSITY

O

CCUPATIONAL

H

EALTH

& S

AFETY

P

LAN

2014

(M INUTES ITEM 2.1)

The Executive Secretary to update members in regard to the progress of an online system enabling staff to submit their OHS Plans online.

The Executive Secretary

2.2 S.A.R.A.H.

(S AFETY AND R ISK A NALYSIS H UB ) (M INUTES ITEM 2.2)

At the last meeting, members asked for confirmation on whether legislation stated it compulsory for Health & Safety Representatives to be notified when an incident occurred. The Executive Secretary confirmed that it wasn’t a legislative requirement and agreed to forward a copy of the Victorian WorkCover Authority’s interpretation of the Legislation. This has been forwarded to members.

For Noting

Agenda 4-2014 AUTHOR: M ANAGER , OH&S P AGE 1 OF 5

17/11/14

2.3 S.A.R.A.H.

R EPORT – BREAKDOWN OF H AZARD AND I NCIDENT S TATISTICS

At the last meeting, the Executive Secretary presented statistics on hazards and incidents from the online system. This information will be incorporated in future

OHS Progress Reports under ‘Regular Business’.

For Noting

2.4 R

ADIATION

A

DVISORY

C

OMMITTEE (M INUTES ITEM 4.2)

At the previous meeting, the Executive Secretary asked members for assistance in nominating a Head of Department or a Senior Academic with an interest in

Radiation to take on the role of Chairperson of the Radiation Advisory Committee

(RAC). Suggestions made by members have been provided to Margaret Rendell,

Monash University’s Radiation Protection Officer.

A meeting of RAC will be held before the end of 2014 and in the potential absence of a Chairperson, Margaret Rendell will convene the meeting.

For Noting

2.5 R ADIATION A MENDMENT A CT 2013 (M INUTES ITEM 4.3)

Andrew Picouleau chaired a meeting to discuss ways of regulating radiation sources and other potentially hazardous materials.

For Noting

3. REGULAR BUSINESS

3.1 R EPORTS F ROM S UB -C OMMITTEES

Margaret Rendell, Monash University’s Radiation Protection Officer to speak to the attached Radiation Advisory Committee (RAC) report for 2014.

Margaret Rendell

3.2 M

ONASH

U

NIVERSITY

OHS P

ROGRESS

R

EPORT

The Monash University OHS Progress Report is attached:

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

3.2.9 Wellbeing

For Noting

27/2014

28/2014


17/11/14

3.3 OHS D OCUMENTATION F OR E NDORSEMENT A ND I NFORMATION

The following documents will be presented to the committee for its approval and subsequent endorsement by the Vice-Chancellor:

3.3.1 First Aid Procedure

3.3.2 Management of suspected exposure to Cercopithecine Herpesvirus 1 (B

Virus) Procedure

3.3.3 Protecting unborn and breast-fed children from the effects of maternal exposure to chemicals, biologicals and animals procedure

3.3.4 Using chemicals procedure

For Noting

3.4 A UDITS

Audits were conducted for the following areas:

3.4.1 Internal Audits - Research Office – OHS Management System Audit

3.4.2 External Radiation Survey Audit (conducted by the Australian Radiation

Service) - School of Chemistry

For Noting

3.5 S MOKE -F REE U NIVERSITY

Paul Barton to update members on the smoke-free initiative at Monash University.

Paul Barton

3.6 W ELLBEING

A University Wellbeing report is attached.

For Noting

4. NEW BUSINESS

4.1 E

STABLISHMENT OF

H

EALTH AND

W

ELLBEING

S

UB

-C

OMMITTEE

The Committee is asked to approve the establishment of a Health and Wellbeing

Sub-Committee. The establishment of this sub-committee will be the first step in

Monash's application for the “ Healthy Together Victoria Achievement Program ”.

Further information on the Achievement Program, together with draft membership and terms of reference for the sub-committee is attached.

Dr Vicki Ashton, Occupational Health Physician, OHS will speak to this item.

Vicki Ashton

4.2 H AZARDOUS M ATERIALS

Andrew Picouleau will speak to this item.

Andrew Picouleau

29/2014

30/2014

31/2014

32/2014

33/2014

34/2014


17/11/14

4.3 G ENERIC F ACULTY /D IVISION OH&S P LAN 2015 &

M ONASH U NIVERSITY OH&S S TRATEGIC P LAN : 2015-2017

The Executive Secretary to speak on the two abovementioned Plans.


4.4 M ONASH U NIVERSITY OHS C OMMITTEE S TRUCTURE

The Executive Secretary will speak to this item.


4.5 M ONASH U NIVERSITY OH&S C ONFERENCE 2014

The Executive Secretary to give an update on the success of the recent Monash

University OH&S Conference.


4.6 MUOHSC MEETING DATES – 2015

Meeting dates for 2015 have been confirmed with the Chairperson and are as follows:

•

Meeting 1 - 26 th

•

Meeting 2 - 28 th

•

Meeting 3 - 27 th

•

Meeting 4 - 26 th

February at 10am

May at 10am

August at 10am

November at 10am

Details will be added to committee member’s calendars.

For Noting

5. NEXT MEETING

Date : TBA

Time : TBA

Venue : TBA

35/2014

36/2014

37/2014


17/11/14

COMMITTEE MEMBERS:

Management Representatives:

Name Area to be represented

Professor John Loughran

Stephen Davey

Andrew Picouleau

Martin Taylor

Louise Francis

Jill Crisfield

Doug McGregor

Chairperson - Nominee of the Vice-Chancellor

Senior Representative from an Administrative Division (Facilities & Services Division)

Senior Representative from an Administrative Division (Human Resources)

Management Representative (Faculty of Art & Design)

Management Representative (Faculty of Business & Economics)

Management Representative (Faculty of Engineering)

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

Nino Benci

Humanities and Creative Arts Cluster (Arts; Arts and Design; Education)

Physical Sciences Cluster (Engineering; Science; Information Technology)

Social Science Cluster (Business and Economics; Law) Diane O’Neill

Tim Wong

Dan Wollmering

Vacant

Lisa Kaminskas

Michael Barry

In Attendance:

Name

Berwick Campus

Caulfield Campus

Gippsland Campus

Parkville Campus

Peninsula Campus

Trent O’Hara

Vacant

Stan Rosenthal

Paul Barton

Norman Kuttner

John Tsiros

Lynne Peterson

Monash Postgraduate Association (MPA)

Monash Student Association (MSA)

NTEU Representative

Facilities & Services

Executive Secretary

Occupational Health & Safety

Minute Secretary


17/11/14

MUOHSC 27/2014

Radiation Advisory Committee

Due to the lack of a Chair, the Radiation Advisory Sub-Committee did not meet in 2014.

The functions of the RAC currently inappropriately hinge almost completely on the activities of the Radiation Protection Officer in OHS, who generates all documents for consideration, is the primary or sole resource to manage radiation initiatives, while in addition acting as organiser of the committee, recruiter of committee members, and its formal Secretary.

In order to continue the RAC as it was formerly under previous Chairs, as an effective driver and reviewer of radiation safety at the University, a new Chair will need to be appointed. An appointee for the position – as stated in the terms of reference of the committee, “a Head of

Department or senior academic from a department that uses radiation” – should ideally be identified via the relevant Deans and senior management by formal request from MUOHSC.

Two appropriate senior academics have been informally approached for this role by OHS, but declined.

Major projects initiated by the RAC and currently in progress

- preparation of a University Radiation Management Plan. This was completed incorporating comments previously made by the committee, but was found not to be flexible enough to easily encompass the wide range of activities undertaken by different departments. Modifications are currently being tested by working with three disparate areas to use the template to prepare their local RMPs.

- review of the use of all ionising radiation sources at the University. An external audit of three radiation-using departments was commissioned as part of the OHS

Management system audit program. The format of this audit and the findings from it will be used to generate a radiation audit tool, to be used university-wide.

RAC report to MUOHSC

AUTHOR

: M

ARGARET

R

ENDELL

27/11/14

MUOHSC 28/2014

Monash University OHS Progress Report

Quarter 3, 2014

Table of Contents

Incidents and Hazards ................................................................................................... 2

Unacceptable Behaviour................................................................................................ 6

WorkSafe Reports Summary ......................................................................................... 7

Audits............................................................................................................................. 8

Induction ........................................................................................................................ 9

OHS Training ............................................................................................................... 10

Wellbeing ..................................................................................................................... 11

MUOHSC Progress Report – Qtr 3/2014

AUTHOR

: M

ANAGER

, OH&S Page 1 of 11

10/11/2014

Incidents and Hazards

This section includes data about all hazard and incident reports (hazards, incidents and near-misses) 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.

Hazard

Total Reports Received By Category

Injury / Illness Near Miss Unacceptable Behaviour

140

120

100

80

60

40

20

0

200

180

160

Qtr1 Qtr2 Qtr3 Qtr4 Qtr1 Qtr2 Qtr3 Qtr4 Qtr1 Qtr2 Qtr3 Qtr4 Qtr1 Qtr2 Qtr3 Qtr4 Qtr1 Qtr2 Qtr3

2010 2011 2012 2013 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.


AUTHOR

: M

ANAGER

, OH&S Page 2 of 11

10/11/2014

Ratio of Total Reports to FTE by Faculty/Division

Rolling Year (Q3, 2013 - Q3,2014)

Injury Illness per FTE Near Miss per FTE Hazard per FTE

0 200 400 600 800 1000 1200 1400 1600 1800

Vice-Chancellor and President

Faculty of Medicine Nursing and Health Sciences

122

1,618

448 Faculty of Science

Faculty of Pharmacy and Pharmaceutical Sciences

Vice-President (Services)

Faculty of Education

258

350

217

Provost and Senior Vice-President

Faculty of Information Technology

Faculty of Engineering

Chief Information Officer and Vice-President

(Information)

Faculty of Arts

Chief Operating Officer and Senior Vice-President

Chief Financial Officer and Senior Vice-President

539

137

363

685

407

181

207

502 Faculty of Business and Economics

Faculty of Law 110

Faculty of Art Design and Architecture 89

Monash Student Organisations

Vice-President (Marketing Communications and

Student Recruitment)

0.0

45

128

0.1

Ratio of Incidents to FTE

0.2

The ratio of total reports compared with FTE approximates the level of risk of each area by comparing the number of hazards, near misses and incidents reported with a rolling year against the size of the area. Higher bars indicate higher risk. A higher ratio of near misses and hazards compared to near misses indicates a strong safety culture. This does not account for under reporting.


AUTHOR

: M

ANAGER

, OH&S Page 3 of 11

10/11/2014

Injury / Illness Reported

180

160

140

120

100

80

60

40

20

0

2010 2011 2012 2013

Hazards and Near Misses Reported

Near Miss Hazard

2014

160

140

120

100

80

60

40

20

0

2010 2011 2012 2013 2014

As from Qtr. 2, 2013, Near Misses have been identified as a distinct category in hazard and incident reporting.


AUTHOR

: M

ANAGER

, OH&S Page 4 of 11

10/11/2014

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

7

6

5

4

3

2

1

0

10

9

8

Qtr1 Qtr2

2012

Qtr3 Qtr4 Qtr1 Qtr2

2013

Qtr3 Qtr4 Qtr1 Qtr2

2014

Qtr3

Accepted

Number of claims

2012 2013 2014 - YTD

26 25 16

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/workplace-policy/staffwellbeing/employee-assistance/

Types of Injuries Compensated since 2012

Concussion; 1; 2%

Stress; 4;

7%

Laceration; 5; 8%

Strain/Sprain; 35;

57%

Fracture; 6; 10%

Contusion; 10; 16%


AUTHOR

: M

ANAGER

, OH&S Page 5 of 11

10/11/2014

4

3

2

1

6

5

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 – a hazard is the reporting of an issue where no injury has occurred

Injury – an injury is where someone seeks medical treatment or takes time off work

Unacceptable Behaviour Reports Received

Hazard Injury

7

0

Qtr1 Qtr2

2012

Qtr3 Qtr4 Qtr1 Qtr2

2013

Qtr3 Qtr4 Qtr1 Qtr2

2014

Qtr3


AUTHOR

: M

ANAGER

, OH&S Page 6 of 11

10/11/2014

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.

17/09/2014 Entry Report

Area

V01015200993L Building B, Portable

2, Frankston

Issue

Staff complaints to management regarding poor access to amenities such as toilets or water as they have to walk through unprotected/unc overed area to another building in order to use amenities

Status/Action

Required

WorkSafe believed that adequate consultation has taken place in accordance with the OHS

Act. Portable 2 will not remain a permanent fixture. The complaint was not substantiated and further action is not required.


AUTHOR

: M

ANAGER

, OH&S Page 7 of 11

10/11/2014

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.

Faculty/Division

Completed

Chief Financial Officer & Senior VP

Chief Operating Officer & Senior VP

DVC (Education)

External Relations Development & Alumni

Faculty of Art Design & Architecture

Faculty of Arts




Faculty of Law

Faculty of Medicine Nursing & Health Sciences

Faculty of Science

Provost & Senior Vice-President


Report not completed

Faculty of Business & Economics

Scheduled

Faculty of Medicine Nursing & Health Sciences

Faculty of Science


Vice-Chancellor & President

Grand Total

Not Scheduled in 2013/2014

CIO & Vice-President (Information)

Faculty of Pharmacy & Pharmaceutical Sci

VP (Mkting Comms & Student Recruitment)

Not

Scheduled

N/A

Green

Yellow

Red

Number of

Audits

1

1

2

2

9

3

2

1

2013

Percentage

Compliance

2

2

77%

79%

59%

73%

92%

100%

100%

100%

90%

99%

25 81%

Audits not conducted during this year

Percentage of compliance not required within scope of audit

>75% compliance or Compliant (C)

50% - 75% compliance or Major Opportunity for Improvement (OFI)

<50% compliance or Non-Complaint (NC)

Number of

Audits

1

1

2014

Percentage

Compliance

N/A (OFI)

95%

1

21

1

1

3

1

2

6

1

3

89%

85%

100%

88%

89%

10

5

0

20

15

Total Number of Audits completed by Type of Audit

2012


Certification External

2013

Internal

AUTHOR

: M

ANAGER

, OH&S

Surveillance

2014

Page 8 of 11

10/11/2014

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

Not

Inducted

, 58, 14%

Adjunct, Casual,

Sessional, External

Inducted

Within 4

Weeks,

352, 17%

100.00%

90.00%

80.00%

70.00%

60.00%

50.00%

40.00%

30.00%

20.00%

10.00%

0.00%

Inducted

After 4

Weeks,

74, 18%

Inducted

Within 4

Weeks,

284, 68%

Not

Inducted,

1541,

75%

Total Inducted: 25%

Inducted

After 4

Weeks,

170, 8%

Total Inducted: 86%

Compliance with OHS induction

(Fixed Term and Tenured)

Percentage currently inducted Percentage lapsed induction Percentage not inducted

Calendar 2011


Calendar 2012

AUTHOR

: M

ANAGER

, OH&S

Calendar 2013 Calendar 2014

Page 9 of 11

10/11/2014

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

 Gas Cylinder and Cryogenics Recognised Prior Learning qualification not included in this report.

OHS Training Performance Total Per Year For

Monash University

First Aid & Emergency Preparedness OHS Essentials OHS Specialised Wellbeing

7000

6000

705

5000

4000

3000

2000

1000

239

1738

923

1371

330

676

930

1007

336

761

744

1037

1754

1909

1757

325

1363

1867

1450

592

929

1420

1105

0

2009 2010 2011 2012 2013 2014

The table below lists the courses relevant to the abovementioned categories:

OHS Essentials Wellbeing First Aid &

Emergency

Preparedness

•

Asthma Management

•

Breathing Apparatus

•

CPR Refresher

•

Emergency Warden

•

First Aid Level 2

•

HSR training

•

Essential OHS

•

Hazard & Incident

Investigation

•

Risk Management

•

Student Project

Safety

−

Risk Management

−

Cryogenics

•

Workplace Safety

Inspections

Risk

Management

•

Biosafety – Module 1

& 2

•

Chemwatch

•

Cryogenics

•

Ergonomics &

Manual Handling

•

Gas Cylinder Safety

•

Hazardous

Substances &

Dangerous Goods

•

Hydrofluoric Acid

Safety

•

Laser Safety

•

Radiation Safety


AUTHOR

: M

ANAGER

, OH&S

•

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

Page 10 of 11

10/11/2014

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. The following table shows participation of staff who participated in at least one wellbeing activity throughout the year as a percentage of the total tenured/fixed term staff.

Year

2013

2014

2014

2014

2014

QTR

All

1

2

3

4

Target

30%

7.5%

15%

22.5%

30%

Result

33%

10%

20%

22%

Status

Achieved

Achieved

Achieved

Not

Achieved

N/A

Wellbeing KPI Performance Faculty/Division

2014 (YTD)

Achieved KPI

2500

Below QTR 3 Target (22.5%)

2000 1500 1000 500 0





CIO & Vice-President (Information)


Faculty of Law



Faculty of Science

VP (Mkting Comms & Student Recruitment)

Faculty of Medicine Nursing & Health Sci

Faculty of Arts




Faculty of Art Design & Architecture 3%

PVC Major Campuses & Student Engagement 0%

12%

9%

21%

16%

15%

15%

13%

27%

26%

26%

26%

25%

23%

40%

30%

27%

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

230

203

221

395

702

139

120

604

528

468

138

1959

455

144

387

280

104

2


AUTHOR

: M

ANAGER

, OH&S Page 11 of 11

10/11/2014

MUOHSC 29/2014

FIRST AID PROCEDURE

AS/NZS 4801

OHSAS 18001

OHS20309

SAI Global

December 2014

TABLE OF CONTENTS

1.

PURPOSE ................................................................................................................................................ 3

2.

SCOPE ..................................................................................................................................................... 3

3.

ABBREVIATIONS .................................................................................................................................... 3

4.

DEFINITIONS ........................................................................................................................................... 3

4.1.

LEVEL

2

FIRST AID QUALIFICATION

...................................................................................................................... 3

4.2.

FIRST AIDER .................................................................................................................................................... 3

5.

SPECIFIC RESPONSIBILITIES .............................................................................................................. 3

5.1.

HEADS OF ACADEMIC / ADMINISTRATIVE UNITS ....................................................................................................... 3

5.2.

LOCAL OHS COMMITTEES .................................................................................................................................. 3

5.3.

FIRST AID CO ORDINATORS ............................................................................................................................... 4

5.4.

FIRST AIDERS .................................................................................................................................................. 4

6.

FIRST AID ASSESSMENT ...................................................................................................................... 4

6.1.

GENERAL ........................................................................................................................................................ 4

6.2.

FIRST AID ASSESSMENT FOR OFF CAMPUS ACTIVITIES IN URBAN AREAS .................................................................. 5

6.3.

FIRST AID ASSESSMENT FOR OFF CAMPUS ACTIVITIES IN RURAL AREAS ................................................................... 5

6.4.

FIRST AID ASSESSMENT FOR OFF CAMPUS ACTIVITIES IN REMOTE AREAS ................................................................ 6

7.

FIRST AIDERS ......................................................................................................................................... 6

7.1.

7.2.

REQUIREMENTS FOR FIRST AIDERS ..................................................................................................................... 6

7.3.

NUMBER OF FIRST AIDERS REQUIRED

.................................................................................................................. 6

PROCEDURES FOR CONTACTING FIRST AIDERS

.................................................................................................... 6

8.

FIRST AID TRAINING.............................................................................................................................. 7

8.1.

FIRST AID QUALIFICATIONS ................................................................................................................................ 7

8.2.

FIRST AID TRAINING .......................................................................................................................................... 7

9.

INFECTION CONTROL ........................................................................................................................... 7

9.1.

HEPATITIS B IMMUNISATION

............................................................................................................................... 7

9.2.

STANDARD PRECAUTIONS ................................................................................................................................. 8

9.3.

DISPOSAL OF NEEDLES AND SYRINGES

................................................................................................................ 8

9.4.

INFECTION CONTROL AND EMERGENCY RESUSCITATION ........................................................................................ 8

10.

FIRST AID DOCUMENTATION AND REPORTING PROCEDURE ....................................................... 8

10.1.

FIRST AID INJURY REPORTS ............................................................................................................................... 8

10.2.

REPORTING PROCEDURE

................................................................................................................................... 8

11.

FIRST AID KITS ....................................................................................................................................... 8

11.1.

NUMBER OF FIRST AID KITS ................................................................................................................................ 8

11.2.

FIRST AID KITS MUST : ........................................................................................................................................ 9

11.3.

CONTENTS OF FIRST AID KITS ............................................................................................................................. 9

11.4.

FIRST AID KITS FOR VEHICLES ............................................................................................................................ 9

11.5.

MAINTENANCE OF FIRST AID KITS ........................................................................................................................ 9

11.6.

RECOMMENDED SUPPLIERS FOR FIRST AID KITS ................................................................................................... 9

12.

FIRST AID FOR SPECIFIC HAZARDS AND HEALTH CONCERNS ................................................... 10

12.1.

ADDITIONAL MODULES FOR FIRST AID KITS

......................................................................................................... 10

12.2.

BURNS MODULE ............................................................................................................................................. 10

12.3.

EYE MODULE ................................................................................................................................................. 10

12.4.

EMERGENCY ASTHMA MANAGEMENT ................................................................................................................. 11

First Aid Procedure, v6

Date of first issue: January 1998

Responsible Officer: Manager, OH&S

Date of last review: December 2014

Page 1 of 17

Date of next review: 2017

4/11/2014

For the latest version of this document please go to: http://www.monash.edu.au/ohs/

12.5.

ANAPHYLAXIS MODULE .................................................................................................................................... 11

12.6.

HAZARD SPECIFIC MODULES ............................................................................................................................ 11

13.

OTHER FIRST AID EQUIPMENT .......................................................................................................... 12

13.1.

EMERGENCY SHOWERS AND EYE WASH STATIONS .............................................................................................. 12

13.2.

OXYGEN CYLINDERS ....................................................................................................................................... 12

13.3.

DEFIBRILLATORS ............................................................................................................................................ 13

14.

EMERGENCY PROCEDURES .............................................................................................................. 14

15.

COUNSELLING ..................................................................................................................................... 14

15.1.

Counselling is available to First Aiders at the university who are affected by their duties. .......................... 14

15.2.

Counselling can be provided by: ................................................................................................................. 14

16.

LEGAL LIABILITY ................................................................................................................................. 14

17.

RECORDS .............................................................................................................................................. 14

18.

TOOLS ................................................................................................................................................... 15

19.

COMPLIANCE ....................................................................................................................................... 15

19.1.

LEGISLATION ................................................................................................................................................. 15

19.2.

AUSTRALIAN AND INTERNATIONAL STANDARDS

.................................................................................................. 15

20.

REFERENCES ....................................................................................................................................... 15

20.1.

20.2.

MONASH UNIVERSITY OHS DOCUMENTS ............................................................................................................ 16

20.3.

VICTORIAN WORKCOVER AUTHORITY DOCUMENTS

ACKNOWLEDGEMENTS

.............................................................................................. 15

.................................................................................................................................... 16

21.

DOCUMENT HISTORY .......................................................................................................................... 16






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1. PURPOSE

This procedure specifies the minimum requirements and responsibilities for the provision of First

Aid at Monash University.

2. SCOPE

This procedure applies to the provision of First Aid at Monash University.

3. ABBREVIATIONS

CPR Cardiopulmonary resuscitation

ESS Employee Self Service

OH&S Monash Occupational Health & Safety

SDU Staff Development Unit

4. DEFINITIONS

A comprehensive list of definitions is provided in the Definitions Tool.

Definitions specific to this procedure are as follows:

4.1. LEVEL 2 FIRST AID QUALIFICATION

HLTAID003 Apply First Aid is the national competency based equivalent of a level 2 First

Aid qualification.

4.2.

.

FIRST AIDER

A staff member who has:

•

a current First Aid certificate;

•

undertaken annual CPR updates;

•

completed or who is completing the Hepatitis B immunisation process; and

•

been approved by their supervisor to act in an official capacity, administering

First Aid to staff, students, visitors and contractors as required.

5. SPECIFIC RESPONSIBILITIES

A comprehensive list of OHS responsibilities is provided in the OHS Roles, Committees and

Responsibilities procedure . The specific responsibilities with respect to First Aid are summarised below.

5.1. HEADS OF ACADEMIC / ADMINISTRATIVE UNITS

It is the responsibility of the head of academic/administrative unit to ensure that:

• the First Aid Procedure is implemented;

• a First Aid assessment is undertaken in the areas under their control to determine

First Aid requirements, as outlined in Section 6 First Aid Assessment.

5.2. LOCAL OHS COMMITTEES

It is the responsibility of local OHS committees to:

• develop and monitor local First Aid implementation strategies;

• recommend actions needed to comply with the First Aid Procedure;

• consult with OH&S when specialist First Aid advice is required.





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5.3.

5.4.

FIRST AID CO ORDINATORS

The First Aid co-ordinator must hold a current Level 2 First Aid certificate in order to fulfil the duties of the role. They do not, however, necessarily need to act as a First Aider in their area. In areas with only one or two First Aiders, the role of the First Aid coordinator should be taken on by one of the existing First Aiders.

It is the responsibility of the First Aid co-ordinator to:

• act as focal point for communication between First Aiders in the work area and

OH&S ;

• assist with the First Aid assessment for their area;

• allocate a list of specific duties to First Aiders;

• ensure that the First Aiders list and contact numbers are current so that they can be promptly contacted in an emergency;

• ensure that First Aid kits, supplies and equipment are maintained;

• monitor the record keeping associated with First Aid kits, supplies equipment; liaise with the local OHS committee and OH&S ;

• advise staff and students of the location of First Aid facilities, and how to contact

First Aiders.

•

Participate in networking and education sessions during the year.

FIRST AIDERS

It is the responsibility of the First Aiders to:

• complete or have completed, a Hepatitis B immunisation course. Seroconversion to Hepatitis B needs to be obtained. This requirement applies to all new First

Aiders and First Aiders renewing their First Aid training who act as First Aiders

(see Section 8);

• respond promptly to provide an emergency service for injury/illness as required, while always working within their level of competence;

• arrange prompt and appropriate referral as required;

• keep confidential all information received in the course of their duty (medical information must only be released to relevant medical staff);

• record all treatment (however minor) on the First Aid Injury Report;

• encourage staff who have had an occupational injury/illness to complete an online

Hazard and Incident Report ;

• access information from an SOS bracelet or similar in order to attend to a casualty;

• attend training as required. This includes an annual CPR update;

• maintain First Aid facilities; including First Aid equipment, checking and restocking of First Aid kits, as delegated or if there is no First Aid coordinator for the area;

• report any deficiencies in the First Aid service to their First Aid co-ordinator.

6. FIRST AID ASSESSMENT

6.1.

GENERAL

6.1.1. Each academic/administrative unit must undertake a First Aid assessment to determine:

•

The number of First Aiders required;

•

The number and location of First Aid kits required.

6.1.2. Guidelines for the completion of First Aid assessments are provided in the First

Aid assessment tool .

6.1.3. First Aid assessment forms and examples of completed forms are provided in the Tools section of this document.





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6.2.

6.1.4. The First Aid assessment must be completed by the First Aid co-ordinator or nominated First Aider where there is no appointed First Aid coordinator, in consultation with the local Safety Officer and the Health & Safety representative.

6.1.5. Staff and students must be consulted during the completion of First Aid assessments. Consultation may include discussions:

• with the Health and Safety representative;

• at staff meetings; and

• at local OHS committee meetings.

6.1.6. The OHS Consultant/Advisor for the area will assist with First Aid assessments, if required.

6.1.7. First Aid assessments must be completed for both on-campus and off-campus activities undertaken by each academic/administrative unit.

6.1.8. A copy of completed First Aid assessments must be sent to the OHS Health team .

6.1.9. First Aid assessments must be reviewed every three years and in addition whenever :

• the size and/or layout of the area is changed;

• the number and distribution of staff and/or students (or others) changes significantly;

• there are changes in hours, overtime, shifts;

• the nature of the hazards and the severity of the risks change.

FIRST AID ASSESSMENT FOR OFF CAMPUS ACTIVITIES IN URBAN AREAS

6.2.1. Low risk activities

•

All low risk activities must include one Level 2 trained First Aider.

•

It may be necessary to increase the number of First Aiders dependent on the outcome of the First Aid assessment.

•

Guidelines for minimum numbers First Aiders are provided in the First Aid assessment tool.

6.2.2. High risk activities

•

Due to the increased level of risk, the number of First Aiders must conform to the guidelines provided for off-campus activities in rural areas in the First Aid assessment tool.

6.2.3. For additional information regarding off campus activities refer to the Off-

Campus Activities Procedure.

6.3. FIRST AID ASSESSMENT FOR OFF CAMPUS ACTIVITIES IN RURAL AREAS

6.3.1. Off campus activities in rural areas should include as many First Aiders as practicable and these must be trained to at least Level 2 with additional appropriate modules as determined by the First Aid assessment.

6.3.2. Guidelines for minimum numbers of First Aiders for off-campus activities in rural areas can be found in the First Aid assessment tool.

6.3.3. It may be necessary to alter the number and level of qualification of the First

Aiders required, dependent on the outcome of the First Aid assessment.

6.3.4. Whenever practical, First Aiders should not travel in the same vehicle.






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6.4.


Campus Activities Procedure.

FIRST AID ASSESSMENT FOR OFF CAMPUS ACTIVITIES IN REMOTE AREAS

6.4.1. Guidelines for minimum numbers of First Aiders for off-campus activities in remote areas are provided in the First Aid assessment tool.

6.4.2. It may be necessary to alter the number and level of qualification of the First

Aiders required, dependent on the outcome of the First Aid assessment.

6.4.3. It is recommended that a least one person trained in Mental Health First Aid or an equivalent course attends rural/remote off-campus activities. Information about Mental Health First Aid courses is provided on the SDU web site .

6.4.4. Whenever practical, First Aiders should not travel in the same vehicle.


Campus Activites Procedure.

7. FIRST AIDERS

7.1. NUMBER OF FIRST AIDERS REQUIRED

7.2.

7.3.

7.1.1. The number of First Aiders is determined by undertaking an assessment as outlined in Section 6.

7.1.2. Guidelines for determining the number of First Aiders are provided in the First

Aid assessment tool.

REQUIREMENTS FOR FIRST AIDERS

•

•

•

•

•

•

•

Staff who wish to act as Monash University First Aiders must:

• have a keen interest in First Aid;

•

• be prepared to participate in a hepatitis B immunisation program; be appointed to the role of their own free will; be able to be called away from their ordinary work at short notice; feel free to relinquish the role of First Aider if they so wish; be readily available when required; be able to be released from their duties to undertake training in order to maintain skill levels; be able to relate well to staff and students; have the capacity to deal with injury and illness; and be committed to undertake regular update training and information sessions.

PROCEDURES FOR CONTACTING FIRST AIDERS

7.3.1. Each academic/administrative unit must have procedures in place to ensure that First Aiders can be promptly contacted in an emergency including after hours where applicable (i.e. Security staff who are all First Aid trained and have access to a portable defibrillator).

7.3.2. These procedures can include:

Signs to First Aid stations where First Aiders:

• are present; and/or

• can be contacted or located.

Lists of First Aiders and contact details clearly displayed:

• by phones;

• on emergency procedure notices;

• on First Aid kits;

• on safety noticeboards.






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7.3.3. These procedures must be current, ie lists and signs must be kept up to date.

7.3.4. All staff must be made aware of procedures for contacting First Aiders and any changes to them.

8. FIRST AID TRAINING

8.1. FIRST AID QUALIFICATIONS

8.1.1. First Aiders will be considered appropriately qualified provided that they:

•

Complete a First Aid certificate, minimum Level 2 First Aid;

•

Renew their First Aid certificate every three years;

•

Attend a cardiopulmonary resuscitation (CPR) training session at least once per year. (If desired, First Aiders are welcome to attend two CPR sessions per year.)

8.1.2. The cost of attendance at training courses will be met by the academic/administrative unit.

8.1.3. Staff or students with First Aid qualifications obtained outside the university can be accepted as First Aiders on verification of their certificate by the OHS Health team .

8.2. FIRST AID TRAINING

8.2.1. The Staff Development Unit (SDU) organises First Aid training courses specifically tailored for Monash University on all campuses.

8.2.2. Information regarding the content and scheduling of OHS courses offered at

Monash University is provided on the SDU web site

First Aid courses offered on campus include:

•

Level 2

•

CPR training

8.2.3. First Aid courses offered off campus upon request include:

•

Level 3

•

Remote area First Aid

•

Emergency asthma management

•

Oxygen therapy

8.2.4. Additional specific training modules can be requested to customise courses for specific needs of academic/administrative units.

8.2.5. SDU issues reminder notices for First Aiders due for CPR refreshers and renewal of Level 2 certificates.

8.2.6. SDU maintains a database of First Aiders who have undergone training. This information can be obtained by contacting SDU.

8.2.7. In some instances qualified medical professionals (eg medical practitioners, registered nurses) may be exempt from First Aid training. It will be necessary to liaise with the OHS Health team to discuss possible exemption. In addition, they must have been approved by their supervisor to act in an official capacity as a

First Aider (refer also to section 16).

9. INFECTION CONTROL

9.1. HEPATITIS B IMMUNISATION

9.1.1. All new First Aiders and First Aiders undertaking renewal training who act as

Monash University First Aiders must complete, or have completed, a Hepatitis B






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9.2.

9.3.

9.4. immunisation course as they may be inadvertently exposed to risk while assisting a patient.

9.1.2. Further information is available in Procedures for immunisation and the OHS

Information Sheet: Hepatitis B immunisation for First Aiders .

STANDARD PRECAUTIONS

9.2.1. First Aiders must use good hygiene and standard precautions, as taught during

First Aid training, to minimise their exposure to human blood and body fluids.

9.2.2. It must be assumed that all human blood or body fluids are potentially infectious.

9.2.3. Small spots of blood/body fluid spills must be cleaned up as instructed in the

First Aid course. For larger spills contact the Manager, Cleaning Services at your campus or local Biosafety Officer so that appropriate cleaning can be organised.

9.2.4. Used dressings must be placed in a biohazard bag and the area’s OHS

Consultant/Advisor or Biosafety Officer contacted regarding appropriate disposal.

DISPOSAL OF NEEDLES AND SYRINGES

9.3.1. It is not the First Aiders duty to dispose of needles and/or syringes. If these are found, the area must be secured and Security contacted so that appropriate disposal can be organised.

INFECTION CONTROL AND EMERGENCY RESUSCITATION

9.4.1. There is no reason to deny anyone resuscitation. The decision whether to use direct mouth-to-mouth resuscitation is up to each First Aider.

9.4.2. Where possible, First Aiders must use either the individual resuscitation masks issued to them during their training or the mask kept in each First Aid kit.

10. FIRST AID DOCUMENTATION AND REPORTING PROCEDURE

10.1. FIRST AID INJURY REPORTS

10.1.1. First aiders must record all treatment (however minor) on the First Aid Injury

Report.

10.1.2. First Aid Injury Report forms are stored in a pad in the First Aid kit.

10.1.3. Further supplies of the report forms can be obtained from OH&S .

10.2.

REPORTING PROCEDURE

•

•

•

Casualty is treated by First Aider for injury/illness;

First aid injury report is completed by First Aider;

First Aid injury reports must be sent to the Occupational Health Nurse

Consultant, OH&S at the Clayton campus. When injury/illness is related to work, the casualty should be encouraged to complete an online Hazard & Incident

Report as soon as they are well enough.

11. FIRST AID KITS

11.1. NUMBER OF FIRST AID KITS

11.1.1. The number of First Aid kits is determined during the First Aid assessment (see section 6).

11.1.2. Guidelines for determining the number of First Aid kits are provided in the First

Aid kit guide .






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11.2. FIRST AID KITS MUST :

•

•

•

•

•

• be accessible at all times (e.g. not located behind a locked door or in a locked cupboard);

In general, must not be locked. When First Aid kits are located in areas accessible to the public and are subject to pilfering, they may be locked, with key access provided by an adjacent break glass system so that the kit is immediately accessible; have a white cross on a green background prominently displayed on the outside; be sturdy, dust and moisture proof, coated inside and out with an impervious finish; be located at a known First Aid station. Each First Aid station will be clearly signposted with the kit positioned in the immediate area; and be large enough to accommodate additional modules where they are needed, preferably in separate compartments.

11.3. CONTENTS OF FIRST AID KITS

11.3.1. The contents of First Aid kits will need to vary depending on the nature of the hazards in the area as indicated by the First Aid assessment.

In some circumstances i.e. for off-campus trips, small portable First Aid kits may be more appropriate.

11.3.2. First aid kits must not contain antiseptics or medications unless a First Aider has been specifically trained in their use e.g. ventolin, adrenaline.

11.3.3. In general, First Aid kits for office areas and public buildings must comply with the contents requirement listed in the First Aid kit contents list.

11.3.4. For high hazard areas, e.g. laboratories, workshops, plant rooms, catering areas etc, the kit contents must comply with the requirements listed inthe First

Aid kit contents list .

11.3.5. For off-campus trips, the kit contents must comply with the requirements listed in the First Aid kit contents list.

11.4. FIRST AID KITS FOR VEHICLES

11.4.1. All vehicles and caravans used on off-campus trips (excluding those to other workplaces, e.g. factories) must travel with a First Aid kit.

11.4.2. For vehicles, the First Aid kit contents must comply with the requirements listed in the First Aid kit contents list.

11.5. MAINTENANCE OF FIRST AID KITS

11.5.1. The First Aid co-ordinator must ensure that the stocks of all First Aid kits

(including vehicle First Aid kits) are maintained and that out of date stock is replaced as necessary.

11.5.2. This duty may be delegated to another First Aider, if more practical in a given area.

11.5.3. Records of checking of the contents of First Aid kits must be maintained by the academic/administrative unit. The date and the signature of the person checking the kit must also be recorded on a sticker affixed to the kit.

11.6.

RECOMMENDED SUPPLIERS FOR FIRST AID KITS

Medical Solution

P.O. Box 60

The Mall

Heidelberg West Vic 3081

Phone: 1300 136 158





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R.J. Hee Pty. Ltd.

Factory 9

25-35 Narre Warren - Cranbourne Rd

Narre Warren Vic 3805

Phone: 9704 7635

Parasol EMT (Melbourne)

Unit 8/200 Turner Street

Port Melbourne 3207

Phone: 1300 366 818

Livingstone First Aid & Safety

106 – 116 Epsom Rd

Roseberry NSW 2018

Phone: 1300 727 203

12. FIRST AID FOR SPECIFIC HAZARDS AND HEALTH CONCERNS

12.1.

ADDITIONAL MODULES FOR FIRST AID KITS

12.1.1. For certain specific hazards and health concerns, eg asthma, anaphylaxis, hydrofluoric acid, phenol, cyanide, burns, eye injuries and incidents involving macaque monkeys, additional kit modules will be required. These modules must be marked as appropriate and stored (preferably in a separate compartment) within the First Aid kit.

12.1.2. A First Aid assessment must be completed to determine:

• the requirements for each specific module; and

• the number of First Aiders to complete module-specific training.

12.1.3. The OHS Health team must be consulted during the First Aid assessment.

12.1.4. Additional and refresher training for the use of specific equipment and procedures is organised through SDU .

12.1.5. Each academic/administrative unit is responsible for ensuring that modules are well supplied and that out of date stock is replaced as necessary.

12.1.6. Records of checking of the contents of First Aid modules must be maintained by the academic/administrative unit.

12.1.7. The academic/administrative unit is responsible for all costs involved in purchasing the modules, module supplies and training staff in using the modules.

12.1.8. The recommended contents of the additional modules for First Aid kits are listed in the First Aid kit contents list .

12.2. BURNS MODULE

This module must be included in First Aid kits in the workplace where there is the possibility of a person sustaining a serious burn. Such places may include those where:

• heat is used in a process;

• flammable liquids are used;

• chemical acids or alkalines are used; and/or

• other corrosive chemicals are used.

12.3. EYE MODULE

This module must be in a separate container within the First Aid kits in workplaces, where the wearing of eye protection is recommended e.g.

• spraying, hosing, compressed air or abrasive blasting;





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•

•

•

• welding, cutting or machining operations; chemical /biological liquids or powders are handled in open containers; there is the possibility of flying particles; off-campus activities where there is dust or the possibility of flying particles.

12.4. EMERGENCY ASTHMA MANAGEMENT

12.4.1. Asthma management module for First Aid kits

•

The asthma module must be in a separate container within the First Aid kit in the most appropriate location(s).

•

A record of each time that the inhaler (Ventolin/Salbutamol) is used must be made on the First Aid injury report. The spacer (which must be disposable) must be given to the casualty to take away and not be reused for another casualty.

•

The inhaler (Ventolin/Salbutamol) is for emergency use only and must not be given to any person to keep.

12.5. ANAPHYLAXIS MODULE

•

•

•

As a general rule, the provision of an adrenaline auto injector (EpiPen/Anapen) in a First Aid kit will apply only to off-campus trips.

Provision of an adrenaline auto injector in a First Aid kit must only be considered where the First Aid Assessment indicates a risk of anaphylaxis.

In all cases the OHS Health Team should be consulted.

12.5.1. Where it is indicated that a person has already been diagnosed to be at risk of anaphylaxis, it is essential that they bring their own adrenaline auto injector and their Anaphylaxis Plan on the trip.

Failure of the at risk person to provide an Anaphylaxis Plan and in date adrenaline auto injector may result in exclusion from the trip.

12.5.2. The nominated First Aider (who must be trained in anaphylaxis management) must be made aware of the possibility of anaphylaxis and must review the anaphylaxis plan and check that the prescribed adrenaline auto injector is in date, prior to the trip.

12.5.3. The nominated First Aider must keep a record of the administration of the

Adrenaline auto injector on the First Aid Injury Report. The following must also be recorded:

•

Brand name of drug used

•

Dose administered.

•

Time of administration

•

Name of person who assisted with the administration

12.5.4. For further information on the management of anaphylaxis refer to the

Australian Society of Clinical Immunology and Allergy at http://www.allergy.org.au/

12.6.

HAZARD SPECIFIC MODULES

The following modules must be clearly marked in a separate container with in the First

Aid kit and be readily accessible to the area where the specific hazard is used. Further information on First Aid for these specific hazards can be accessed in the following documents:

•

Cyanide - Information Sheet: First Aid for Cyanide Poisoning .

•

Hydrofluoric Acid (HF) - Information Sheet: Hydrofluoric Acid .

•

Phenol - Information Sheet: Phenol






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•

Macaques - Procedures for the management of suspected exposure to

Cercopithecine herpesvirus 1(B virus) .

13. OTHER FIRST AID EQUIPMENT

13.1. EMERGENCY SHOWERS AND EYE WASH STATIONS

13.1.1. The requirements for laboratories when working with biologicals and chemicals are defined in Australian standards for laboratory design and construction

(AS/NZS 2982) and Safety in the laboratory series (AS/NZS 2243).

13.1.2. Emergency drench showers and eyewash stations shall be available at a distance of no more than 15 metres or 10 seconds travel from any position in the laboratory.

13.1.3. Where these facilities are not available alternate arrangements must be made in consultation with the OHS Consultant/Advisor of the area.

13.1.4. Emergency showers

•

Emergency showers are tested and flushed annually by Facilities &

Services staff.

•

Procedures must be established to ensure that emergency showers are flushed and tested on a regular basis by staff in the area

13.1.5. Eyewash stations

•

Eyewash stations are tested annually by Facilities & Services staff.

•

Procedures must be established to ensure that eyewash stations are flushed and tested on a regular basis by staff in the area

13.1.6. The responsibily for testing and flushing emergency showers and eyewash stations must be determined in consultation with the First Aid co-ordinator, the

Safety Officer and local OHS committee.

13.1.7. Records of the flushing and testing of emergency drench showers and eyewash stations must be maintained by the academic/administrative unit.

13.2. OXYGEN CYLINDERS

13.2.1. General

In certain circumstances medical oxygen may need to be available for administration in an emergency.

A First Aid assessment must be completed to determine:

• the requirements for the medical oxygen; and

• the number of First Aiders required to complete specific training to administer medical oxygen.

13.2.2. Maintenance of oxygen cylinders

Procedures must be established to ensure that:

• the oxygen level in the cylinders is checked at least monthly;

• the equipment is stored and handled in correct manner;

• the equipment is serviced on an annual basis by an authorised service agency.

13.2.3. The responsibility for the testing and servicing of the oxygen cylinders must be determined in consultation with the First Aid co-ordinator, the Safety Officer and local OHS committee to ensure this is performed by a person trained in the use of this equipment.






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13.2.4. Records of maintenance, testing and service of the oxygen cylinders must be maintained by the academic/administrative unit.

13.3. DEFIBRILLATORS

13.3.1. General

•

In certain circumstances a defibrillator may be required.

•

A First Aid assessment must be completed to determine whether a defibrillator is required.

•

The OHS Health team must be consulted during the First Aid assessment.

•

Training in the use of defibrillators is now included in the Level 2 First Aid course and the CPR updates organised through SDU .

•

Trained first aiders should preferably use the defibrillator. However, if trained staff are not available immediately, an untrained person may use the defibrillator by switching it on and following the voice prompts.

•

The academic/administrative unit, where the defibrillator is located, is responsible for all costs involved in the purchase of the defibrillator and associated supplies, i.e. pads/batteries etc for the defibrillator.

13.3.2. Purchase, storage and maintenance of the defibrillator

•

The defibrillator must be purchased from an approved supplier. For a list of approved suppliers, contact the OHS Health team .

•

The defibrillator must be stored in an immediately accessible (during normal office hours) signposted area. In order to minimise the risk of tampering or theft, it is recommended that the defibrillator be stored in a specific box, which activates an alarm when opened.

•

Maintenance of defibrillators

•

Procedures must be established to ensure that the defibrillator(s) are inspected and maintained in accordance with the manufacturer's guidelines.

•

It is the responsibility of the academic/administrative unit where the defibrillator is located to organise for the pads and batteries to be replaced when necessary. Daily and monthly documented checks are also required. The appropriate forms are available on the OHS website and the OHS Health team can be contacted to assist.

•

First aider(s) must be nominated to carry out these checks. The

OHS Health Team must be notified if First Aiders are not available to carry out the checks.

•

The responsibility for the testing and inspection of the defibrillator(s) must be determined in consultation with the First Aid co-ordinator, the Safety Officer and local OHS committee.

•

Records of maintenance, testing and inspection of the defibrillator(s) must be maintained by the academic/administrative unit.

•

The OHS Health team must be notified regarding the location of and the person(s) in charge of the defibrillator.

•

Any changes to the location of the defibrillator or the person(s) in charge must also be notified to the OHS Health team .

•

Compliance with this procedure will be audited on a regular basis.

13.3.3. Requirements for defibrillator training

•

Defibrillator training is included in the Level 2 First Aid course organised through SDU . Annual defibrillator refresher training is required, and is incorporated in the annual CPR refresher training.






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•

A record of each time the defibrillator is used is to be made on the First

Aid report and sent immediately to the Occupational Nurse Consultant,

OH&S, Clayton.

14. EMERGENCY PROCEDURES

14.1. The emergency procedures for each of the Australian campuses to be followed by a First

Aider called to attend an emergency situation involving serious injury or ill health are provided in the campus-specific 333 Emergency Procedures books kept by each phone.

Contact OH&S to obtain additional copies of these books.

14.2. Academic/administrative units which occupy non-university buildings, e.g. hospital-based must, of course, follow the emergency response procedures of the building management.

14.3. Each academic/administrative unit must ensure that off-campus activities are supplied with a reliable 24-hour means of communication.

14.4. Staff and students have a responsibility to be familiar with emergency and evacuation procedures and to comply with the instructions given by emergency response personnel such as emergency wardens and First Aiders. First aiders may occasionally encounter reluctance on the part of an injured person or a person exposed to a hazardous substance to follow the directions of the First Aider. This is more likely to occur if the person requiring First Aid is distressed or in pain. If such a situation arises then the attending First Aider will need to evaluate the risks to the injured/exposed person and the risks to others, and if appropriate First Aid treatment may not be administered. It may be necessary to seek assistance from Security or Emergency Services personnel.

15. COUNSELLING

15.1. Counselling is available to First Aiders at the university who are affected by their duties.

15.2. Counselling can be provided by:

•

•

•

Campus Community Division

OHS Health team

on each campus.

Employee Assistance Program

16. LEGAL LIABILITY

The support available to staff with an OHS function, including First Aiders, is set out in the

Information Sheet: Support for Staff and Students with occupational health and safety functions .

17. RECORDS

Record to be kept by

Occupational Health

( confidential files)

OH&S

SDU



Records

Completed immunisation questionnaire and consent forms

Completed authorisation for immunisation forms

First aid injury reports

Hazard & Incident Reports

First Aid Training Records



To be kept for:

50 years

50 years

50 years

Indefinitely

7 years

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Academic/administrative units/

Testing, checking and maintenance records for First Aid kits and safety equipment

Copies of Hazard & Incident Reports

5 years

7 years

18. TOOLS

The following tools are associated with this procedure.

•

First Aid Assessment Tool

•

On-campus First Aid Assessment Form

•

Off-campus First Aid Assessment Form

•

Examples of completed First Aid Assessments

•

Guide to determine number of First Aid kits

•

First Aid kit contents lists

19. COMPLIANCE

This procedure is written to meet the requirements of:

19.1. LEGISLATION

Health Act 1958 (Vic)

Health (Infectious Diseases) Regulations 2001

Occupational Health and Safety Act 2004 (Vic)

19.2. AUSTRALIAN AND INTERNATIONAL STANDARDS

AS/NZS 2243.1: 2005 Safety in Laboratories - Planning and operational aspects

2243.2: 2006 Safety in Laboratories - Chemical aspects

2243.3: 2010 Safety in Laboratories - Microbiological aspects & containment facilities

2243.4: 1998 Safety in Laboratories - Ionizing radiations

2243.5: 2004 Safety in Laboratories - Non-ionizing radiations –

Electromagnetic, sound and ultrasound

2243.6: 2010 Safety in Laboratories - Mechanical aspects

2243.7: 1991 Safety in Laboratories - Electrical aspects

2243.8: 2006 Safety in Laboratories - Fume cupboards

2243.9: 2009 Safety in Laboratories - Recirculating fume cabinets

2243.10: 2004 Safety in Laboratories - Storage of chemicals

AS/NZS 2982: 2010 Laboratory Design and Construction - General Requirements

AS 3745: 2010 Emergency control organization and procedures for buildings, structures and workplaces

AS/NZS 4801:2001 Occupational Health & Safety Management Systems – specifications with guidance for use.

OHSAS 18001: 2007 Occupational health and safety management systemsrequirements

20. REFERENCES

20.1.

VICTORIAN WORKCOVER AUTHORITY DOCUMENTS

Compliance Code First Aid in the Workplace (Edition No 1 September 2008)






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20.2. MONASH UNIVERSITY OHS DOCUMENTS

Off-campus activities procedure

Information Sheet: Hepatitis B immunisation for First AidFirst Aiders

Information Sheet: Support for Staff and Students with occupational health and safety functions

Information Sheet: Hydrofluoric Acid

Information Sheet: First Aid for Cyanide posioning

Information Sheet: Phenol

Immunisation Grid

Guide to OHS Training

OHS Induction and Training at Monash University

OHS Roles, Committees and Responsibilities

After-Hours Procedure

Procedures for immunisation

Training records

20.3. ACKNOWLEDGEMENTS

The following documents were used as references in the development of these procedures:

Australian Resuscitation Council Policy StatementsAustralasian College of Surgeons

Parasol Active First Aid 8 th

Edition, 2009

Rural and Remote Health-definitions, policy and priorities. John Wakerman and John

Humphreys.

Wilderness Medicine 5 th

edition 2007. Paul S Auerbach

21. DOCUMENT HISTORY

Version number Issue

5.1 June 2014

6 November 2014


Date of first issue: January 1998 i First Aid Procedure v5.1

1. Purpose - removed reference to injuries being reported to OHS Commmittee

This should be covered by Hazard and Incident reports

2. Level 2 now called HLTAID003 Level 3 deleted as not applicable.

3. Added to role of First aid Co –ordinator to include attending networking/education sessions.

4. Added when referring to qualified medical personel “ in these circumstances first aiders must still be app roved by their supervisor to act in an official capacity

5. Defibrillators 13.3.2 maintenance

Areas will now be totally responsible for all checks and maintenance requirement (including organizing for replacement pads and batteries) of their defibrillators.

Copies of check lists will no longer be sent to the OHS

Health team.

The OHS Health Team must be notified if there are no

First Aiders available to carry out the checks.

Compliance with the changes to the maintenance of the defibrillators will be audited on a regular basis.

The OHS Health Team will be available to assist as necessary.



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MUOHSC 30/2014

AS/NZS 4801

OHSAS 18001

OHS20309

SAI Global

Management of suspected exposure to Cercopithecine Herpesvirus

1 (B Virus) Procedure

December 2014


1.

PURPOSE ...................................................................................................................................... 2

2.

SCOPE ........................................................................................................................................... 2

3.

ABBREVIATIONS .......................................................................................................................... 2

4.

DEFINITIONS ................................................................................................................................. 2

4.1

OCCUPATIONAL HEALTH PHYSICIAN ( OHP ) .................................................................................... 2

4.2

VETERINARIAN ............................................................................................................................ 2

5.

SPECIFIC RESPONSIBILITIES .................................................................................................... 2

5.1

OCCUPATIONAL HEALTH PHYSICIAN

(

OHP

) .................................................................................... 2

5.2

SUPERVISOR .............................................................................................................................. 3

5.3

VETERINARIAN ............................................................................................................................ 3

6.

EMERGENCY PROCEDURES FOR SUSPECTED EXPOSURE ................................................. 3

6.1

FIRST AID ( APPLICABLE TO PERSONS EXPOSED AND TRAINED STAFF ) ............................................. 3

6.2

FIRST AID KIT .............................................................................................................................. 3

6.3

VIRAL SWABS ( APPLICABLE TO PERSONS EXPOSED AND TRAINED STAFF ) ....................................... 3

6.4

NOTIFICATIONS AND REPORTING .................................................................................................. 3

6.5

BASELINE SERUM SAMPLE DURING WORKING HOURS ................................................................... 4

6.6

BLOOD AND VIRAL SPECIMEN COLLECTION AFTER HOURS .............................................................. 4

6.7

POST EXPOSURE COUNSELLING ................................................................................................... 5

6.8

STORAGE AND SUBMISSION OF SAMPLES TO VIDRL ....................................................................... 5

6.9

ADVICE FOR MMC INFECTIOUS DISEASES PHYSICIAN ON

-

CALL

........................................................ 6

6.10

VETERINARIAN ON CALL .............................................................................................................. 6

7.

MEDICAL ALERT CARD ............................................................................................................... 7

8.

REVIEW OF DOCUMENTATION .................................................................................................. 7

9.

RECORDS ...................................................................................................................................... 7

10.

COMPLIANCE ............................................................................................................................... 7

11.

REFERENCES ............................................................................................................................... 7

11.1

MONASH UNIVERSITY OHS DOCUMENTS ....................................................................................... 7

12.

DOCUMENT HISTORY .................................................................................................................. 8

13.

RESOURCE DOCUMENTS ........................................................................................................... 9

13.1

CHECKLIST FOR SUSPECTED B VIRUS EXPOSURE .......................................................................... 9

13.2

EMERGENCY CONTACTS PROFORMA .......................................................................................... 10

13.3

FIRST AID FLOWCHART

.............................................................................................................. 11

13.4

FIRST AID KIT CONTENTS FOR WORKING WITH MACAQUE MONKEYS .............................................. 12

14.

FREQUENTLY ASKED QUESTIONS ......................................................................................... 13

Cercopithecine Herpesvirus 1 (B Virus), v3

Date of first issue: September 2009




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1. PURPOSE

Thisprocedure sets out the actions that must be taken when a potential exposure to

Cercopethicine herpesvirus 1 (B virus) has occurred. Exposure could result from bites, scratches, needle stick puncture or eye exposure when handling Macaque monkeys and even minor exposure can result in fatality.

2. SCOPE

This procedure applies to staff, students, contractors and visitors at Monash

University.


CITES

EAP

GP

LMO

LRH

MARP

MMC

Convention on International Trade in Endangered Species of Wild Fauna &

Flora

Employee Assistance Program

General Practitioner

Local Medical Officer

Latrobe Regional Hospital

Monash Animal Research Platform

Monash Medical Centre

NHMRC National Health and Medical Research Council

OHP Occupational Health Physician

OHNC

OH&S

Occupational Health Nurse Consultant

Monash Occupational Health and Safety

RMH Royal Melbourne Hospital

VIDRL Victorian Infectious Disease Reference Laboratory

4. DEFINITIONS

A comprehensive list of definitions is provided in the Definitions tool. Definitions specific to this procedure are provided below.

4.1 OCCUPATIONAL HEALTH PHYSICIAN ( OHP )

Occupational Health Physician is a highly trained medical specialist and member of Occupational Health and Safety, who provides a wide range of services relating to the health of staff/students. This may encompass prevention, treatment and rehabilitation.

4.1.1

4.2 VETERINARIAN

Veterinarians are tertiary trained professionals whose specialty is in diagnosing and treating sickness, disease and injury in all types of animals at

Monash University.


A comprehensive list of OHS responsibilities is provided in the OHS Roles, Committees and Responsibilities Procedure.

The responsibilities specific to this procedure are summarised below.

5.1 OCCUPATIONAL HEALTH PHYSICIAN ( OHP )

The OHP is responsible for the development of procedures and provision of specialist advice on issues concerning suspected exposure to B virus or any related areas when required.






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5.2 SUPERVISOR

Supervisors are responsible for carrying out a series of notifications and actions immediately after being advised of a suspected exposure to

Cercopethicine herpesvirus 1 (B virus). Refer to section 6.4.

5.3 VETERINARIAN

The veterinarian is responsible for the care of the monkeys, specimen taking and liaison with VIDRL, OHP and OH&S.

6. EMERGENCY PROCEDURES FOR SUSPECTED EXPOSURE

A summarised version of the procedure is available as a checklist in Section 13.

6.1

FIRST AID

(

APPLICABLE TO PERSONS EXPOSED AND TRAINED STAFF

)

Adequate and timely First Aid in the first few minutes following suspected exposure is CRITICAL for prevention of B Virus infection.

Wound:

• massage wound to make it bleed

• immediately scrub thoroughly with betadine or chlorhexidine for 15 minutes

• rinse well with water

Eye:

• irrigate with flowing water for 15 minutes

6.2

FIRST AID KIT

A dedicated first aid kit for use following suspected exposure to macaques should be available in the immediate vicinity. Contents of the First Aid kit are detailed in Section 11.4.

6.3

VIRAL SWABS

(

APPLICABLE TO PERSONS EXPOSED AND TRAINED STAFF

)

Viral swabs must be collected for further testing following a suspected exposure and stored according to 6.8.2.

Wound : (FOR ALL INCIDENTS, NO MATTER HOW TRIVIAL)

• after cleaning as above, swab the wound for viral culture (3-5ml screw top vial with 1- 2ml transport medium)

• label vial clearly with:

name of patient

date of birth

date and time of sample collection

• dry and cover with wound dressing

Eye:

• no swab to be taken

6.4

NOTIFICATIONS AND REPORTING

The injured staff member/student must inform their supervisor who is then responsible for carrying out the following notifications and actions:






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•

Report incident to the Manager, MARP;

•

Report incident to Occupational Health Nurse Consultant

•

If neither of the above persons are available notify the Manager, OHS;

•

Report incident to Biosafety Officer, MARP;

•

Report the injury using the online

Hazard and Incident Reporting System ; and

•

Notify the veterinarian on call.

6.5 BASELINE SERUM SAMPLE DURING WORKING HOURS

This section is relevant to treating doctors.

Following the administration of first aid and taking of swabs, the injured staff member or student should go immediately to the local hospital or nominated

GP or Monash Medical Centre (MMC) for: a) Consultation and counselling; and b) Collection of a serum sample – The doctor will arrange for a 5 ml blood sample using a non-Heparinised serum collection tube. Blood must be spun, serum removed and sample frozen. This provides a baseline antibody level.

The staff member or student should take a copy of this procedure with them.

6.5.1 For staff /students taken to the local hospital or nominated GP, the treating doctor must notify the on-call Infectious Disease Physician at

MMC and an appointment arranged within 24 hours. A 24 hour service is provided by both MMC and the local Hospital.

If for some reason the on-call physician at MMC is unable to contact a senior physician for advice, including particular advice about specimen collection, VIDRL may be contacted through the RMH switch board (phone 9342 7000)

6.5.2 It is the staff member/students responsibility to maintain follow up contact as advised following initial consultation.

6.6 BLOOD AND VIRAL SPECIMEN COLLECTION AFTER HOURS

This section is relevant to treating doctors.

6.6.1 Where patient specimens have not already been taken, then following the taking of a history and examination, the following should be followed: a) Collect blood sample from patient- (the 5 ml blood sample in a non-Heparinised tube used for the 0.5-2ml baseline serum sample). The blood must be spun, serum removed and sample frozen. b) The patient should be given instructions to attend the

Infectious Diseases Unit for follow up. The frequency of






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visits may vary depending on individual situation and risk.

Repeated tests may be necessary if the patient becomes ill within this period.

6.7 POST EXPOSURE COUNSELLING

Counselling of the patient should be offered as soon as is reasonably practicable and may be arranged by the person, supervisor, OHP or their delegate. The University’s Employee Assistance Program is available 24 hours a day on 1800 350 359.

6.8 STORAGE AND SUBMISSION OF SAMPLES TO VIDRL

This section is applicable to staff taking viral swabs, doctors and veterinarians.

B virus is an orphan disease in that it happens rarely, and as such using a specialty lab is often the most prudent way to handle potential exposures, active cases, and monitoring for recurrent infections. These specialised laboratories are located in the UK (London) and USA (Georgia).

6.8.1 Permits are now required by the Australian Government for exporting blood and viral samples overseas. Early contact with VIDRL helps to expedite this process which can take up to 4 weeks.

6.8.2 In most cases Gribbles Pathology will pick up and deliver specimens to VIDRL. If this is not possible then refer to Section 6.10-

Veterinarian on call.

Note : VIDRL will contact the selected laboratory directly and confirm details for submission of specimens and apply for permits for the transfer of specimens with the Australian Government.

6.8.3 Specimen Storage and transport a) Viral swabs from a staff member or student should be refrigerated (4°C) until ready for dispatch to VIDRL. b) Blood samples should be spun down and serum frozen.

Alternatively the serum sample can be refrigerated (2-6°C for up to a week). If refrigeration is not available, whole blood can be stored at room temperature for up to 24 hours. c) For transport to VIDRL place blood sample and viral swabs in a plastic bag, seal and place in small thermally insulated container together with an ice pack to keep chilled. Samples must be labelled with the:

• patient’s name

• date of birth

• list of specimens being submitted

• date of collection and

• be addressed to nominated VIDRL contact and labelled B Virus






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d) e) f) g) h) i)

Place accompanying paperwork in a separate plastic bag from specimens.

Seal container and attach address label with strong adhesive tape.

Arrange transportation to VIDRL as soon as possible.

Specimens received by VIDRL (human and monkey) will be dispatched as soon as possible to a nominated reference laboratory overseas.

Follow up contact by the University’s Occupational Health

Physician and/or the Veterinarians with VIDRL should be maintained to ensure that any requests for further specimens can be acted upon promptly.

Viral swabs and blood samples from the macaque monkey will normally be submitted to VIDRL by the on-call veterinarian.

6.9 ADVICE FOR MMC INFECTIOUS DISEASES PHYSICIAN ON CALL

•

A patient potentially exposed to the B virus is a difficult clinical problem requiring Senior Infectious Diseases Physicians conversant with up-todate information on the disease.

•

An appointment to be seen within 24 hours of the potential B Virus exposure must be made with the Infectious Diseases Unit Outpatients

Clinic. Call MMC (03) 9594 6666 and ask for the Infectious Diseases on-call Registrar. Arrangements will be made at this time.

6.10 VETERINARIAN ON CALL

•

The Veterinarian needs to attend as soon as possible to collect samples of blood and buccal swabs from the macaque monkey concerned. Also at this time, the macaque is examined for any signs of disease especially oral ulcers or vesicles on any part of the body.

•

Blood must be spun, serum removed and sample frozen. Viral swabs with transport medium must be kept in stock by the veterinarian.

Samples need to be sent to VIDRL in Parkville. For Gippsland campus only, Gribbles Pathology in Moe can organize delivery of samples. Hand deliver samples to the Moe office.

•

For contact with VIDRL in Parkville, phone (03) 9342 9654, or the nominated person in the viral or polio laboratory (03) 9342 2607.

•

The nominated VIDRL contact will source a CITES permit and organize

World Couriers to transport specimens to national B Virus Resource

Laboratory in the Centre for Disease Control at Georgia State

University, Atlanta. The process takes 2 weeks to ship the samples and approximately 5 weeks to receive results.

•

VIDRL are in charge of the sample transportation and permit application. In an unforeseen circumstance e.g. where there is a delay in permits being issued, the nominated contact for CITES permits is the

Department of Environment and Water Resources, Wildlife Trade






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Assessment (ph 02 62741985) should direct contact be needed. The director of the laboratory in Atlanta is contactable on +404 358 8168

7. MEDICAL ALERT CARD

Your Supervisor will provide a medical alert card that must be carried at all times by staff and students with a potential for occupational exposure to macaque monkeys.

This must be shown to medical staff at the clinic or hospital following any suspected exposure.

8. REVIEW OF DOCUMENTATION

All procedure documents, information sheets and risk management plans associated with the use of macaques at Monash University must be reviewed annually by a working group composed of staff from MARP, OH&S and other persons as appropriate.

All documentation e.g. flow charts, emergency contact details and B virus first aid information must be reviewed and updated by the supervisor at least annually or immediately following an incident or when a change to the documentation takes place.

9. RECORDS

Record to be kept by Records

Occupational Health &

Safety (in confidential medical files)

•

Medical records including test results

To be kept for

100 years

10. COMPLIANCE




OHSAS 18001:2007 Occupational Health & Safety Management Systems –

Requirements

NHMRC - Policy on the Care and Use of Non-Human Primates for Scientific Purposes

2011

11. REFERENCES

11.1

MONASH UNIVERSITY OHS DOCUMENTS

•

Occupational Health & Safety policy

•

Guidelines for the development of safe work instructions

•

OHS Roles, Responsibilities and Committees Procedure

•

OHS Risk Management Procedure

•

Risk Management Program

•

First Aid Procedure






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•

Procedures for hazard & incident reporting, investigation & recording


Version number

2

Date of Issue

3

Changes made to document

August 2012 Procedures for the Management of suspected exposure to


November 2014 Management of suspected exposure to Cercopithecine

Herpesvirus 1 (B Virus) Procedure, v3

1. Definitions- added definition of OHNC-

Occupational Health Nurse Consultant.

2. In sections 6.1, 6.3, 6.5, 6.5.1, 6.6 and 6.8 added who the instructions are applicable to.

3. Updated phone number in section 6.10

4. Added OHNC as first point of contact in section

13.1.

OHNC will then contact the OHP .

5. The emergency contact details in section 13.2 were changed to OHNC contact details.

6. Section 13.3 - Added Flowchart.

7. Local GP deleted. La Trobe Regional Hospital will now be where the injured person will first be seen.

8.11.4 - Added first aid injury reports.






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13. RESOURCE DOCUMENTS

13.1

CHECKLIST FOR SUSPECTED B VIRUS EXPOSURE



First aid and wound cleaning – CRITICAL that this is timely and adequate!



Specimens/Samples taken



Human blood sample - collected as close as possible to the time of injury for baseline serum.



Macaque blood sample - collected as close as possible to the time of injury for baseline serum.



Human viral swab - samples from the wound or exposed area.



Macaque viral swab - samples from the buccal cavity, both eyes and genitalia, collected separately in separate media tubes as soon as possible after the injury.



Consultation with infectious diseases specialist within 24 hours – contact



Notify

Monash Medical Centre (MMC) Infectious Diseases Unit physician on-call.



Supervisor;



MARP Biosafety Officer;



MARP Animal Services Manager;



OHNC (who will notify OHP);



OH&S and;



Veterinarian



Incident report lodged



Follow-up and repeat blood tests (serum specimen) in 3 weeks



Label human specimen of blood and viral swab with:

•

•

•

•

Patient’s name;

Date of birth;

Date of collection;

Time of collection.



Send specimens to VIDRL (Gribbles Pathology will collect and deliver)



Take copy of procedures to hospital



Veterinarians to commence permit process with VIDRL



Storage of specimens appropriate






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13.2 EMERGENCY CONTACTS PROFORMA

This proforma must be completed for each local area .

MARP Management

Director

Facility manager

Veterinarians

Drs

MMC – Infectious Diseases Unit

Head and ID registrar

Local Hospital Emergency Department

Address 1

Address 2 xxxxxxxxxx xxxxxxxxxx

BH XXX XXXX xxxxxxxxxx xxxxxxxxxx

VIDRL

Contact name

10 Wreckyn St

North Melbourne

OH&S Monash University

Manager OH&S

Occupational Health Nurse Consultant

OHS Consultant MARP

LMO at Gippsland /Clayton

Dr

Health Centre

Address 1

BH XXX XXXX

Mobile XXX XXXX

After hours –RMH switch XXX XXXX

Address 2

Laboratories that perform tests for B virus

Contact name

Laboratory

BH XXX XXXX

BH XXX XXXX

BH/AH XXX XXXX

BH XXX XXXX

XXX XXXX

Address 1

Address 2

Email

Contact name

Laboratory

Address 1

Address 2

Address 3

Email

Monash Employee Assistance Provider

XXX XXXX

XXX XXXX

XXX XXXX

Date: …………………. Date of next Review……………….






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13.3 FIRST AID FLOWCHART






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13.4 FIRST AID KIT CONTENTS FOR WORKING WITH MACAQUE MONKEYS

Refer to First Aid Procedure

Equipment

1. Eye wash facilities to ensure continuous fresh water stream for at least 15 minutes.

2. First Aid kit clearly labeled “First Aid kit – following exposure to macaques".

First Aid Kit Contents

1. Clean disposable scrub brush ........................................................................................ 2

2. Basin for soaking large wounds ..................................................................................... 1

3. Sterile gauze pads (different sizes) for soaking and dressing of wounds ......................... 8

4. Bottle of betadine or chlorhexidine .................................................................................. 2

5. Melolin various sizes - ............................................................................................. 4 pads

6. Micropore tape roll .......................................................................................................... 1

7. Bandages ...................................................................................................................... 2

8. Eye-wash bottle (Eyestream) ......................................................................................... 2

9. Surgical gloves ....................................................................................................... 8 pairs

10. Biohazard bags bags…………………………………………………………………………….2

11. First Aid Injury Reports………………………………………………………………………Book

Written Procedures

1. Laminated B virus first aid flow chart (section 13.3) .............................................. 1 copy

2. Cercopithecine Herpes virus 1 (BVirus) ............................................................. 2 copies

Specimen Collection And Culture Materials

1. Sterile cotton or dacron swabs (without metal shafts)

2. Screw-top vials (3-5 ml) containing 1-2 ml of virus transport medium






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14. FREQUENTLY ASKED QUESTIONS

1. We collected the samples, but then they did not get transferred as scheduled. Are they still acceptable?

Virus cultures can be stable in a refrigerator for up to one week. If they are stored at ≤ -60° C, they may be stable for a month or longer. Serum samples can be stable in a refrigerator for up to one week. If they are stored at ≤ -20° C, they may be stable for several months.

2. Why are 2 blood samples taken from an individual who has been potentially exposed to B virus as a result of an injury?

Two samples are recommended because the first one represents antibodies you may have at the time of an injury. The second sample is evaluated along with the first sample so that a comparison can be made between the two.

3. Why is it important to promptly swab the monkey associated with the injury?

Swabs taken immediately after an incident inform you of whether the macaque was shedding virus at that time. It is recommended that NHP swabs be collected within 4 hours of an exposure.

4.

Where can we get Medical Alert cards to carry to alert medical personnel to the fact that we work with macaques?

Your supervisor will provide Medical Alert cards to all staff and students who may come into contact with macaques.

5. Why should I carry a Medical Alert card indicating that I have been around macaques?

In the past, individuals who have been infected by B virus, but not treated early enough to prevent fatality, have shown up in emergency rooms disoriented, distressed, and unable to provide useful information to medical personnel. These cards will alert health care workers to the fact that you work or have worked with macaques. As a result they can order tests that can quickly rule out whether your symptoms are due to B virus.

6. Blood samples are sent to a specific specialised laboratory overseas. Why don’t other labs test humans for B virus antibodies?

B virus is an orphan disease in that it happens rarely, and as such a specialty lab is often the most prudent way to handle potential exposures, active cases, and monitoring for recurrent infections .

These specialised laboratories are located in UK (London) and USA (Georgia).






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MUOHSC 31/2014

PROTECTING UNBORN AND BREAST-FED CHILDREN FROM THE

EFFECTS OF MATERNAL EXPOSURE TO CHEMICALS, BIOLOGICALS

AS/NZS 4801

OHSAS 18001

OHS20309

SAI Global

AND ANIMALS PROCEDURE

December 2014


1.

PURPOSE ................................................................................................................................................ 2

2.

SCOPE ..................................................................................................................................................... 2

3.

ABBREVIATIONS .................................................................................................................................... 2

4.

DEFINITIONS ........................................................................................................................................... 2

4.1

4.2

UNBORN CHILD

DURATION

................................................................................................................................................ 2

....................................................................................................................................................... 2

4.3

FREQUENCY .................................................................................................................................................... 2

4.4

GENETIC DISORDER .......................................................................................................................................... 2

4.5

HAZARD .......................................................................................................................................................... 2

4.6

TERATOGEN .................................................................................................................................................... 2

5.

SPECIFIC RESPONSIBILITIES............................................................................................................... 3

5.1

THE PREGNANT OR BREAST FEEDING WOMAN ...................................................................................................... 3

5.2

HEAD OF ACADEMIC / ADMINISTRATIVE UNIT AND SUPERVISOR ................................................................................. 3

6.

RISK MANAGEMENT PROCESS ........................................................................................................... 4

7.

WHERE TO FIND FURTHER INFORMATION ........................................................................................ 4

8.

RECORDS ................................................................................................................................................ 5

9.

TOOLS ..................................................................................................................................................... 5

10.

COMPLIANCE ......................................................................................................................................... 5

10.1

LEGISLATION ................................................................................................................................................ 5

10.2

AUSTRALIAN STANDARDS .............................................................................................................................. 5

11.

REFERENCES ......................................................................................................................................... 5

11.1

MONASH UNIVERSITY OHS DOCUMENTS ........................................................................................................... 5

11.2

ACKNOWLEDGEMENTS

.................................................................................................................................. 5

12.

DOCUMENT HISTORY ........................................................................................................................... 6

Protecting Unborn and Breast Fed Children from the Effects of Maternal Exposure to Chemical and

Biological Agents and Animals Procedure, v3

Date of first issue: June 2006




Page 1 of 6


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1.

2.

3.

PURPOSE

This procedure sets out the risks that must be considered and appropriately controlled by pregnant or breast-feeding women whose work or study involves the use of chemicals, biologicals or animals.

SCOPE

This procedure applies to pregnant or breast-feeding women at Monash University.

ABBREVIATIONS

(M)SDS

OH&S

OHS

( Material) Safety Data Sheet

Monash Occupational Health & Safety

Occupational health and safety

4.

DEFINITIONS

A comprehensive list of definitions is provided in the Definitions Tool.

Definitions specific to this procedure are as follows.

4.1

UNBORN CHILD

4.2

4.3

4.4

4.5

4.6

An unborn child may be an embryo which is defined as an unborn child up to 8 weeks after conception or a foetus which is defined as an unborn child from 8 weeks to birth.

DURATION

How long you perform the activity that can expose you to the hazard.

FREQUENCY

How often you perform the activity that can expose you to the hazard.

GENETIC DISORDER

Genetic disorders of the parents or certain genes carried by the parents and chromosome aberrations that occur during the development of the embryo, may result in genetic diseases in the child such as Huntington’s chorea, sickle cell anaemia, Down’s syndrome and cystic fibrosis. It is estimated that genetic disorders are responsible for 25% of malformations in unborn children.

HAZARD

An OHS hazard is anything that has the potential to cause injury or illness to a person.

TERATOGEN

Teratogens (from the Greek words teras or teratos , meaning monster) are agents that cause congenital malformations, growth retardation, functional disorder and sometimes death in the embryo or foetus.

As a general rule a substance is considered to be a teratogen if it has adverse effects on the unborn child at doses below where there are adverse effects on the mother.

It should be emphasised that most drugs and chemicals can be shown to cause adverse effects to the embryo or foetus (often the only data available is on animals), at high doses, under laboratory conditions. However, it does not follow that most drugs or chemicals are considered to be teratogens.

Page 2 of 6 Protecting Unborn and Breast Fed Children from the Effects of Maternal Exposure to Chemical and







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5.

SPECIFIC RESPONSIBILITIES

A comprehensive list of OHS responsibilities is provided in the OHS Roles, Committees and

Responsibilities procedure . The specific responsibilities with respect to this procedure are summarised below.

5.1 THE PREGNANT OR BREAST FEEDING WOMAN

Women at Monash University who are either pregnant, considering pregnancy or breast-feeding must:

•

Read this procedure and seek out any other relevant information provided on the OH&S website or by OH&S staff such as the Occupational Health

Physician or Occupational Nurse Consultants.

•

Seek out and read local information pertaining to their area.

•

Declare their pregnancy to their supervisor, Safety officer, Biosafety officer,

OHS Consultant/Advisor or Head of academic/administrative unit at the earliest possible time, on the understanding that the matter will be kept as confidential as possible.

•

Must seek advice from the OHS Health team at the earliest possible time.

Such consultations are strictly confidential.

•

Minimise their exposure to chemical and biological materials and animals as much as possible by cooperating fully in any effort that is made to fairly and sensibly modify their duties in order to minimise these risks.

•

Report immediately any suspected high exposures to their supervisor, Safety officer, Biosafety officer, OHS Consultant/Advisor or the OHSHealth team .

5.2 HEAD OF ACADEMIC / ADMINISTRATIVE UNIT AND SUPERVISOR

The Head of the academic/administrative unit and the supervisor must:

•

Make it clear to women who declare pregnancy that subject to meeting university OHS requirements, the woman may choose whether or not to:

−

− work with chemicals, biologicals or animals during the pregnancy, and/or work with chemicals, biologicals or animals during breast-feeding. without fear of this decision impacting on their career progression/continuation.

•

Where the woman elects to continue working with:

−

− chemicals, biologicals or animals during pregnancy, or chemicals, biologicals or animals during breast-feeding, review, in conjunction with OH&S , appropriate risk assessments and put in place control measures to reduce these risks to a negligible level (where no significant risk is foreseeable).

•

Facilitate, in accordance with current workplace agreements, the modification of a woman’s duties in accordance with special needs during pregnancy or breast-feeding.

•

Create an environment where:

− All people who work with chemicals, biologicals or animals, particularly women, understand the requirements of this procedure.

− Women who work with chemicals, biologicals or animals feel comfortable to declare their pregnancy and/or breast-feeding.







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− Both male and female co-workers and supervisors understand the special needs of a pregnant woman’s unborn child or breast-fed child in relation to chemical or biological safety or work with animals.

6.

RISK MANAGEMENT PROCESS

•

The types of hazards that must be considered are:

•

Chemicals

•

Biological materials

•

Animals

•

Determine the duration and frequency that you will be exposed to the identified hazard.

•

Speak with your supervisor, Safety officer, Biosafety officer, OHS

Consultant/Advisor or the OHS Health team to discuss the hazards and seek advice on controlling the hazards.

•

Complete a risk assessment following the OHS Risk management procedure , using the Risk management program .

•

Based on the level of risk to the unborn or breast-fed child that has been identified in the risk assessment, consult with your supervisor and the OHS

Health team to determine if the level of risk associated with the activity is acceptable.

•

Implement any controls that are identified as required and monitor the activities performed for any variation to the activities that may alter the hazard or risk to the unborn or breast-fed child.

7.

WHERE TO FIND FURTHER INFORMATION

Toxicological information for a chemical can be obtained from:

• the (Material) Safety Data Sheet ((M)SDS);

• the labels on chemical containers. These should contain statements which mention the ‘unborn child’ or ‘pregnancy’.

Information on biological agents or substances derived from animals:

• the (Material) Safety Data Sheet ((M)SDS);

• books, your attending doctor or the OH&S website.

The following terms, which indicate potential effects on the unborn child, may be used:

•

Embryotoxic – meaning toxic to the embryo

•

Fetotoxic/foetotoxic – meaning toxic to the foetus

•

Teratogenic – meaning that it induces developmental abnormalities in the foetus







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8.

RECORDS


Academic/administrative unit/

OH&S health team


Records

Risk assessments

Medical consultation records

To be kept for:

3 years or until reviewed

100 years

9.

TOOLS

The following tools are associated with this procedure.

•

Pregnancy and work OHS information sheet

10.

COMPLIANCE


10.1

LEGISLATION


Occupational Health and Safety Regulations 2007 (Vic)

10.2

AUSTRALIAN STANDARDS


OHSAS 18001:2007 Occupational Health & Safety Management Systems – requirements

11.

REFERENCES

11.1 MONASH UNIVERSITY OHS DOCUMENTS

Health surveillance at Monash University

Job Safety Analysis

OHS risk management at Monash University

Risk Control Program

11.2 ACKNOWLEDGEMENTS

The following documents were used as references in the development of this procedure:

•

American Conference of Governmental Industrial Hygienists (ACGIH),

Documentation of the Threshold Limit Values and Biological Exposure

Indices , Sixth Edition, 1996.

•

Barlow, S.M. and F.M. Sullivan, Reproductive Hazards of Industrial Chemicals

– An evaluation of animal and human data , Academic Press, London, 1982.

•

Casarett and Doull’s Toxicology – The Basic Science of Poisons , Amdur,

M.O., Doull, J. and C.D. Klaassen (eds), fourth edition, McGraw Hill, 1991.







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•

Lewis, R.J., Reproductively Active Chemicals – A Reference Guide , Van

Nostrand Reinhold, New York, 1991.

•

NIOSH, The Effects of Workplace Hazards on Male Reproductive Health and

The Effects of Workplace Hazards on Female Reproductive Health , www.cdc.gov/niosh/.

•

Teratogens – Chemicals Which Cause Birth Defects, Studies in

Environmental Science 31, Meyers, V.K. (ed), Elsevier, New York, 1988.

•

O’Rahilly, R. and F Muller, Human Embryology and Teratology , Wiley-Liss,

New York, 2001.

12.

DOCUMENT HISTORY

Version number Issue

2.1 November 2010 Procedures for protecting unborn and breast-fed children from the effects of maternal exposure to chemicals, biologicals and animals, v.2.1

3 November 2014 1. Removed reference to legislative compliance from purpose and added this to compliance section.

2. Shortened wording of purpose and scope sections to align with other OHS procedures.

3. Updated Definitions section to only include definitions specific to this procedure.

4. Deleted ‘Overview’ section, as this is not procedural.

5. Removed generic information from ‘Risk management’ section and included specifc process for assessing risks to pregnant or breast-feeding women.

6. Deleted reference to ionising radiation, as this is covered in separate procedure.

7. Added Tools section.

8. Added Compliance section.







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USING CHEMICALS PROCEDURE

MUOHSC 32/2014

AS/NZS 4801

OHSAS 18001

OHS20309

SAI Global

December 2014


1.

PURPOSE ................................................................................................................................................ 3

2.

SCOPE ..................................................................................................................................................... 3

3.

ABBREVIATIONS .................................................................................................................................... 3

4.

DEFINITIONS ........................................................................................................................................... 3

4.1

CARCINOGEN ................................................................................................................................................... 3

4.2

CHEMICAL

....................................................................................................................................................... 3

4.3

CYTOTOXIC DRUGS ........................................................................................................................................... 3

4.4

DANGEROUS GOODS ......................................................................................................................................... 3

4.5

4.6

DRUGS

,

POISONS

&

CONTROLLED SUBSTANCES

................................................................................................... 4

HAZARDOUS SUBSTANCES ................................................................................................................................ 4

5.

SPECIFIC RESPONSIBILITIES ............................................................................................................... 4

5.1

MONASH OCCUPATIONAL HEALTH & SAFETY ( OH & S ) ............................................................................................. 4

5.2

HEADS OF ACADEMIC / ADMINISTRATIVE UNITS ....................................................................................................... 5

5.3

5.4

SUPERVISORS

................................................................................................................................................. 5

STAFF AND STUDENTS ...................................................................................................................................... 5

6.

GENERAL REQUIREMENTS FOR USING CHEMICALS....................................................................... 5

6.1

FACILITIES ....................................................................................................................................................... 5

6.2

AMENITIES ....................................................................................................................................................... 6

6.3

6.4

SAFETY EQUIPMENT

CHEMICAL REGISTER

.......................................................................................................................................... 6

........................................................................................................................................ 6

6.5

WASTE MANAGEMENT ....................................................................................................................................... 6

6.6

LABELLING OF DECANTED CHEMICALS ................................................................................................................. 7

7.

RISK MANAGEMENT .............................................................................................................................. 7

7.1

7.2

OHS RISK MANAGEMENT MUST BE COMPLETED

RISK ASSESSMENTS

..................................................................................................... 7

......................................................................................................................................... 7

8.

DANGEROUS GOODS ............................................................................................................................ 8

8.1

PURCHASE ...................................................................................................................................................... 8

8.2

STORAGE ........................................................................................................................................................ 8

8.3

USE

................................................................................................................................................................ 8

9.

HAZARDOUS SUBSTANCES ................................................................................................................. 8

9.1

PURCHASE ...................................................................................................................................................... 8

9.2

STORAGE ........................................................................................................................................................ 9

9.3

USE ................................................................................................................................................................ 9

10.

POISONS ............................................................................................................................................... 10

10.1

PURCHASE .................................................................................................................................................... 10

10.2

STORAGE ...................................................................................................................................................... 10

10.3

USE .............................................................................................................................................................. 10

11.

CYTOTOXIC DRUGS ............................................................................................................................ 10

11.1

PURCHASE .................................................................................................................................................... 10

11.2

STORAGE ...................................................................................................................................................... 10

11.3

USE .............................................................................................................................................................. 10

12.

CHEMICAL STORES ............................................................................................................................. 11

Using Chemicals procedure v3 Responsible Officer: Manager, OH&S

Date of first issue: April 2006 Date of last review: December 2014


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12.1

MINOR STORAGE ............................................................................................................................................ 11

12.2

MAJOR CHEMICAL STORES ( STORAGE ABOVE MINOR QUANTITIES ) ........................................................................ 12

13.

TRAINING .............................................................................................................................................. 12

13.1

LOCAL TRAINING ............................................................................................................................................. 12

13.2

TRAINING COURSES AT A UNIVERSITY LEVEL ...................................................................................................... 12

14.

HEALTH SURVEILLANCE AT MONASH UNIVERSITY ....................................................................... 12

15.

EMERGENCIES INVOLVING CHEMICALS .......................................................................................... 12

15.1

INCIDENT AND EMERGENCY RESPONSE ............................................................................................................. 12

15.2

CRISIS MANAGEMENT ...................................................................................................................................... 13

16.

RECORDS .............................................................................................................................................. 13

17.

COMPLIANCE ....................................................................................................................................... 13

18.

REFERENCES ....................................................................................................................................... 14

18.1

MONASH UNIVERSITY OHS DOCUMENTS ............................................................................................................. 14

18.2

VICTORIAN WORKCOVER AUTHORITY DOCUMENTS

.............................................................................................. 14

19.

TOOLS ................................................................................................................................................... 14

20.

DOCUMENT HISTORY .......................................................................................................................... 14




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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.


EPA

(M)SDS

OH&S

OHS

VWA

Environment Protection Authority

(Material) safety data sheet

Monash Occupational Health & Safety

Occupational health and safety

Victorian WorkCover Authority

4. DEFINITIONS

A comprehensive list of definitions is provided in the Definitions Tool . Definitions specific to this procedure are as follows.

4.1

4.2

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.

CHEMICAL

4.3

4.4

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.

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.

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 Goods 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

4.6

4.7

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.

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

Hazardous Substances (NOHSC:1008 2004 3 rd

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.

SAFEGUARDS MATERIAL

Safeguards material includes uranium and thorium in any chemical form, including salts. Possession of these substances is regulated under the (Federal) Nuclear

Non-Proliferation (Safeguards) Act 1987.


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;




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5.2

5.3

5.4

• providing monitoring of personal exposures and the environment, where there is significant risk of chemical exposure;

• providing information, instruction and training on chemicals management.

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.

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 .

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 FACILITIES

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).

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.

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 .




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6.2 AMENITIES

Facilities for storage, preparation and consumption of food and drink must be provided outside the laboratory.

Hand washing facilities with hot and cold water must be provided inside each laboratory.

6.3

6.4

SAFETY EQUIPMENT

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.

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.

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

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).

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.

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.

6.5

WASTE MANAGEMENT

Chemicals must be correctly disposed of by ensuring:

•

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;




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6.6

•

Appropriate secondary containment for transport to the designated waste storage area;

•

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 .

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

Note: Unlabelled containers must not be left unattended

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

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.

Note: Co-workers must be informed about the hazard(s) and the identification system used

All labels must be:

• legible to coworkers and emergency services

•

Unambiguous

Re-used containers must have old label:

• removed, or

• totally covered with new label

Note: Food and beverage containers, e.g. yoghurt containers, drink bottles, are not permitted to be re-used for chemical storage

7. RISK MANAGEMENT

7.1

7.2

OHS RISK MANAGEMENT MUST BE COMPLETED

Before activities using chemicals commence.

Before the introduction of new procedures, processes or equipment that use chemicals.

When procedures or processes or equipment that use chemicals are modified.

Use the Monash Risk Control Programme .

RISK ASSESSMENTS

Risk assessments must include assessment of:




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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 .

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.

8. DANGEROUS GOODS

8.1

8.2

8.3

PURCHASE

Before purchasing new dangerous goods, you must obtain the (M)SDS and go through the Pre-purchase checklist .

STORAGE

All Dangerous Goods must be stored in accordance with the:

Dangerous Goods Storage poster

Dangerous Goods and Combustible Liquids Segregation chart

USE

Safe work practices, as determined by the risk assessment must be adhered to.

The following guidance material applies:

Fume cupboard Information sheet

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

•

Fully enclosed footwear

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 .

Any additional Personal Protective Equipment (PPE) as identified in the risk assessment e.g. fitted P2 solvent/particulate mask.

9. HAZARDOUS SUBSTANCES

9.1

PURCHASE

Before purchasing new hazardous substances, you must obtain the (M)SDS and go through the Pre-purchase checklist .

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.




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9.2

9.3

STORAGE

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.

Laboratory cupboards used for the storage of hazardous chemicals must have spill trays and be labelled to indicate their contents.

Where necessary, ventilation of the cupboard must be provided in accordance with

AS/NZS 2243.10:2004.

USE

Safe work practices , as determined by the risk assessment must be adhered to.

The following guidance material applies.




•

Long-sleeved labcoat/labgown;

•

Safety glasses; and

•

Fully enclosed footwear.



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.

The register must be readily accessible to any authorised person.

Records of use for each person required to use a scheduled carcinogen must be maintained as per the “Scheduled Carcinogens: User Notification Record” .

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” .

The academic/administrative unit must retain the completed forms according to section 18 of this document.

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;

•

Scheduled carcinogens: User Notification Record; and

•

Scheduled Carcinogens: Exit statement.




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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 PURCHASE

Before purchasing new poisons, you must obtain the (M)SDS and go through the

Pre-purchase checklist .

Obtain the appropriate permits and develop a Poisons Control plan as required.

10.2 STORAGE

Poisons must be stored in accordance with the Purchase & Storage of Poisons poster .

10.3 USE

Safe work practices , as determined by the risk assessment and Poisons Control plan must be adhered to. The following guidance material applies.




•


•

Safety glasses; and

•




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



Fume cupboard Information sheet ;

Working with BrdU ; and

Handling cytotoxic drugs in the workplace .



•


•

Safety glasses; and

•





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12. SAFEGUARDS MATERIAL

12.1

PURCHASE

Before purchasing new Safeguards material, you must obtain the (M)SDS and go through the Pre-purchase checklist .

Obtain the appropriate permit by contacting the Radiation Protection Officer , OH&S and develop an appropriate ledger system as required under the permit.

12.2 STORAGE

Safeguards material must be stored securely in the specific location nominated in the permit in accordance with the (M)SDS

12.3 USE



Fume cupboard Information sheet .

Gloves must be worn, in addition to any other Personal Protective Equipment identified by risk assessment.

Avoid contamination of bench surfaces by using spill trays (metal or plastic) with disposable coverings such as benchcote and clean the surface after use.

13. CHEMICAL STORES

13.1

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.




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13.2 MAJOR CHEMICAL STORES ( STORAGE ABOVE MINOR QUANTITIES )

There are a range of specific regulatory design requirements for stores holding above minor quantities of chemicals.

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.

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.

14. TRAINING

Training in the use of chemicals must be provided locally and through the Staff

Development Unit.

14.1 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.

14.2

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.

15. 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 .

16. EMERGENCIES INVOLVING CHEMICALS

16.1 INCIDENT AND EMERGENCY RESPONSE

Local emergency procedures for chemical spills must be included in the risk assessment.

General emergency procedures for chemical spills are provided in the ‘333

Emergency procedure booklet’.

All incidents involving chemicals must be reported in accordance with the Hazard and Incident reporting, investigation and recording procedure .




Page 12 of 15


24/11/2014

16.2 CRISIS MANAGEMENT

Monash University has invested considerable resources on planning crisis management and recovery. This planning includes consideration regarding crises involving chemicals.

Further details and the crisis management plan are located at the Crisis

Management and Recovery website .

17. RECORDS


Academic/administrative

Records

Risk assessments

To be kept for:

3 years or until review unit

Staff Development Unit Records of centralised OHS 7 years training provided , including:

•

•

Attendees

Short description of training content

Course evaluation sheets 2 years

OH&S


OHS training records of training provided by unit/entity, including:

•

•

Attendees;

Short description of training content

Use of scheduled carcinogens:

• scheduled carcinogens used;

• time periods each scheduled carcinogen used

EPA prescribed waste transport certificates

Health surveillance results

7 years or for as long as the staff member is employed

50 years

7 years

50 years

18. COMPLIANCE


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)]

Nuclear Non-Proliferation (Safeguards) Act 1987 (Fed)


Occupational Health and Safety Regulations 2007(Vic)

Poisons Standard 2012




Page 13 of 15


24/11/2014

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

19. REFERENCES

19.1 MONASH UNIVERSITY OHS DOCUMENTS

( www.monash.edu.au/ohs/ )

Health surveillance at Monash University

OHS risk management procedure

OHS induction and training at Monash University

Risk Management Programme

19.2 VICTORIAN WORKCOVER AUTHORITY DOCUMENTS

A step by step guide for managing chemicals in the workplace, 2001

Handling cytotoxic drugs in the workplace, January 2003

20. TOOLS

The following tools are associated with this procedure:

•

Chemical Waste Information sheet

•

Dangerous Goods Storage poster

•

Dangerous Goods and Combustible Liquids Segregation chart

•


•

Pre-purchase Checklist

•

Purchase & Storage of Poisons poster

•

Scheduled Carcinogens: User Notification Record

•

Scheduled Carcinogens: Exit Statement

•

Working with BrdU Information sheet


Version number

2.2

3

Issue

August 2011

September 2014

Using Chemicals at Monash University, v.2.2

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




Page 14 of 15


24/11/2014

3.1 December 2014 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.

1. Addition of definition and section for purchase, storage and use of Safeguards material.




Page 15 of 15


24/11/2014

Wellbeing @ Monash MUOHSC report

Meeting 4, 2014

University Wellbeing KPI achievements

MUOHSC 33/2014

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.

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).

It should be noted that the fourth quarter will have significant participation levels with the inclusion of the statistics for 10,000 steps and the global walk run.

Wellbeing KPI Performance Faculty/Division

2014 (YTD)

Achieved KPI Below QTR 3 Target (22.5%)

2500 2000 1500 1000 500 0





40%

30%

27%

27%

26% CIO & Vice-President (Information)


Faculty of Law

26%

26%

25% Provost & Senior Vice-President


Faculty of Science

23%

21%

16% VP (Mkting Comms & Student Recruitment)

Faculty of Medicine Nursing & Health Sci

Faculty of Arts

15%

15%

13% Faculty of Information Technology



Faculty of Art Design & Architecture

12%

9%

3%

PVC Major Campuses & Student Engagement 0%

0% 10% 20% 30% 40% 50% 60% 70% 80% 90%100%

528

468

138

1959

455

144

387

280

104

2

230

203

221

395

702

139

120

604

Contact: Anne Ohlmus, Wellbeing @ Monash Coordinator, OHS

The chart below shows overall participation of all fixed term and tenured staff staff who have completed wellbeing activities for 2014. If a staff member has participated in multiple events for the year, their participation will be recorded for each event.

Total Participation in Wellbeing Activities 2014

700

600

500

400

300

200

100

0

Mental Health Nutrition Physical Health

Monash 10,000 Steps Challenge 2014: Eat well, be active, stay healthy

The Monash 10,000 Steps Challenge concluded on the 23 rd

November. The challenge registered the most ever number of teams to date with 339 teams and 2628 participants. The celebration event was attended by more than 300 participants with the Vice-Chancellor congratulating participants on their achievement.

Contact: Anne Ohlmus, Wellbeing @ Monash Coordinator, OHS

MUOHSC 34/2014

Terms of reference of the Health and Wellbeing Sub-

Committee

To provide advice and direction on strategy and policy development undertaken across the University in relation to the health and wellbeing of the Monash community.

The primary task of the Health and Wellbeing Sub-Committee will be to oversee the development and implementation of a range of health and wellbeing initiatives and programs including the Healthy Together Victoria Achievement Program. It will provide guidance and framework for creating a healthy work environment, and sustain a healthy culture at the University for the long-term.

Purpose of group

The establishment of a Health and Wellbeing Sub-Committee provides the opportunity for representatives from the Monash community to work together to promote health and wellbeing and support sustainability of a health promoting university wide approach.

Key responsibilities

•

Assess and regularly review the University health and wellbeing needs

•

Determine health and wellbeing priorities.

•

Integrate health and wellbeing priorities into the University’s strategic and annual implementation planning process

•

Developing and incorporating a plan of action aligned with the University’s strategic and operational plan.

•

Oversee implementation of the plan of action.

•

Monitor, review and evaluate the plan and progress.

•

Raise awareness of the Achievement Program in the University community.

Membership

Members are chosen from a variety of campuses and work groups. This is to ensure that decisions consider the needs and views of all staff and students, and are sensitive to the diversity of the University's teaching, research and support activities.

Members include:

•

Chair, a nominee of the Vice-Chancellor (normally a deputy vice-chancellor or a dean)

•

A senior representative of Be Active Sleep Eat

•

A senior management representative from Monash Sport

Health & Wellbeing Sub-Committee

AUTHOR

: OH&S M

ANAGER

27/11/14

•

A senior management representative from Team Monash

•

A senior management representative from HR

•

A senior representative from Property and Leasing Management

•

A senior professional management staff (divisional directors, directors, managers)

•

A representative/s of the wellbeing champions group

A single alternate should be nominated by each committee member in the instance that they are unable to attend.

In attendance:

•

•

•

Director OHS and Environment

Manager, OHS

Representatives from Wellbeing, OHS Unit

Duration

The term of office of each of the members is three years, renewable at the discretion of the Chairperson.

Secretary

The Director, OHS & Environment will be the Executive Officer of and Secretary to the Sub-Committee.

Meetings

The Sub-Committee will meet four times a year on dates to be determined.

Reporting

The Sub-Committee will provide a report to each meeting of the Monash University

OHS Committee (MUOHSC) which reports directly to the Vice-Chancellor.

Health & Wellbeing Sub-Committee

AUTHOR

: OH&S M

ANAGER

27/11/14

Strategic Priority 1: Collaborative partnerships/relationahips

Outcomes Initiatives

Monash University Faculty/Division Occupational Health & Safety Plan 2015

Faculty/Division Agreed Actions Responsible Person Agreed

Timeframe

MUOHSC 35/2014

AS/NZS 4801

OHS20309

SAI Global

Progress (Refer to key)

Report 1 Report 2 Report 3 Report 4

Due 5 /5 /2015 Due 4/8/2015 Due 3 /11 /2015 Due 2 /2 /2016

1.1

Health and safety planning integrated into core business

Finalise and endorse actions for Faculty/Division OHS plan by March 2015

1.2

Collaborative relationships/partnerships are strengthened amongst Monash's

OHS network

Heads of Department/ Administration Units to attend relevant, OH&S seminars conducted by Monash OH&S

Senior Management meet twice per year with the Manager, OH&S to discuss their

Faculty/Division's occupational health and safety performance and other items of relevance

Strategic Priority 2: Risk Management

Outcomes Initiatives Faculty/Division Agreed Actions Responsible Person Agreed

Timeframe



Due 5 /5 /2015 Due 4/8/2015 Due 3 /11 /2015 Due 2 /2 /2016

2.1

Monash University risk management procedures implemented

Upon being made available by OH&S, ensure all staff and students are made aware of and utilise the online risk management tool as part of S.A.R.A.H (Safety and Risk

Analysis Hub)

Review and update risk assements with respect to content, currency and accuracy in preparation for uploading into the electronic risk management module

2.2

Effectiveness of hazard and incident reporting improved

Ensure all reported OHS hazards and incidents have appropriate action plans developed which are then implemented, within prescribed timeframes

2.3

OHS is given appropriate consideration with respect to contractor management

Ensure all University contractor management requirements are met when appointing contractors including those engaged by the Facilities and Services Division and directly by Academic/Administrative units

2.4

All owned and occupied buildings are sufficiently prepared for emergencies

Plan for, and complete the required number of trial evacuations each semester and submit the Record of building Evacuation and Debrief to OH&S

2.5

All staff are inducted

Ensure all new staff complete the online and local induction within 4 weeks of commencement

Ensure all other staff have refresher induction training every 3 years

2.6

Identify mandatory training needs for staff and students (where applicable)

OHS training requirements are met

Ensure identified training courses are completed

Strategic Priority 3: OHS Management Systems

Outcomes Initiatives Faculty/Division Agreed Actions Responsible Person Agreed

Timeframe



Due 5 /5 /2015 Due 4/8/2015 Due 3 /11 /2015 Due 2 /2 /2016

3.1

Faculty/Division OHS self assessments and workplace inspections are completed

Ensure OHS Workplace Inspections are completed for all areas under the

Faculty/Division's control every 6 months

Ensure OHS Self-audit Questionnaire is completed for all areas under the

Faculty/Division's control for 2015

3.2

Locally generated OHS documents are updated and sufficently controlled

Ensure all locally generated, OHS related documentation e.g. SOPs, Risk

Assessments are periodically updated and controlled in accordance with the OH&S

Records Management Procedure

Strategic Priority 4: Health & Wellbeing at Work

Outcomes Initiatives Faculty/Division Agreed Actions

4.1

Reduce the incidence of occupational injury and illness

Implement relevant, targeted programs designed to mitigate the impact of occupational injury and illness

Ensure health surveillance needs are identified and implemented e.g. lab animal allergies, hearing tests and pre-employment assessments where appropriate

4.2

Promote and support initiatives for health and wellbeing at work

Continue to encourage staff participation in wellbeing activities by advertising and promoting programs and initiatives.

Ensure a minimum of 30% of staff (FTE) participation in Wellbeing@Monash activities encompassing physical health, mental health, nutrition and general health initiatives across 2015

Progress Key

Actions

Planning stage commenced

Planning completed and actions identified

Actions commenced

Substantial progress on actions

Actions mostly complete

Completed all actions identified

Progress Percentage

10%

20%

30%

60%

80%

100%

Divisional Director/Dean signature:

……………………………………………………………………………………………

Date:

……………………………………………………………….

Responsible Person Agreed

Timeframe

OHS Consultant/Advisor signature:

Date:



Due 5 /5 /2015 Due 4/8/2015 Due 3 /11 /2015 Due 2 /2 /2016

……………………………………………………………….

OHS Divisional/Faculty Plan 2015 Responsible Officer: Manager,OHS November 2014

MONASH UNIVERSITY OCCUPATIONAL HEALTH &

SAFETY STRATEGIC PLAN: 2015–2017

MUOHSC 36/2014

AS/NZS 4801

OHSAS 18001

OHS20309

SAI Global

December 2014

2015-2017 Strategic OHS Objectives

Monash University is committed to strengthening its position as a leader in Occupational Health and Safety by:

1. Fostering collaborative relationships/partnerships with staff and students and empowering people to make a positive and enduring contribution to health and safety culture;

2.

3.

Leading the Australian university sector in the application of risk management strategies that support education and research including the emerging risks of new activities;

Implementing quality-based health and safety management systems with a focus on continuous improvement;

Applying innovative technological solutions to assist in the measuring reporting and managing 4.

5. of Occupational Health and Safety information;

Making a significant contribution to improving the health and wellbeing of staff and students.

To achieve these OHS objectives the Senior Management Team, in partnership with health and safety personnel, OHS committees, the university community and OH&S unit, will focus on delivering the following strategic OHS priorities for 2015–2017:

Strategic Priority 1: Collaborative Relationships/Partnerships

•

•

Develop initiatives to encourage collaboration within the Monash OHS network;

Apply positive customer service principles to ensure stakeholder satisfaction

Strategic Priority 2: Risk Management

•

Proactively identify leading causes of injury and implement targeted programs to mitigate their

•

• impact;

Evaluate the suitability and effectiveness of existing risk management methodology;

Improve the risk management framework by adopting a streamline approach

Strategic Priority 3: OHS Management Systems

•

•

Improve the provision and quality of OHS information and reports;

Simplify and streamline OHS management processes to ensure an appropriate level of system maturity is achieved across the University.

Strategic Priority 4: Technological Innovation

• Migrate OHS systems and processes to electronic platforms

•

Strategic Priority 5: Health and Wellbeing at Work

•

Promote, encourage participation and support initiatives that enhance physical, mental, occupational health and wellbeing.

Maintain Monash University’s reputation as leaders in Health and Wellbeing in the workplace.

OHS Strategic Plan: 2015- 2017

Date of first issue: December 2014



Page 1

30/09/2014

MUOHSC 37/2014

Monash University OHS Committee

Structure and Representation

Challenge

The Occupational Health and Safety Act 2004 (Victoria) states amongst other things, that …

“At least half of the members of a health and safety committee must be employees

(and, so far as practicable, health and safety representatives or deputy health and safety representatives) of the employer.” (Section 72 (2))

While ideally, each faculty and division should have representation, currently some are not identified at all, and others are represented by HSRs from different designated work groups and faculties. Additionally, the current structure of the

MUOHSC has some significant gaps in both management and employee representation.

Solution

I propose that the Committee representation be restructured so that as far as is practicable, it encompasses all of the University. This could be achieved in a number of ways, including by:

•

Identifying currently unrepresented faculties and/or divisions; and

•

removing campus representation because it is already covered by faculties and divisions; and

•

rationalising proposed membership ensuring that each faculty/division has at least one representative i.e. either a management or employee representative; and

•

ensuring that there is equal representation of management and employees across the Committee; and

•

calling for nominations for the vacant positions.

Note that this proposal should not change the overall number of members (16) , plus attendees i.e. Executive Secretary, Minute Secretary, Mr Paul Barton (Director

OHS & Environmental Sustainability), Mr John Tsiros (Principal OHS Consultant),

Monash Post Graduate Association, and Mr Stan Rosenthal (NTEU).

OHS Committee Structure

AUTHOR

: OH&S M

ANAGER

27/11/14

Where a member represents a faculty or division at a high level e.g. Office of the

Chief Operating Officer & Senior VP, Chief Financial Officer & Senior VP etc., it will be their responsibility to disseminate all relevant information discussed by the

Committee to all areas in that group.

It is critical that there is full coverage so that the Committee can fulfil it’s charter viz

“to ensure that decisions consider the needs and views of all staff and students, and are sensitive to the diversity of the University's teaching, research and support activities.“

Implementation

As most of the existing members would remain, the Committee would need to accept nominations from appropriate people in faculties and divisions where it is identified that there is no current representation.

Where both a management and employee representative currently exist (Faculty of

Art, Design & Architecture, and Facilities & Services Division), the Committee will decide if both are required in the new structure.

I propose that the above be implemented by the first meeting of the MUOHSC in

2015.

Additional Actions

The Act also requires HSRs to be elected by their Designated Work Group every three years, therefore the MUOHSC must ensure that employee representatives sitting on the Committee are current.

Similarly, the term of office for management representatives on MUOHSC is three years, renewable at the discretion of the Chairperson.

Norman Kuttner

Manager, OHS

November 2014


AUTHOR

: OH&S M

ANAGER

27/11/14

Proposed rationalised structure with current representatives

Faculty Management

Art, Design & Architecture

Arts

Business & Economics

Education

Martin Taylor

Margaret Murphy

John Loughran

Engineering / Information Technology Jill Crisfield

Law

Medicine, Nursing & Health Sciences Doug McGregor

Pharmacy & Pharmaceutical Sciences

Science

Division Management

Health & Safety

Representative

Dan Wollmering

Stuart Lees

Diane O’Neill

Lisa Kaminskas

Nino Benci

Campus

Caulfield

Clayton

Caulfield

Clayton

Clayton

Clayton

Clayton

Parkville

Clayton

Office of the Chief Operating Officer &

Senior VP 1

Facilities & Services Division

Monash HR

Chief Financial Officer & Senior VP 2

Office of the Provost & Senior VP

Libraries

Risk and Compliance

Stephen Davey

Andrew Picouleau

Moh-Lee Ng

Health & Safety

Representative

Campus

Tim Wong (M&MW, Berwick) Clayton/Berwick

Clayton

Michael Barry (Library, Peninsula) Peninsula

Clayton

Notes:

1. Office of the Chief Operating Officer & Senior VP, includes Campus Community Division, eSolutions, Marketing & Student Recruitment, and associated direct reports, but excludes

FSD for Committee membership

2. Chief Financial Officer & Senior VP, includes Corporate Finance


AUTHOR

: OH&S M

ANAGER

27/11/14

The current structure (November 2014)

Faculties

Art, Design & Architecture

Arts

Business & Economics

Education

Engineering

Information Technology

Law

Medicine, Nursing & Health Sciences

Pharmacy and Pharmaceutical Sciences

Science

Divisions

Office of Vice-Chancellor & President

Monash HR

Facilities & Services Division

Campus Community Division

Student Services Division

Financial Resources Division

Information Resources Division

Management

Representative

Martin Taylor

Margaret Murphy

John Loughran

Jill Crisfield

Janet Kemp

Management

Representative

Moh-Lee Ng

Andrew Picouleau

Stephen Davey

Peninsula

Caulfield

Berwick

Parkville

Campuses Management

Representative

HSR

Stuart Lees

Stuart Lees

Diane O’Neill

Stuart Lees

Nino Benci

Nino Benci

Diane O’Neill

Nino Benci

HSR

HSR

Tim Wong

(F&S, Peninsula)

Michael Barry

(Library, Peninsula)

Michael Barry

Dan Wollmering

Tim Wong

Lisa Kaminskas


AUTHOR

: OH&S M

ANAGER

27/11/14

Monash University Occupational Health &amp; Safety Committee (MUOHSC)

Monash University Occupational Health & Safety Committee (MUOHSC)

AGENDA

Radiation Advisory Committee

Monash University OHS Progress Report

Quarter 3, 2014

Table of Contents

Incidents and Hazards

Total Reports Received By Category

Ratio of Total Reports to FTE by Faculty/Division

Rolling Year (Q3, 2013 - Q3,2014)

Injury / Illness Reported

Hazards and Near Misses Reported

Workers’ Compensation

Workers' Compensation Claims

Types of Injuries Compensated since 2012

Unacceptable Behaviour

Unacceptable Behaviour Reports Received

WorkSafe Reports Summary

Audits

Total Number of Audits completed by Type of Audit

Induction

Induction of “New Starters” - year to date performance

Fixed Term &Tenured

Adjunct, Casual,

Sessional, External

Total Inducted: 25%

Total Inducted: 86%

Compliance with OHS induction

(Fixed Term and Tenured)

OHS Training

OHS Training Performance Total Per Year For

Monash University

Wellbeing

Wellbeing KPI Performance Faculty/Division

2014 (YTD)

FIRST AID PROCEDURE

TABLE OF CONTENTS

Management of suspected exposure to Cercopithecine Herpesvirus

1 (B Virus) Procedure

TABLE OF CONTENTS

PROTECTING UNBORN AND BREAST-FED CHILDREN FROM THE

EFFECTS OF MATERNAL EXPOSURE TO CHEMICALS, BIOLOGICALS

AND ANIMALS PROCEDURE

TABLE OF CONTENTS

PURPOSE

SCOPE

ABBREVIATIONS

DEFINITIONS

SPECIFIC RESPONSIBILITIES

RISK MANAGEMENT PROCESS

WHERE TO FIND FURTHER INFORMATION

RECORDS

TOOLS

COMPLIANCE

REFERENCES

DOCUMENT HISTORY

USING CHEMICALS PROCEDURE

TABLE OF CONTENTS

Wellbeing @ Monash MUOHSC report

Meeting 4, 2014

Wellbeing KPI Performance Faculty/Division

2014 (YTD)

Total Participation in Wellbeing Activities 2014

Terms of reference of the Health and Wellbeing Sub-

Committee

Purpose of group

Key responsibilities

Membership

Duration

Secretary

Meetings

Reporting

Monash University Faculty/Division Occupational Health & Safety Plan 2015

MONASH UNIVERSITY OCCUPATIONAL HEALTH &

SAFETY STRATEGIC PLAN: 2015–2017

2015-2017 Strategic OHS Objectives

Strategic Priority 1: Collaborative Relationships/Partnerships

Strategic Priority 2: Risk Management

Strategic Priority 3: OHS Management Systems

Monash University Occupational Health & Safety Committee (MUOHSC)