This procedure describes the steps to be taken and responsibilities for:
- the appropriate treatment of injuries and illnesses;
- the prompt reporting and investigation of incidents, injuries and illnesses;
- the implementation of corrective actions following incidents; and
- the management of foreseeable emergencies and critical incidents.
The following procedure applies to all staff and to all incidents, emergencies and critical incidents arising on any University premises, or in any University activity.
- Occupational Health and Safety Act 2004 (Vic)
- Dangerous Goods Act 1985 (Vic)
- Work Health and Safety Act 2011 (Qld)
- Work Health and Safety Regulation 2011 (Qld)
- Global Wind Organisation Requirements for Training Providers
A complete list of definitions relevant to this procedure is contained within the Health and Safety Policy.
ACTIVITY | RESPONSIBILITY | STEPS | |
A. | Providing adequate first aid services for University activities and University premises | Supervisors/Managers | 1. Refer to the First Aid Services Procedure |
B. | Providing adequate emergency information, instruction and training to all people present on University premises | Property and Infrastructure |
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Deans/Directors |
Note 1: See below for University-wide instructions pertaining to injuries, illnesses and deaths. Note 2: This may involve manually activating a break-glass alarm, operating a hand-held evacuation siren, verbally instructing people to evacuate, blowing a whistle, etc. |
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C. . | Providing adequate numbers of Area Wardens | Deans/Directors |
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D. | Preparing for possible threats, such as bomb threats | Deans/Directors |
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ACTIVITY | RESPONSIBILITY | STEPS | |
A. | Responding to incidents – general principles | Any person at the scene of an incident |
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University First Aider or most senior University staff member present at the scene |
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B. | Responding to incidents that have not caused any injury or illness | Any person at the scene of an incident |
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C. | Responding to incidents that have caused injury or illness | Any person at the scene of an incident |
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University First Aider or most senior University staff member present at the scene |
Note 3: When consulting with a casualty, take into account any factor thought to impair the casualty's judgment. Such factors include:
Where a casualty is thought to have an impaired capacity for sound judgement and steadfastly refuses to follow the recommended course of action, take all reasonable steps to protect the person and others against the possible consequences of their actions. These steps may include contacting emergency services against the will of the casualty. Do not use physical coercion except in the most extreme situations and solely in an attempt to protect your safety or that of others. Note 4: Where a casualty is unconscious, call an ambulance as far as practicable. Note 5: If, in the opinion of the University First Aider (case A) or University employee (case B), a casualty needs to be transported to an off-campus medical facility for prompt attention and a next-of-kin or legal guardian cannot be contacted, you may organise transport depending on circumstances. Use ambulances or University vehicles in preference to private vehicles. In general, casualties requiring medical treatment are deemed to be unable to drive safely. In such cases, unless the casualty repeatedly insists on leaving the campus or incident scene by their own means, assign a reliable employee to drive the casualty to an appropriate medical facility. Whenever possible, a third person – usually a University First Aider – should accompany the casualty and driver to monitor the casualty’s condition and provide any necessary assistance. |
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D. | Responding to fatal incidents | Any person at the scene of a fatal incident |
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ACTIVITY | RESPONSIBILITY | STEPS | |
A. | Responding to emergencies – general instructions | Any person at the scene of an emergency |
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B. | Evacuating buildings or areas | Any person on University premises or in University activities instructed to evacuate a building or area either by means of an automatic or manual alarm or by verbal order |
Note 6: Leave doors and windows open if evacuating in response to a bomb threat. |
C. | Conducting a building or area evacuation | Area Wardens and Deputies |
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D. | Conducting a campus evacuation | Campus Wardens and Deputies |
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Area Wardens and Deputies |
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E. | Responding to a written bomb threat | Any member of the University community receiving a written bomb threat |
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Supervisor/Manager |
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F. | Responding to a phoned bomb threat | Any member of the University community receiving a phoned bomb threat |
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Supervisor/Manager |
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G. | Responding to the discovery of a suspect object or receiving a suspect item of mail | Any member of the University community who discovers a suspect object or receives a suspect item of mail |
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Supervisor/Manager |
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ACTIVITY | RESPONSIBILITY | STEPS | |
A. | Initially reporting an incident | Employees, students, contractors and visitors |
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B. | Further reporting, investigating and preventing recurrences of an incident | Supervisors, Managers, University Contacts, and Lecturers/Teachers/Tutors to whom an incident has been reported |
Serious Incidents
All Injuries and Illnesses other than Very Minor
Note 7: In summary, the typical sequence for completing Injury Report forms is:
Very Minor Injuries and Illnesses with No Potential to be Serious
Near-Miss Incidents with Potential to be Serious
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C. | Reporting the provision of first aid | University First Aiders |
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Forms
- Bomb Threat Checklist (PDF 178.1kb)
- First Aid Report (PDF 195.3kb)
- Local Emergency Instructions Template (DOCX 48.3kb)
- Chief Operating Officer (as the Approval Authority) is responsible for monitoring the implementation, outcomes and scheduled review of this procedure.
- Head - Health, Safety and Wellbeing (as the Document Owner) is responsible for maintaining the content of this procedure as delegated by the Approval Authority.
- All employees of the University must be familiar with the relevant requirements of this procedure.
- Senior Managers must ensure:
- the requirements of this procedure have been implemented and are being maintained;
- the names of Area Wardens and Deputy Area Wardens, and changes to Warden arrangements, are communicated to the Head - Health, Safety and Wellbeing;
- training (including the induction of new staff) is organised and conducted for the implementation of the Local Emergency Instructions;
- Emergency Floor Plans are kept up-to-date; and
- relevant members of staff are released for University-wide emergency training.
- The Head of the Wimmera Campuses and Head of the Brisbane Campus bear the responsibilities listed above for their respective campuses.
- The Head - Health, Safety and Wellbeing is responsible for:
- developing and maintaining this procedure and related documents;
- developing and conducting training for the implementation of this University-wide procedure for Supervisors, Managers, Health and Safety Representatives, Emergency Control Personnel, and First Aiders;
- coordinating evacuation drills across all campuses of the University; and
- advising Supervisors and Managers in the implementation of this procedure.
- The Director – Property and Infrastructure is responsible for providing and updating Emergency Floor Plans upon request.
- The Portfolio and Campus Health and Safety Coordinating Teams are responsible for:
- monitoring the development of Local Emergency Instructions;
- assisting in the appointment of Campus Wardens and Deputy Campus Wardens;
- ensuring Emergency Control Personnel have been issued with colour-coded helmets and/or vests (Campus Wardens and Deputy Campus Wardens: white; Area Wardens and Deputy Area Wardens: yellow); and
- monitoring the implementation of the procedure, and reporting annually to the University Health and Safety Policy Committee on the implementation, with any applicable suggestion for improvements.
- The Director - Student Connect is responsible for developing, implementing and maintaining internal procedures for the provision of counselling and related support services for emergencies.
The Incident and Emergency Management Procedure will be communicated throughout the University community in the form of:
- an Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website; and
- an email to Deans, Directors, First Aiders, Wardens and Deputies.
The Incident and Emergency Management Procedure will be implemented throughout the University via:
- an Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website; and
- training sessions.
Document Title | Location | Responsible Officer | Minimum Retention Period |
First Aid Report | University First Aid kits | University First Aiders | Destroy seven (7) years after last entry and administrative use is completed |
Hazard/Near-Miss Report | Health, Safety and Wellbeing Department | Head – Health, Safety and Wellbeing | Seven (7) years after action is completed (provided any individual involved has by then reached the age of 25) |
Injury Report | Health, Safety and Wellbeing Department | Head – Health, Safety and Wellbeing |
For fatal accidents: permanent retention For other serious incidents, incidents causing incapacity and dangerous occurrences: 50 years after incident date For other incidents: destroy seven (7) years after incident date provided any individual involved has reached the age of 25 years |