3.1. NEW. EHS RISK MANAGEMENT

3.1.1. New. PURPOSE

To describe the University of Melbourne's methodology for:

• the identification of health and safety hazards and environmental impacts,

• the process of risk/impact assessment and

• the development of risk controls.

The procedure also provides direction on the use of risk management tools for specific hazards and environmental aspects.

3.1.2. 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.

3.1.3. New. DEFINITIONS

Hazard

A source or a situation with a potential for harm in terms of human injury or ill-health, damage to property, damage to the environment, or a combination of these. AS/NZS 4801

Hazard Identification

The process of recognizing that a hazard exists and defining its characteristics. AS/NZS 4801

Hierarchy of Control

A Hierarchy of Control [HC] is used to eliminate or manage the risks to as low a level as practicable. It is listed below in order of effectiveness.

a. Elimination:

Remove the hazard. eg eliminating a requirement to carry out the task, use a piece of equipment or utilise a chemical.

b. Substitution:

Replace the material, plant or work practice with a less hazardous one. eg. replacing a hazardous chemical with a less hazardous one.

c. Engineering Controls:

Engineering the solution to minimise risk is highly desirable as the process reduces the reliance on human behaviour to effect long lasting positive change. There are a number of aspects to engineering controls.

• One may redesign the way in which work is performed, modify equipment to change the way a task is performed or engineer change to the process steps to eliminate hazardous activity. One may also completely automate a process where there is minimal or no human interaction.

• One may isolate a hazard by physically guarding the hazard, enclosing the hazard thus preventing human contact, may lock a process/equipment thus preventing access by any unauthorised personnel, may remove the hazard by engineering means such as ventilation.

d. Administration Controls:

Administration controls are the procedural aspects of managing hazards, such as planned and preventative maintenance programs, standard operating procedures, lock out/tag out procedures, education and training and the rotation of staff thus minimising exposure.

e. Personal Protective Equipment (PPE):

Personal Protective Equipment is the last and least effective control method used. It involves staff wearing appropriate PPE such as steel mesh gloves, safety shoes, aprons, goggles etc, to isolate the person from the hazard. Any breakdown of the system immediately exposes the worker to the hazard. This control method is not highly effective because it relies totally on human behaviour. PPE often forms part of the 'short term' controls methodology.

Health and safety representative [HSR]

A health and safety representative for a designated work group who has been elected and holds office in accordance with Part 7 of the Occupational Health and Safety Act 2004.

Incident

Any unplanned event resulting in, or having a potential for injury, ill health, damage or other loss. AS/NZS 4801

Job Safety Analysis [JSA]

A job safety analysis separates the tasks people perform into subtasks. For each subtask, hazards and risks are sought by considering the hazards that might exist and what might go wrong to cause injury or ill health. The tools and equipment which are used and the environment in which the task is carried out must also be considered. [HB 205-2004]

The JSA process requires:

1. identification of hazards associated with steps involved in each principal task,

2. assessment of the level of risk associated with the identified hazards and

3. developing risk control strategies to eliminate or reduce the level of risk

associated with each principal task.

Near Miss

A near miss is an event that could have resulted in human injury or damage to property, process or the environment.

Risk

(In relation to any potential injury or harm.) The likelihood and consequence of that injury or harm occurring. AS/NZS 4801

Risk Assessment

(In relation to any potential injury or harm.) The likelihood and consequence of that injury or harm occurring. AS/NZS 4801

Risk Management

Risk management is: the culture, processes and structures that are directed towards realising potential opportunities whilst managing adverse effects. HB 203 2004

Risk Register

A list of hazards, associated risks (pre and post control) and controls, sorted in order of the highest to lowest risk.

Risk Control Plan

A Risk Control Plan is an action plan that sets out how the EHS risks identified in a Risk Assessment will be eliminated or controlled. Risk Control Plans are developed from risk assessments. Risk Control Plans may include a list of:

• hazards identified

• risks associated with the hazards identified

• existing risk controls

• proposed short-term controls (including proposed completion dates)

• proposed medium-term controls (including proposed completion dates)

• proposed long-term controls (including proposed completion dates)

• person(s) responsible for implementation of controls

• resources required for implementation of controls

• proposed review date.

Plant and Equipment

Includes-

1. any machinery, equipment, appliance, implement and tool; and

2. any component of any of those things; and

3. anything fitted, connected or related to any of those things; OHS Act 2004

Chemicals and Substances

Any natural or artificial substance, whether in the form of a solid, liquid, gas or vapour; OHS Act 2004

Systems of work

Methods, procedures and practices by which work is to be carried out

Buildings, Structure and Work Environments

Means a place, whether or not in a building or structure, where employees or self-employed persons work, and includes a car, truck, ship, boat, airplane and any other vehicle; OHS Act 2004

Aspect

The organisation shall establish and maintain procedures to identify the environmental aspects of its activities, products and services that it can control and over which it can be expected to have an influence, in order to determine those which have or cannot have significant impacts on the environment. The organisation shall ensure that the aspects related to these significant impacts are considered in setting its environmental objectives. ISO 14001

Environment

Surroundings in which an organisation operates including air, water, land, natural resources flora, fauna, humans, and their interrelation ISO 14001

Impact

Any change to the environment, whether averse or beneficial, wholly or partly resulting from an organisation's activities, products or services. ISO 14001

Risk Control

That part of risk management which involves the implementation of policies, standards and procedures or physical changes to eliminate or minimise adverse risks. HB 203:2004

3.1.4. New. PROCEDURE

The University of Melbourne shall, so far as is practicable, identify health and safety hazards and environmental aspects associated with University-controlled:

• Plant and equipment

• Chemicals and substances

• Systems of work

• Buildings, structures and work environments

The University of Melbourne shall assess the level of risk associated with identified hazards and environmental aspects; and develop and implement risk controls, so far as is practicable, to ensure a safe and healthy workplace with minimal environmental impact.

The environment health and safety risk management process shall occur using the processes, procedures and tools set out below.

3.1.4.1. New. EHS Risk Management Methodology

3.1.4.1.1. New. Local Hazard Identification

Hazards will be identified at the workplace level and reported to the local supervisor by:

• Inspections (Workplace inspection checklists)

• Hazard Report form (Staff member, student, contractor or visitor)

• S3 Incident Report form

• Audit reports (Internal or External)

• Regulator report (Verbal report, entry report, improvement notice, prohibition notice)

3.1.4.1.2. New. Risk Assessment Tools

All University of Melbourne risk assessments shall use risk assessment methodology encompassing:

• the two variable risk matrix; or

• the three variable risk calculator; or

• a methodology of equivalent standard.

All University of Melbourne risk assessments shall reference the Hierarchy of Controls when undertaking risk assessments in order to formulate the most effective control method.

The General Manager EHS shall develop and publish a suite of risk management tools consistent with the University of Melbourne risk assessment methodology. These tools may include:

• Job Safety Analysis [JSA] worksheet

• General Plant Risk Assessment [GPRA] worksheets

• Plant - Pressure Vessels Risk Assessment

• Plant - Lasers Risk Assessment

• Manual Handling Risk Assessment

• Work Station (Ergonomics) Risk Assessment

• Chemical & Substance Risk Assessment

• Experimental Research Risk Assessment

• Ionising Radiation Risk Assessment

• Bio Hazards Risk Assessment

• International Travel Risk Assessment

• Domestic Travel Risk Assessment

• Working at heights Risk Assessment

• Workplace Violence Risk Assessment

• Traffic Management Risk Assessment

• Noise Risk Assessment

• Pre-purchase Risk Assessment

• Diving Risk Assessment

• Hot Work Risk Assessment.

3.1.4.1.3. New. Two Variable Risk Matrix

(Adapted from HB 436:2004 Risk Management Guidelines, Companion to AS/NZS 4360:2004.)

Step 1: Consider the consequence of exposure to the hazard.

Using the table below, determine as realistically as possible, the consequence resulting from exposure to the hazard.

 Table 4: Two Variable Risk Matrix: Definition of Consequences

Consequences  Types  Security level  Health and Safety   Natural Environment   V  Multiple fatalities, or significant irreversible effects to >50 persons  Very serious, long-term environment impairment of ecosystem functions.  IV  Single fatality and/or severe irreversible disability (>30%) to one or more persons  Very serious, long-term environment impairment of ecosystem functions.  III  Moderate irreversible disability or impairment (<30%) to one or more persons  Serious medium term environment effects  II  Objective but reversible disability requiring hospitalization  Moderate, short-term effects but not affecting ecosystem functions  I  No medical treatment required  Minor effects on biological of physical environment

Step 2: Consider the likelihood of the exposure to the hazard occurring.

Using the table below, determine the likelihood of exposure to the hazard resulting in the consequence determined in Step 1. Consider the how frequently the activity is conducted in determining the likelihood.

 Table 5: Two Variable Risk Matrix: Definition of Likelihood

Level   Descriptor   Description   Indicative Frequency (expected to occur)   A  Almost certain  The event will occur on an annual basis  Once a year or more frequently  B  Likely  The event has occurred several times or more in your career  Once every three years  C  Possible  The event might occur once in your career  Once every ten years  D  Unlikely  The event does occur somewhere from time to time  Once every thirty years  E  Rare  Heard of something like the occurring elsewhere  Once every 100 years

Step 3: Using the Two Variable Risk Matrix table below, determine the Risk Rating from the consequence and likelihood descriptors.

To use the Two Variable Risk Matrix:

• Identify the consequence descriptor that best describes the consequences of the exposure to the hazard.

• Identify the likelihood descriptor that best describes the likelihood of exposure to the hazard resulting in the consequence determined in Step 1.

• The Risk Rating is providing in the box where the Likelihood row and Consequence column meet.

 Table 6: Two Variable Risk Matrix

Consequences  Label  Likelihood Label  I  II  III  IV  V  A  Medium  High  High  Very high  Very high  B  Medium  Medium  High  High  Very high  C  Low  Medium  High  High  High  D  Low  Low  Medium  Medium  High  E  Low  Low  Medium  Medium  High

Note: The relationship between consequence and likelihood will differ for each application: the level of risk assigned to each cell needs to reflect this.

3.1.4.1.4. New. Three Variable Risk Calculator

(Adapted from Fine, Journal of Safety Research 1971, contained in HB205-2004 OHS Risk Management Handbook.)

• Consequences are defined as the most probable result of the potential incident.

• Exposure is defined as the frequency of exposure to the hazard.

• Likelihood is that the complete sequence of events leading up to consequences will occur upon exposure to the hazard.

 Table 7: Three Variable Risk Calculator

Consequence  C  Exposure  E  Likelihood  L  Catastrophe: Multiple fatalities, permanent extensive environmental damage.  100  Continuously or many times daily.  10  Almost certain: The most likely outcome if the event occurs.  10  Disaster: Fatality, permanent local, damage to environment.  50  Frequently: Approximately once daily.  6  Likely: Not unusual, perhaps 50-50 chance.  6  Very serious: Permanent disability/ill health, non-permanent environmental damage.  25  Occasionally: Once a week to once a month.  3  Unusual but possible: (e.g. 1 in 10).  3  Serious: Non-permanent injury or ill health. Adverse effect on environment.  15  Infrequent: Once a month to once a year.  2  Remotely possible: A possible coincidence (e.g. 1 in 100).  1  Important: Medical attention needed, off-site emission but no damage.  5  Rare: Has been known to occur.  1  Conceivable: Has never happened in years of exposure but is possible (e.g. 1 in 1,000).  0.5  Noticeable: Minor cuts and bruises or sickness, small loss of containment, no off-site consequences.  1  Very rare: Not known to have occurred.  0.5  Practically impossible: Not to knowledge ever happened anywhere (e.g. 1 in 10,000).  0.1

Risk Score = C x E X L

Risk Score  Risk Rating  > 600  Very High  300-599  High  90-299  Moderate  < 90  Low

3.1.4.2. New. Local Workplace EHS Risk Management

Supervisors and/or Managers in consultation with HSR and employees where practicable, shall identify hazards present in the local workplace and assess the risk of each identified hazard using the University of Melbourne EHS Risk Management Methodology.

The Supervisor or Manager, in consultation with HSR and employees where practicable, shall develop control plans in accordance with the hierarchy of control. The Supervisor or Manager shall decide upon the controls to be implemented and undertake one or more of the following actions:

• eliminate or control the risk by applying an established control from an existing risk assessment

• partially control the risk (including isolation) and refer to a more senior manager

• request advice from an EHS Officer/Adviser; and/or

• refer to the local Safety Committee for further assessment.

The Supervisor or Manager shall record any action that has been taken to remove or mitigate the risk on the relevant hazard-reporting document.

The Supervisor or Manager shall ensure that the controls implemented are reviewed and the effectiveness of the risk controls monitored.

The Supervisor or Manager shall ensure that a record of the identification, assessment and control process is maintained.

3.1.4.3. New. Acquisition/Manufacture of Plant and Equipment

Managers and Supervisors of Purchasing Officers (or those manufacturing plant or equipment) shall ensure that a pre-purchase risk assessment is completed, in consultation with HSR and employees where practicable, for the plant or equipment prior the completion a purchase order (or commencement of manufacture) of any plant or equipment, unless a risk assessment has already been completed. The pre-purchase risk assessment shall consider:

• the need for a pre-purchase trial, including a functional risk assessment, of the plant or equipment

• installation

• decommissioning

• storage

• breakdown maintenance

• preventive maintenance & inspection

• competencies, qualifications and training for users/operators

• availability, suitability & quality of operating procedures

• availability, suitability & quality of supplier's risk assessments

• cleaning

• electrical hazards & compliance

• legislative requirements (including registration and licenses)

• conformance with relevant standards

• environmental sustainability (energy consumption, water usage, energy rating).

3.1.4.4. New. Acquisition of Chemicals & Substances

Managers and supervisors of Purchasing Officers shall ensure that a pre-purchase risk assessment is completed, in consultation with HSR and employees where practicable, for chemical or substances prior the completion a purchase order for chemical or substance, unless a risk assessment has already been completed. The pre-purchase risk assessment shall consider:

• the need for a pre-purchase trial of the chemical or substance

• transport

• storage

• use of chemical or substance

• availability and currency of MSDS

• engineering controls required

• PPE

• First Aid

• emergency procedures (including spill clean up)

• licenses and permits

• conformance with relevant exposure standards

• health monitoring requirements

• disposal

• legislative requirements.

3.1.4.5. New. New or altered systems of work

Managers and Supervisors establishing new systems of work or substantially altering existing systems of work, shall ensure that Job Safety Analysis [JSA] (risk assessment) is completed, in consultation with HSR and employees where practicable, for the system of work prior the commencement of the new or altered system of work, unless a risk assessment has already been completed. The JSA (risk assessment) shall consider:

• work station design and set up

• manual Handling (including objects to be handled)

• travel and modes of transport

• energy consumption

• disposal of contents and packaging

• storage (Safe Working Load).

3.1.4.6. New. Acquisition and Leasing of Buildings and Acquisition of Operational Entities

The Vice Principal Property and Campus Services (P&CS) or other persons responsible for:

• acquisition or leasing of buildings; or

• acquisition of operational entities,

shall ensure that a risk assessment for all proposed new and altered work environments is completed prior the acquisition or lease commences. The need to include the following items in the risk assessment shall be considered:

• plant or equipment (including lifts, compressors and ac/units), unless a risk assessment already exists for the plant or equipment

• building Code of Australia (BCA) (eg fire protection, emergency exits & lighting, workplace facilities, access & egress)

• structural integrity

• fixtures & fittings

• electrical safety including building wiring & switch boards (AS3000 & University of Melbourne electrical standards)

• hazardous Materials registers (eg Asbestos, PCBs, SMF)

• EPA license requirements (eg Trade Waste, Boilers, Underground Storage Tanks)

• compliance with Health Act. (eg Air conditioning cooling towers)

• hazardous substances stored & used (including refrigeration systems)

• Dangerous Goods stored & used

• confined spaces

• lighting

• workplace design and its impact on proposed systems of work

• access and egress to roof and other work areas where there is a risk of falling more than 2m

• environmental sustainability (eg energy consumption and water usage)

The Vice Principal (Property & Campus Services) or other persons responsible for:

• acquisition or leasing of buildings; or

• acquisition of operational entities,

shall ensure the hazards identified and risks assessed in the risk assessment, have suitable risk controls developed, documented and budgeted for, prior to the acquisition or lease any building or the acquisition of any operational entity.

3.1.4.7. New. Design of New Buildings and Building Refurbishments

The Vice Principal (Property & Campus Services) or other persons responsible for:

• new buildings and building refurbishments,

shall ensure that the Designer of the new building or building refurbishment completes a risk assessment for all proposed new and altered work environments to ensure that the building or structure is designed to be safe and without risks to the health of the persons using the building or structure as a workplace prior the commencement of the refurbishment. The risk assessment shall consider:

• compliance with the University's Project Management and Design Standards

• compliance with the Building Code of Australia (BCA)

• compliance with AS3000 Electrical Installations

• compliance with Environment Protection Act (eg Trade Waste, Boilers, Underground Storage Tanks)

• compliance with Health Act (eg Air conditioning cooling towers)

• siting of buildings or structures

• high consequence hazards

• systems of work

• workplace environment (eg lighting, ventilation, workplace facilities)

• incident mitigation

• access and egress to roof and other work areas where there is a risk of falling more than 2m

• environmental sustainability (energy consumption, water usage, energy rating)

The Vice Principal (Property & Campus Services) or other persons responsible for:

• new buildings and building refurbishments,

shall ensure that the Designer of the new building or building refurbishment provides that the hazards identified and risks assessed in the risk assessment, have suitable risk controls developed, documented and budgeted for, prior the commencement of the refurbishment or construction of the building.

3.1.4.8. New. EHS Risk Register

The GM EHS shall establish, maintain and publish a University-wide register of the University's Environmental Aspects and Impacts. The Aspects and Impacts Register shall include:

• activity

• area

• aspect

• category

• environment

• impact

• legislation

• risk control

• University policy & procedures.

The GM EHS shall establish, maintain and publish a University-wide register of the University's Occupational Health and Safety risks. The Occupational Health and Safety Risk Register shall include:

• activities

• controls

• hazard

• legislation

• Raw Risk score risk assessed before risk treatment

• Residual Risk score risk remaining after implementation of risk treatment

• University procedures.

The Dean or Vice-Principal of each Budget Division (Faculty) shall establish and maintain an EHS Risk Register describing the primary EHS risks pertaining to the operations of the Budget Division (Faculty).

The Budget Division (Faculty) Risk Register will be incorporate risks identified from existing risk assessments within the Budget Division (Faculty) and from the University's generic EHS Risk Register.

The Dean or Vice Principal of each Budget Division (Faculty) shall maintain the Environmental Aspects and Impacts Register and the Health and Safety Risk Register to ensure all changes to the identified hazards, level of risk or risk controls established through subsequent risk assessments are included and the Registers are current.

3.1.4.9. New. High Consequence Operations

The Deans, Vice Principals (Property & Campus Services) or other persons responsible for the establishment of potentially High Consequence operations shall, in consultation with the HSR and employees where practicable, consider Permit to Work procedures as a control measure for all identified High Consequence Operations.

High Consequence Operations may include:

• hot work

• confined space entry

• working at heights

• diving

• remote field work.

3.1.5. New. REFERENCES

AS 4801 2001 Occupational Health and Safety Management Systems

AS 14001 2001 Environmental Management Systems - Specifications and Guidelines

Occupational and Health and Safety Act (Vic) 2004

HB 203 2004 Environmental Risk Management Principles and Process Handbook

HB 205-2004 OHS Risk Management Handbook

HB 436-2004 Risk Management Handbook

AS 4804 Occupational Health and Safety Management Systems

AS 4360 Risk Management

3.1.6. New. DOCUMENT CONTROL

 Table 8: Document Control: 3.1.New. EHS Risk Management

Date: 30 May 2006  Version: 1.0  Authorised by: OHSC on 4 April 2006, RMC on 30 May 2006.  Next Review: 30 May 2009  © The University of Melbourne - Uncontrolled when printed

Created: January 2000
Last Modified: 13 August 2009
Authorised by: General Manager, Environment Health and Safety Unit.