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Environment Health and Safety Manual 1. Introduction to Environment Health and Safety |
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[? Search] [Top] [Contents]
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- 1.1. Introduction to the Environment Health and Safety Manual
- 1.2. Occupational Health & Safety Policy
- 1.2.1. Purpose
- 1.2.2. Application
- 1.2.3. Legislation
- 1.2.4. References
- 1.2.5. Occupational Health and Safety Policy
- 1.3. Environmental Policy
- 1.4. Environment Health and Safety Objectives and Targets
- 1.5. Legislation
- 1.6. Management Systems
- 1.6.1. Introduction to Management Systems
- 1.6.2. Document and Data Control
- 1.6.3. Records Management
- 1.6.4. Procedure for Procedures
- 1.6.5. Auditing
- 1.6.6. Communication
- 1.6.7. System Management Review
This section has been replaced by: 1.1. New. Establishment of the EHSMS.
To define the responsibility of the University for Occupational Health and Safety.
This Policy applies to all staff, students, visitors, contractors etc. in the University environment.
Occupational Health and Safety Act 2004
Standing General Resolution of Council No: 3.40
The University recognises its obligation to take all reasonable precautions to provide and maintain so far as is practicable, an environment that is safe and without risks to health for employees, students and visitors.
Establish and maintain an OHS management system that facilitates a structured approach to the management of OHS risk.
Provide adequate human, financial and time resources to ensure the effectiveness and sustainability of the system.
Keep up-to-date with relevant health and safety legislative obligations. Achieve and maintain compliance with these obligations.
Promote a safety culture that encourages people to proactively manage health and safety risk through education, instruction, information and supervision.
Clearly define and communicate staff, students and contractor responsibilities in relation to health and safety.
Proactively identify and manage health and safety risk via a documented hazard identification, risk assessment, risk control and monitoring process.
Improve processes that ensure that incidents and hazards are promptly reported, investigated where appropriate, and control measures are put in place to eliminate or minimise the chance of a repeat event.
Maintain building infrastructure, plant and equipment in a safe condition with documented safe systems of work.
Routinely monitor and review OHS performance to achieve continual improvement.
Safety is the concern of all employees and, in addition, certain groups within the University community have specific responsibilities.
3.1 Staff with specific responsibilities
The following staff are responsible for occupational health and safety in accordance with the requirements set out in Section 2.4 of the University of Melbourne Environment Health and Safety Manual ('the EHS Manual') as amended from time to time.
* Senior Executive Managers, Deans and Heads of Academic and Administrative Departments;
* Managers and Section Heads;
* Academic Staff;
* Supervisors (any person who controls or directs others);
* Staff with special safety duties such as building emergency controllers, radiation safety officers, emergency team members, elected health and safety representatives.
And, in addition to the requirements of section 2.4 of the Manual, these staff:
(a) are required, in association with appropriate personnel and the Environment Health and Safety Unit, to formulate and promulgate specific safety rules for activities conducted within areas under their control;
(b) are responsible for reporting to the Vice-Chancellor any aspects under their control which cannot meet safety requirements within the resources provided.
3.2 Employees
All employees (including those employees referred to in paragraph 3.1 above) are to comply with the EHS Manual generally and in accordance with section 2.4 of that Manual.
And, in addition employees:
(a) must take all reasonable care for their own health and safety and that of others who may be affected by their conduct at the workplace;
(b) must not wilfully or recklessly interfere with or misuse anything provided in the interests of health and safety or welfare and must co-operate with the University in relation to actions taken by the University to comply with occupational health and safety legislation;
(c) must not wilfully place at risk the health and safety of any person in the workplace.
3.3 Students
All students are to comply with the EHS Manual generally, and in particular, in accordance with paragraph 2.4 of that Manual.
And, in addition students:
(a) are responsible for adopting safe work and study practices;
(b) must not wilfully place at risk the health or safety of any person at the University;
(c) must not wilfully or recklessly interfere with or misuse anything provided in the interests of health and safety or welfare and must cooperate with the University in relation to actions taken to comply with occupational health and safety legislation.
3.4 Contractors
All contractors are required to undergo appropriate induction training. Contractors must adhere to all contractual requirements of the University in relation to occupational health and safety in addition to the University's occupational health and safety requirements specified in the EHS Manual.
3.5 Visitors
Visitors are required to comply with all instructions given by authorised University staff for the protection of their health and safety whilst on University premises.
The University is committed to encouraging consultation and co-operation between management and employees. For this purpose, it has established an Occupational Health and Safety Committee ('the OHS Committee) which in turn encourages the election of employee health and safety representatives who are consulted and involved in any workplace changes which could affect health and safety.
This policy will be reviewed every three years by the Occupational Health and Safety Committee, as part of the EHS Manual review.
The OHS Committee meets at least four times per year.
Guiding Value
The University of Melbourne, in its role as an international teaching and research based University offering undergraduate and postgraduate education, is committed to embracing environmental management goals within University activities. These goals will extend to providing community leadership on environmental issues through quality research and education programs and to the provision of expert advice on environmental matters of public interest.
Academic Programs
The University recognises its role in educating future leaders who will be in a position to make decisions enhancing Australia's environmental sustainability. As the University plays a part in moulding environmental values, Faculty Deans will be responsible for ensuring that programs are made available to enable students and staff to be aware of and to actively support environmental education programs and research.
Environmental Impact Reduction
Programs and quantitative targets will be established to minimise pollution and to meet principal environmental challenges including improved efficiency of resource use, minimising waste generation and reducing discharges to the environment from University activities.
Management and Reporting
The University is committed to developing and sustaining a fully documented Environmental Management System (EMS) in compliance with ISO 14001. This system will provide the framework to comply with legislative requirements, contractual obligations and the measurement of continual improvement targets and outcomes. The University aspires to be an exemplary model for other institutions. The Vice-Chancellor will report to Council on environmental performance at least twice yearly, and will provide an annual environmental report available to the public.
Communication and Involvement
The involvement of regulatory authorities, suppliers, contractors, academic colleagues, students and community groups will be sought in documenting and achieving environmental objectives and targets. The University supports the promotion of environmental awareness within the wider community.
Accountabilities
The Vice-Chancellor is accountable for communication of this policy and for compliance with its undertakings. A Senior Executive Officer of the University will ensure effective implementation, management and monitoring of the environmental management system and its subsequent outcomes. Heads of budget divisions will provide necessary support for environmental plans within their areas. The University will provide for staff and students of the University community a process for identifying and managing environmental risks associated with their activities.
This procedures has been replaced by: 5.1. New. EHS Management Plans
This procedure has been replaced by 4.1.New. EHS Legal Requirements
Introduction and overview of existing management systems at the University of Melbourne for SafetyMAP and the Environmental Management System (EMS). These two separate systems for the environment and safety will eventually merge into the one management system.
A management system is a proactive approach to managing the issues of environment, health and safety. It is about preventative action and setting of standard that continually improves the environment, health and safety performance of the University of Melbourne. A System provides a formal framework in which to identify and manage all of its environment, health and safety risks and legislative requirements. This introduction provides a framework within which procedures of the EHSM directly related to the management systems of SafetyMAP and the EMS operate.
Not Applicable.
SafetyMAP 4th Edition, Victorian Workcover Authority 2002
AS/NZS ISO 14001: 1996 Environmental Management Systems
AS/NZS 4804: 1997 Occupational Health and Safety Management Systems
Environment Advisory Committee - ( EHSM 2.2 )
Occupational Health and Safety Committee - ( EHSM 2.3)
Environment Health and Safety Unit - (EHSM 2.2.1)
Department and Faculty responsibilities for environment and safety - (EHSM 2.4)
Safety and Environmental Management Systems
The implementation of the safety management system, commonly called SafetyMAP, is managed by the EHS Unit. This management system is an essential component of the University's workers compensation self-insurance license. In 1995 it was agreed to introduce the management program in a staged manner, commencing with those Faculties and Administrative Departments with the highest level of reported incidents. In March 2001 the University submitted an application to the Victorian WorkCover Authority (VWA) for permission to act as a workers compensation self-insurer from 2001 to 2005. As part of our application to the VWA the agreed target for occupational health and safety performance is formal accreditation against SafetyMAP initial level audit criteria.
While the management program is managed centrally by the EHS Unit, departments are required to identify local risks and to ensure that effective control activities are put in place with regular monitoring and review. Guidance and assistance is available from the EHS Unit.
The University of Melbourne Environmental Management System (EMS) has been designed to be managed from a corporate centre - the EHS Unit through which departments of the University can communicate and are directed. The EHS Unit facilitates and implements the EMS under direction of the Environmental Advisory Committee (EAC). The EAC is the responsible authority for the EMS and the University Environmental Policy. The Environmental policy and initial objectives and targets are established from ongoing comprehensive environmental assessments. The EAC considers broad environmental commitments directed by the Environmental Policy. Each area of commitment is assigned a responsible unit to manage the development of objectives and targets under particular issues. Table one summarises the University environmental commitments and the responsible unit for establishing University objectives and targets to date.
Importance is placed on implementing systems based on existing University management responsibility and structure. When establishing environmental objectives and targets, each responsible unit operates within the boundaries of University activities for which there is central management responsibility. Responsible units have input into the control and monitoring of University activities with identified environmental impacts for which the management responsibility resides with individual departments or work units.
Departments are responsible for identifying and assessing environmental aspects and impacts relating to their working environment and managing the aspects and impacts. They shall also maintain procedures relevant to their operations and functions for the purposes of supporting the University's Environmental Policy.
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SafetyMAP and the EMS are currently audited separately and as a result have slightly different requirements. In particular the differing audit requirements of both systems have a large impact on the procedural requirements for the setting of objectives and targets. SafetyMAP is currently audited in stages (initial, transition, advanced) with an associated progressive audit requirement. The audit requirements of the EMS are more closely aligned with advanced level SafetyMAP. The long term goal is to reach a stage where both systems have equal requirements and are audited as one. At this time the audit requirements for the EMS represent the maximum achievement and this level is reflected in the procedures within this section. Audit requirement variations between initial & transition SafetyMAP and the EMS, will be specified in relevant procedures where they occur. In general the formal setting of objectives and targets integrating systematic risk assessment information from work units throughout the University is a requirement only of the EMS. Processes exist within the SafetyMAP system to mirror these in a less formal manner.
The source manual for the EHS Management System is the University Environment Health and Safety Manual (EHSM) http://www.unimelb.edu.au/ehsm/. The EHSM is a publication of the EHS Unit. The EHSM provides the University community with the corporate systems, safety and environment information for SafetyMAP and the EMS. Systems management of the EHSM including review, update and monitoring of procedures and their content is the responsibility of members of the EHS Unit staff. This process is managed via the EHS Unit quality system, internal auditing schedule.
Endorsement of the EHSM, including changes, deletions and additions of procedures is the responsibility of the University Occupational Health and Safety Committee (OHSC) or the EAC or both depending on the content of the particular procedure(s).
Committee Structure and Responsibilities
Communication - EHSM 1.6.6
Occupational Health and Safety Committee - EHSM 2.2
Environmental Advisory Committee - EHSM 2.3
A requirement exists for all departments and faculties participating in the EMS to establish committees responsible for environment health and safety matters. The local environmental representative with associated authority remains the responsibility of Heads of Departments and Deans of Faculties. This authority may be delegated to a staff member who should be a member of the relevant environment health and safety committee. The University Environmental Manager is the management representative of the EMS, as defined in ISO 14001:1996. This position is occupied by a staff member of the EHS Unit and is the executive officer of the EAC. The EAC provides one avenue to decision-making processes of senior executives.
Local environment health and safety committees have clear reporting requirements for management of environmental aspects and impacts and measuring and monitoring of the local EMS. In summary, departmental EHS committees provide reports to Faculty EHS committees which in turn report to the EAC or OHSC. Details of internal communication process can be found in EHSM procedure 1.6.5 Communication.
The ability of any system to operate within the complexity of the University operations relies on the efficiency by which it integrates with existing systems. Communication by committees is one example of adopting University processes to achieve fundamental aims of the EMS. The EMS has been developed to integrate the EMS into relevant processes of Human Resources, Records Management, Information Technology and Financial Operations and academic departments. Core University manuals including the EHSM now operate on the web, which facilitates provision of information to departments, and document controls issues.
Safety
The Environment Health and Safety Unit maintains a register of all reported safety hazards and incidents. Regular incidents statistical reports are provided to departmental and faculty safety committees for consideration and action.
The Occupational Health and Safety Committee receives minutes of all department and faculty safety committee meetings. Issues of global University concern are assessed by the Environment Health and Safety Unit and included as agenda items at the next OHSC meeting.
Environment
The Environment Health and Safety Unit (EHS Unit) provides central coordination for all input and information relevant to the environmental management system. This includes all information regarding environmental aspects and concerns. The associated responsibilities of the EHS Unit are detailed in EHSM section 2.1. The EHS Unit quality system provides detailed procedures for all identified responsibilities. Individual departments perform environmental aspect and impact investigations of their constituent local work areas. Environmental impacts are risk assessed and prioritised according to relevant issues at the local work area level. Control plans are specified at the departmental level. Departmental environment registers are forwarded to the EHS Unit and incorporated into the University Environmental Register. The University Environmental Register and the Environmental Communication Register form the basis of the provision of departmental information and concerns from the University community to the responsible units of the EAC.
Incoming environmental aspects from departments participating in the EMS
Identification, Assessment and Control (Section 3 EHSM), details the process by which environmental aspects are identified and their impacts assessed. This information is forwarded to the Environment Health and Safety Unit according to Incident and Hazard reporting (EHSM Section 4.2).
Auditing functions are essential to check that the management systems are working correctly. They assess whether correct procedures and guidelines are followed in accordance with legislation and guidelines provided by the University. The auditing tool assists in the management of the environment and safety systems as they measure and benchmark performance and gains external recognition for the systems.
The EHS Unit arranges external auditing for accreditation of management system by use of authorised auditing organisations. Internal audit, in conjunction with the EHS Unit, provided an extensive internal audit program for environment, health and safety. Departments are expected to develop and maintain a schedule of regular internal reviews such as laboratory inspections, manual update which measure and monitor the system
To guide the management of system procedures and associated documents required for the Environment Health and Safety (EHS) Manual.
Document control includes publication, review, security and version-control, and is the management of procedures and associated documentation that require formal authorization and/or version control. The aim of document control is to ensure that staff who need to use these documents have access to up-to-date versions, and to guard against inadvertent use of obsolete documents.
Not applicable.
ISO 14001: Clause 4.4.5, A.4.5
ISO 14001: Clause 4.3.3.2
University Records Management Manual
Has responsibility for approving or amending procedures brought to the committee.
The Environment Health and Safety Unit is responsible for making changes to the EHSM in line with current legislation and practices. Following appropriate authorisation from the responsible committee the EHS Unit is required to retain records of the changes.
Records Services has responsibility for issuing electronic circulars alerting the University community of revisions to the EHS manual, following notification by responsible officer.
Refer to Section 1.6.4 Procedure for Procedures for the requirements of the review of procedures.
All procedures and associated documentation will be approved by the Occupational Health and Safety Committee or the Environment Advisory Committee. This approval will be documented if after 3 months of the procedure being in draft form on the web, that the committee at its next meeting has no recommendations or changes. Except for policy documents which require formal approval from Administrative Committee.
All procedures within the EHS manual are published on the Web in SGML format, this format specifies the layout. Only the EHS Unit will be able to make changes to the controlled documents on this system, and records of authorization of all changes to documents will be kept by the EHS Unit.
1. In the last week of each month, Records Services shall be advised of any updates which need to be included in the circular. The responsible officer of the manual should email to circulars@unimelb.edu.au. The body of the email should include:
The name of the document
A list of the revised sections or a brief description of the changes since the previous version
A link to the document on the University web site
A statement regarding who can be contacted for further information
The address block of the responsible officer.
2. When preparing this email note that:
The subject line should read: 'For Inclusion in the Update Circular' or similar
Apart from this message in the subject line, the email should be written exactly as it will appear in the update alert
Attachments should be avoided
Formatting should be kept to a minimum: avoid fancy fonts, colours or columns.
3. In the first week of the following month, Record Services will compile an electronic circular and send it to the following lists:
Deans
Heads of Department (Academic and Administrative)
Faculty General Managers
Departmental Managers
Section Heads
Environment Health and Safety Representatives
Human Resources is responsible for advising of amendments to the membership of these lists.
4. Records Services will forward a copy of the circular to the responsible officer. If necessary, the responsible officer should maintain an additional distribution list to cover members of staff who are not included on one of the above lists.
If there are any queries regarding the above contact Records Services on 8344 6996 or 8344 6405.
Documentation will be available to every staff member who needs to use them via the Web, hard copies will be made available on request to staff who do not have access to a computer. A list of the recipients of hard copies will be kept with the responsible officer of the EHS manual. Hard copies will be made through Griff (editing tool in SGML) by selecting View - Presentation - Print. The documentation is then reformatted by the application of Frames so that it is suitable for publication. Every second month the responsible officer will check with the recipients of hard copies to see if they still want to receive updates.
All current and retained documents will be secured against unauthorised tampering and accidental loss. The University conducts a nightly data backup of all information on computer file servers.
All obsolete procedures and associated documents are to be retained according to the appropriate disposal schedule.
Obsolete procedures within the EHS manual shall be archived in http://www.unimelb.edu.au/ehsm/archive.
This archive will be kept permanently.
All authorised externally-sourced documents (e.g. licences, permits, agreements, contracts) received by the University of Melbourne will be directed to the appropriate section.
The EHS Recordkeeping Requirements is intended to cover operational records created, received and maintained within University departments' (related to Environment Health & Safety). The records covered by this document include both paper and electronic formats.
The EHS Recordkeeping Requirements has been developed to deal with current and future records created within University departments.
The aim of the EHS Recordkeeping Requirements is to provide continuing instruction to all staff on which:
staff positions have EHS recordkeeping responsibilities;
records have restricted access requirements;
records have been identified as having continuing value;
records are considered to be of temporary value and therefore can be destroyed as soon as there is no longer any administrative use;
records to transfer to Records Services when they are no longer required by staff.
This ensures :
proper creation and maintenance of EHS records;
records shall be legible, identifiable and traceable to the activity, product or service involved;
appropriate levels of access to the records;
consistent, lawful and timely disposal of records;
that papers retained in the office environment are kept to a necessary minimum by discarding periodically those deemed temporary and;
that records are retained for administrative, legal, financial and archival requirements.
The EHS Recordkeeping Requirements is a document issued by the University which lists various classes of records and specifies their recordkeeping requirements. It is not a list of file titles. It is designed to cater for the needs of all departments within the University to satisfy legislative and audit requirements.
Departments are required to identify, maintain and dispose of EHS records under their control. EHS records are identified from records generated by the use of EHSM procedures and the various classes of records detailed in EHS Recordkeeping Requirements. Details of the required maintenance and disposal of specific EHS records identified by departments are provided according to the Terminology Used In The EHS Recordkeeping Requirements section 1.6.3.4. References below.
Established under Statute, The University of Melbourne is a public institution and accountable to parliament for its actions. Documenting business activity by making transactional records, and capturing them into recordkeeping systems, provides a basis of organisational accountability. A record comprises recorded information in any form, including data in computer systems, created, received and maintained by the University in the transaction of business activities or the conduct of affairs and retained as evidence of such activity. Inadequate records and recordkeeping can contribute to failures to meet accountability and other organisational requirements.
There are various legislative requirements in the areas of Occupational Health and Safety which require specific records to be created and retained. The Occupational Health & Safety Act 2004 requires that records be created and maintained relating to the health & safety of employees, proof of training made available to employees, records of supervision, health monitoring & conditions monitoring as well as proof of the work of the Occupational Health & Safety Committee and action taken to eliminate health risks on-site and on entering & leaving the workplace.
Melbourne University Act
Occupational Health and Safety Act 2004
Environment Protection Act 1970
The University of Melbourne Records Disposal Schedule, Management Policy and Procedures Manual (http://www.unimelb.edu.au/ExecServ/RMmanual/dispose.htm)
Records Disposal Schedule 15 and 18.
Terminology Used In The EHS Recordkeeping Requirements
Subject and Activity
The records are initially listed by broad subject/function, and then further defined into activity types within each subject/function.
Custody and Transfer
Departmental responsibility for recordkeeping is attributed to the position which has the task of ensuring the creation of the records. If the person in this nominated position chooses to delegate the responsibility for maintaining the records to another position within the department, the prime responsibility still resides with the initial position identified by the EHS Recordkeeping Requirements.
Prime Source
This column specifies the University office responsible for maintaining the prime record within the University, if it is not the department. The University office nominated in this column has responsibility for maintaining the record for a longer period than the department which be in accordance with their own separate legislative, financial, administrative and archival obligations.
Retention / Destruction
This indicates how long records are to be retained by the department before being destroyed or transferred to Records Services. This column uses an expression 'Destroy when superseded', which means that the records can be destroyed when new versions are created . It also uses the term 'Destroy if administrative use has ceased', which means that the records identified can be destroyed when they are no longer needed.
To download and an example of a Records Disposal Schedule click here.
The Head of Department or delegate is responsible to ensure compliance with all records schedules.
Supervisors are responsible to ensure that staff adequately document processes.
All staff and students are responsible to complete appropriate documents to record their practices.
Identification of Records
Records have been identified in broad categories by Records Services, refer to example of Records Disposal Schedule and http://www.unimelb.edu.au/ExecServ/RMmanual/contents.htm. Each Department is responsible for the identification and collection of records and for filing, maintenance and disposal of records within their control. For assistance in the identification of records contact Records Services.
Traceability, Storage and Availability of Records
Records shall be legible, identifiable and traceable to the activity, product or service involved. Records shall be stored and maintained in such a way that they are readily retrievable and protected against damage, deterioration or loss.
Electronic Records
In relation to electronic records, the appraisal of systems to identify records of continuing value should be undertaken during the system design, upgrade or review. Recordkeeping requirements and preferred methods of 'archiving' should be identified, documented and incorporated into systems management. Further information is available from Records Services on extensions 46996, 44225 or 46405.
Electronic records should be securely maintained to prevent unauthorised access, destruction, alteration or removal. Storage media and related technologies and practices for maintaining electronic records must be specified, designed, operated and maintained in such a way that records cannot be altered. All documents should be stored on a networked drive and suitable security and backup measures should be implemented. Websites which document departmental EHS policy and procedures should be updated regularly to ensure currency. A copy of each revision of a departmental website must be maintained to provide evidence of aforesaid policy and procedures which operated at particular points in time.
Programming of Planned Disposal
To ensure effective control of non-current EHS records and to facilitate optimum use of storage space, disposal action should be programmed as an annual activity. It should be conducted at a time when staff resources are available to undertake either destruction or transfer of records to Records Services.
Destruction Authorisation, Notification and Methods
There are broadly two classes of EHS records authorised for destruction which require different methods of disposal:
restricted access or confidential
open access or normal routine
Restricted Access or Confidential records contain information about individuals, information given in confidence or records related to investigations. At disposal these sensitive records should be shredded or placed into confidential wheelie bins. The security provided by the shredding of records depends on how fine the paper is shredded. For highly sensitive records, cross shredding may be necessary. If the records have been shredded, then they may be placed in the white paper recycling bins which have been issued to all departments.
Confidential wheelie bins can be obtained by contacting the Manager, Cleaning Services on x48221. The Cleaning Services has a list of a number of contractors which provide secure destruction services. The confidential wheelie bins, which are lockable, are provided to your department and then collected by the contractor for appropriate destruction. The Manager, Cleaning Services will advise of the cost to the department for this service.
Open Access or Normal Routine records can be destroyed using the usual methods of white paper recycling.
* Records Services recommends that a list of all records destroyed in accordance with the EHS Recordkeeping Requirements, be retained within the office filing system, as reference.
Transfer of Records
Once records have been classified by the EHS Recordkeeping Requirements as permanent, Departments should notify Records Services (x46996, x44225, x46405) prior to listing and boxing for transfer to Records Services. Records Services will provide archive boxes and Transferring Records to Intermediate Storage instructions. The instructions are also available on http//www.unimelb.edu.au/CSD/image/unisec/transfer.htm
Note: If the Environment Health and Safety Unit is listed as the prime source for a particular record, Departments shall forward a copy of the record to the Environment Health and Safety Unit.
Amendment and Updating
The EHS Recordkeeping Requirements is a reflection of current practice and procedures. Consequently it will need to be updated on a regular basis as the types of records being created by the University will alter over time. Retention periods may need to be altered due to legislative change and additions to the EHS Recordkeeping Requirements may need to be made due to new activities or changes which effect the types of records created and their retention periods.
Suggested inclusions, amendments and reviews of retention periods should be referred to the Environment Health and Safety Unit.
The EHS Recordkeeping Requirements will be regularly reviewed to ensure that it complies with current practice and legislative requirements.
This procedure has been replaced by 10.1.New. Procedure Writing Procedure.
This procedure has been replaced by 16.1. New. Environment Health & Safety Management System Audit.
This procedure has been replaced by 8.3.New. EHS Communication.
The purpose of this procedure is to describe the type, frequency and level of management review required to ensure continual improvement of the University's EHS Management System.
This procedure applies to the University of Melbourne as a whole, including all Faculties and Administrative Divisions.
Not applicable.
SafetyMAP Initial Level Use Guide, 4th Edition
AS/NZS 4801:2001 Occupational health and safety management systems - Specification with guidance for use
ISO 14001: 1996 Environmental management systems - Specification with guidance for use
None
Each of the responsibilities outlined below are to be carried out in accordance with this procedure.
Review University EHS sytem documentation and prepare a report.
Revise University EHS system documentation as per the outcome of the review report.
Present the review report and draft revised documentation to the University Occupational Health and Safety Committee (OHS Committee) and Environment Advisory Committee (EAC).
Communicate approved revised documentation to all Faculties/Administrative Divisions across the University.
Endorse revised EHS system documentation.
Facilitate the process of getting revised documentation approved.
Endorse revised EHS system documentation.
Facilitate the process of getting revised documentation approved.
Manage implementation of revised University EHS documentation.
Manage review of the local EHS system and approve system changes.
Coordinate implementation of revised University EHS documentation.
Coordinate review of the local EHS system and facilitate approval of revisions to the system.
Coordinate communication of University and Faculty/Administrative Division EHS system changes to all staff (and contractors, students and visitors as appropriate).
Develop strategies to promulgate and track adoptionof revised University and local EHS system documentation
Management review shall be undertaken at two key functional levels within the University: at the University level, and at the Faculty/Administrative Division level. Section 1.6.7.7.1 applies to management review at the University level and Section 1.6.7.7.2 applies to management review at the Faculty/Administrative Division level.
To maintain the relevance of the EHS system and ensure its continual improvement, the EHS Unit will review and revise University EHS system documents at the frequency specified in the table below.
A report will be prepared describing the outcome of the review and revised documentation tabled at the OHS Committee and EAC for their consideration, finalisation and endorsement. Revised documents will then be forwarded to the Administrative Committee for approval and adoption by the University.
For example, for revision of the OHS Policy, and the University's strategic and operational objectives, documents shall be forwarded to the Administrative Committee and from there to the University Council.
Once adopted by the University, the EHS Unit will be responsible for communicating revised documentation to all relevant Faculties and Administrative Divisions throughout the University.
The review should take into account the following:
EHSMS Internal Auditing Program - Annual Report
The results of external EHSMS audits
Accident/incident data
Changes in legislation
Changes within the University (eg structure, activities, campuses etc)
Relevance, practicability and readability of documents under review
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Each individual Faculty and Administrative Division will review and revise Faculty/Administrative Division EHS system documents at the frequency specified in the table below.
A report will be prepared describing the outcome of the review which will be tabled at the Faculty/Administrative Division EHS Committee. The review report shall be discussed and changes made to the local system as necessary to maintain the relevance of the system and ensure its continual improvement. Authorisation of new documents shall be sought from relevant parties.
Once adopted by the Faculty/Administrative Division, the EHS Committee will be responsible for communicating revised documentation to all relevant parts of the Faculty/Administrative Division and to the EHS Unit where appropriate.
The review should take into account the following:
The results of internal EHSMS audits
The results of external EHSMS audits
Accident/incident data
Changes in legislation
Changes within the Faculty/Administrative Division (eg structure, activities, campuses etc)
Relevance, practicability and readability of documents under review
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None
Annual University Management Review Reports
University EHS system documentation with readily identifiable dates of revision
Minutes of Faculty/Administrative Division Management Review Reports (a formal report format, as opposed to minuted meetings, is optional)
Faculty/Administrative Division EHS system documentation with readily identifiable dates of revision
Minutes of Faculty/Administrative Division EHS Committee
Documents listed in Table 1-4 and Table 1-5
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Created: January 2000
Last Modified: 9 July 2008
Authorised by: General Manager, Environment Health and Safety Unit.
Maintained by: EHSM Maintainer ehsm-webmaster@unimelb.edu.au
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