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ENVIRONMENT HEALTH AND SAFETY MANUAL - NEW

12. EMERGENCY PREPAREDNESS &


RESPONSE [Implementation]
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Contents:

12.1. New. EMERGENCY PREPAREDNESS & RESPONSE


12.1.1. New. PURPOSE
12.1.2. New. SCOPE
12.1.3. New. DEFINITIONS
12.1.4. New. PROCEDURES
12.1.5. New. RESPONSIBILITIES
12.1.6. New. REFERENCES
12.1.7. New. DOCUMENT CONTROL
12.2. New. ESSENTIAL SERVICES INSPECTION AND MAINTENANCE
12.3. New. FIRST AID
12.3.1. New. PURPOSE
12.3.2. New. SCOPE
12.3.3. New, DEFINITIONS
12.3.4. New. PROCEDURE
12.3.5. New. RESPONSIBILITIES
12.3.6. New. REFERENCES
12.3.7. New. DOCUMENT CONTROL

12.1. New. EMERGENCY PREPAREDNESS & RESPONSE

12.1.1. New. PURPOSE

To describe the University of Melbourne's methodology for:

z The identification and assessment of potential emergencies

z The documentation and communication of emergency procedures.

12.1.2. New. SCOPE

This procedure applies to all staff and students at all of The University of Melbourne's
campuses and each of the University's controlled entities.

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12.1.3. New. DEFINITIONS

Emergency Control Organisation (ECO)

The structured organisation within each occupied building that will initiate an
appropriate response to an emergency situation.

Emergency Planning Group (EPG)

A University of Melbourne committee established for the purpose of developing


and monitoring the implementation of University (Campus) Emergency
Management Plans.

Emergency Response Group (ERG)

A group of senior level managers who respond during an emergency incident of


significant scale.

Building Emergency Controller / Chief Warden (BEC)

Responsible for coordinating the evacuation of a building and the ECO in their
occupied building.

Deputy BEC

Alternate BEC, assuming this role should the BEC not be present at the time of
an emergency incident.

Emergency Warden

Responsible for an area or floor of their occupied building in which they evacuate
all people present.

University Occupied Building

A building The University of Melbourne owns or leases from another party in


which the University is the primary (major) occupant.

University Minor Occupant

A building The University of Melbourne is a secondary (minor) occupant of the


total building, for example University occupied areas within hospitals.

12.1.4. New. PROCEDURES

12.1.4.1. New. University-Wide Emergency Management

The University shall establish and maintain an Emergency Control Organisation based
upon the requirements of AS 3745.

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12.1.4.2. New. Emergency Planning Group

The University shall establish an Emergency Planning Group (EPG).

The EPG will consist of the following members:

z Vice Chancellor (Chair)

z Senior Vice Principal

z Vice Principal & Chief Financial Officer

z Vice Principal (Property & Campus Services)

z General Manager Campus Operations

z Emergency Management Coordinator

The EPG shall be responsible for overseeing the development and implementation of
each of the University's (Campus) Emergency Management Plans.

The Vice-Chancellor shall be responsible for authorising each of the University's


(Campus) Emergency Management Plans.

12.1.4.3. New. Assessment of Potential Emergencies

The General Manager EHS and the General Manager Campus Operations shall ensure
that a high level assessment of potential emergencies at the University is conducted
and reviewed annually. This assessment shall include consideration of the following:

Fire
z Rubbish fire, bush fire, electrical fire, oil / fat fire, gas fire.

Medical Emergency
z Heart attack, burns, cuts/lacerations, asthma, poisons.

Internal Emergency
z Flood, chemical spill, power failure, structural instability.

z Health & Safety Serious Incident & Dangerous Occurrence.

External Emergency
z Gas leak, civil disturbance, vehicle accident, severe storm damage.

Bomb or Substance Threat


z Chemical, biological or radiological threat, suspicious package.

Armed or Aggressive Intruder


z Building invasion, armed intrusion, assault, act of terrorism.

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12.1.4.4. New. Emergency Management Plans & Response Procedures

The Emergency Management Coordinator shall develop emergency preparedness &


response procedures for each potential emergency assessed to be significant.

The Emergency Management Coordinator shall review emergency preparedness &


response procedures for each potential emergency assessed to be significant:

z following a change in the assessment level;

z following a emergency management response exercise;

z or at least, annually

The Emergency Management Coordinator shall provide a draft version of new or


altered Emergency Management Plans to EPG for formal review.

The Emergency Management Coordinator shall take into account feedback provided by
the members of the EPG.

Following the formal review and feedback process, the Emergency Management
Coordinator shall re-submit reviewed Emergency Management Plan to the EPG for
authorisation by the Vice Chancellor.

The Emergency Management Coordinator shall advise the EPG on:

z Establishing and implementing emergency plans and emergency response


procedures

z Review of the effectiveness of Evacuation Training Exercises

z The personnel required to implement emergency response procedures

The Emergency Management Coordinator shall establish and implement Building


Emergency Procedures for each of The University of Melbourne's occupied buildings.
The Emergency Management Coordinator shall take into consideration all likely
occupants of building, including:

z Tenants (where the university is the landlord)

z Contractors to the university

z Visitors to the university

Staff and students shall familiarise themselves with Emergency Evacuation Plans in
each building that they occupy.

Staff, students and visitors shall comply with The University of Melbourne's Building
Emergency Procedures these include instructions or directions given by BEC's or
Emergency Wardens.

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12.1.4.5. New. Visitors to the university

The General Manager EHS shall facilitate the establishment and maintenance of the
Building Emergency Control Organisation in each University-occupied building. The
ECO shall consist of:

z Building Emergency Controllers

z Emergency Wardens

z Building Emergency Procedures

z Communication Procedures

z Emergency Evacuation Plans

z Evacuation Exercises

The Head of Department / School with primary (major) occupancy of a University-


occupied building, shall ensure that a Building Emergency Controller and Deputy
Building Emergency Controller is appointed for that building.

The Head of Department / School with secondary (minor) occupancy of a University-


occupied building shall ensure that Emergency Wardens are appointed for their
occupied areas within that building.

The Head of Department / School with secondary (minor) occupancy of a building in


which the University is a minor occupant shall ensure that departmental / school staff
and students cooperate and participate in the established ECO for that building.

The General Manager EHS shall facilitate the establishment and maintenance of an
ECO within a secondary (minor) occupancy building in which the University is a minor
occupant, should that building not have an ECO established or the assessment of such
an ECO is deemed inadequate.

The Emergency Management Coordinator shall, in consultation with the BEC develop
and maintain:

z Building Emergency Procedures

z Communication Procedures

z Emergency Evacuation Plans

12.1.4.6. New. Testing Building Emergency Plans and Procedures

The BEC for each building shall ensure that the building occupants participate in a
minimum of one Evacuation Training Exercise (Drill) per year.

General Manager EHS shall ensure that building evacuation training exercises are

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monitored and recorded centrally.

ECO personnel shall participate in Emergency Training Exercises order to evaluate


emergency procedures.

The BEC on becoming aware of an emergency (or activation of a training exercise)


shall:

z Ascertain the nature of the emergency and determine the appropriate action.

z Ensure emergency wardens have been notified of the emergency, usually via the
building's emergency alarm system.

z Coordinate evacuation and control entry to the affected areas.

z Ensure the progress of the evacuation and any action taken is recorded in an
incident log.

z Brief the emergency services personnel upon arrival on type, scope and location
of the emergency and the status of the evacuation and, thereafter, act on the
incident controller's instructions.

z Complete an evacuation report, documenting details for the purpose of identifying


and correcting any deficiencies in procedure or its implementation.

The BEC shall conduct a debriefing session after each emergency evacuation or
exercise to identify improvement to the building evacuation procedures.

The BEC shall record the findings of the debrief on an Evacuation Report and provide a
copy of the Evacuation Report to the Emergency Management Coordinator.

The Emergency Management Coordinator shall evaluate all findings of the Evacuation
Report and correct any deficiencies in procedure or its implementation.

12.1.4.7. New. Testing University (Campus) Emergency Plans and Procedures

The Vice Principal (Property & Campus Services) shall arrange the periodic testing of
the University (Campus) Emergency Plans and associated procedures to ensure their
effectiveness.

The Vice Principal (Property & Campus Services) shall ensure that a debriefing session
is conducted after each exercise (or activation of the ERG) to identify areas for
improvements to the plan or procedures.

The Emergency Management Coordinator shall review the Emergency Management


Plan following the debriefing.

12.1.5. New. RESPONSIBILITIES

z Vice-Principal, Property & Campus Services

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z General Manager, Environment, Health & Safety

z General Manager, Campus Operations

z General Manager, Asset Services

z Head of Department/School

z Emergency Management Coordinator

z Managers/Supervisors

z Building Emergency Controllers

z Emergency Wardens

z Staff

z Students

z Visitors

12.1.6. New. REFERENCES

AS 3745 - 2002 Emergency Control Organisation and Procedures for Buildings,


Structures and Workplaces.

The University of Melbourne Emergency Management Plan.

The University of Melbourne Building Emergency Procedures

The University of Melbourne Emergency Action Guide

12.1.7. New. DOCUMENT CONTROL

Table 24: Document Control: 12.1.New. Emergency Preparedness & Response


Date: 6 March 2007 Authorised by: OHSC 23 January 2007,
RMC 6 March 2007
Version: 1.0. © The University of Melbourne - Uncontrolled
when printed
Next review 6 March 2010.

12.2. New. ESSENTIAL SERVICES INSPECTION AND MAINTENANCE

http://www.unimelb.edu.au/ehsm/6.html#6.7.

http://www.unimelb.edu.au/ehsm/6.html#6.8.

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12.3. New. FIRST AID

12.3.1. New. PURPOSE

To describe the requirements for the identification, assessment and implementation of


first aid requirements including:

z First aid training and the upkeep of appropriate first aid knowledge and skills

z First aid kits and facilities

12.3.2. New. SCOPE

This procedure applies to all staff and students at all of the University of Melbourne's
campuses and each of the University's controlled entities.

12.3.3. New, DEFINITIONS

First Aid

The provision of emergency treatment and life support for people suffering injury
or illness. It aims to:

z preserve life; and

z promote recovery; and

z prevent the injury or illness becoming worse.

First Aider

A suitably qualified person nominated by the University to administer first aid in


the workplace. All first aiders must hold a current certificate of competency in first
aid or be a recognised health professional (example: medical practitioner, nurse).

First Aid Facilities

Includes First Aid Kit and contents, First Aid rooms and associated First Aid
equipment.

First Aid Level 1

A basic (usually one day) first aid course that includes:

z Cardiopulmonary Resuscitation

z Basic Emergency Life Support

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First Aid Level 2

An intermediate (usually two day) first aid course generally includes:

z Cardiopulmonary Resuscitation

z Basic Emergency Life Support

z Open Wounds and Soft Tissue Injuries

z Bites, Stings & Poisoning

z Fractures & Dislocations

z Burns & Scalds

z Shock

12.3.4. New. PROCEDURE

12.3.4.1. New. First Aid Assessments

The General Manager, Environment Health and Safety shall develop and publish on the
EHS website a First Aid Assessment Form which incorporates the following
requirements:

z Size of workplace

z Number and distribution of staff and/or students

z Nature of hazards

z Severity of risk

z Location of the workplace

z Known occurrences of injuries or illnesses

The General Manager, Environment Health and Safety shall develop and publish on the
EHS website a series of generic (sample) first aid assessments for various University of
Melbourne workplaces including

z Administrative areas

z Laboratory areas

z Workshops

z Field work

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The Head of Department/School shall ensure the provision of appropriate first aid
facilities, number of first aiders with sufficient level of competency required for:

z Area(s) in buildings occupied by the Department/School

z Each laboratory or workshop

z Field work activities

The Head of Department/School shall determine the appropriate first aid facilities, the
level of competency for first aiders and the number of first aiders required by:

z Applying the recommendations from generic (sample) first aid assessments

z Completing a specific first aid assessment using the First Aid Assessment Form
and applying the recommendations from the specific first aid assessment

12.3.4.2. New. Specific Hazards

The Head of Department/School shall ensure that first aid requirements as specified in
Material Safety Data Sheets are available with the capacity and facilities to deal with
specific hazards not identified in generic first aid assessments. These may include, but
are not limited to:

z Hydrofluoric Acid

z Sodium Cyanide

z scheduled poisons

z highly toxic chemicals

z corrosive chemicals

12.3.4.3. New. First Aiders and Training

The Head of Department/School shall ensure that first aiders receive training to the
competency level determined by the first aid assessment.

The Director, Equity and Staff Development, in consultation with General Manager,
Environment Health and Safety, shall facilitate the provision of first aid training courses
for University Staff.

The Director, Equity and Staff Development shall publish instructions detailing the
application process for access to first aid training programs in the Development
Opportunities for University Staff handbook/website.

The Head of Department/School shall ensure first aid training records for all first aiders
within the Department/School are recorded, including:

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z Date of training

z Course name (Level of competency)

z Date of expiry

The Manager, Traffic and Security, shall ensure Security Guards engaged at the
University are trained to First Aid Level 2 to and ensure that Security Guards are
available at the Parkville Campus to provide first aid upon request.

12.3.4.4. New. Maintaining First Aid Kits

The Head of Department/School shall also ensure that the first aid kits are regularly
maintained and replenished.

Notes:

1. First aid supplies are available from the University stationery supplier.

2. No scheduled drugs or re-usable sharps are included in first aid kits.

12.3.4.5. New. Selection of First Aiders

The Head of Department/School should consider the following desirable qualities when
selecting first aiders:

z a genuine concern for people;

z an ability to respect confidences;

z a commitment to occupational health and safety principles;

z an ability to recognise the limitations of first aid; and

z a willingness to receive appropriate vaccinations, i.e. Hepatitis A and B


(immunisations can be arranged through Student Health at cost to the
Department)

12.3.4.6. New. Provision of First Aid Treatment

First aiders should consider their own safety and the safety of others prior to providing
first aid treatment. The first aider should only proceed with first aid treatment when it is
safe to do so.

After completing first aid treatment, the first aider should advise the injured person to
complete an Incident Report Form, or fill out an Incident Report Form on behalf of the
injured person.

12.3.5. New. RESPONSIBILITIES

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General Manager, Environment Health and Safety

Head of Department/School

Director, Equity and Staff Development

Manager, Traffic and Security

First Aiders

12.3.6. New. REFERENCES

Code of Practice for First Aid in the Workplace 1995

OHS Act 2004, Vic.

SafetyMAP - Version 4

AS/NZS 4801:2001 Occupational health and safety management systems -


Specification with guidance

Development Opportunities for University Staff

12.3.7. New. DOCUMENT CONTROL

Table 25: Document Control: 12.3.New. First Aid


Date: 6 March 2007 Authorised by: OHSC 23 January 2007,
RMC 6 March 2007
Version: 1.0 © The University of Melbourne - Uncontrolled
when printed
Next Review: 6 March 2010

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