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(1) The purpose of this procedure is to ensure the management of risks associated with the workplace environment and facilities at Southern Cross University (SCU) are appropriately managed and controlled. (2) The purpose of this procedure is to ensure Southern Cross University’s management, employees, contractors, students, visitors and others are aware of the risks associated with the workplace environment and facilities in the workplace, management strategies and to provide advice on appropriate controls. (3) All employees, students and others including both independent contractors and contractors under SCU control are to be made aware of and follow this procedure. (4) This Procedure applies to all SCU Work Units and sites. The procedure aligns with WHS legislation in the relevant jurisdictions SCU operates in. (5) SCU minimises the risks arising from the physical work environment by: (6) The SCU facilities and working environment is designed to prompt safe, healthy and ergonomic practices. They should be clean, safe, accessible and in good working order. (7) SCU workplaces and facilities are scheduled subject to facility use, operating hours and end-user requirements. (8) SCU will ensure that consultation occurs when assessing the adequacy of or making changes to facilities, with employees, health and safety representatives, and Work Unit Managers that may be using or affected using amenities to ensure both the physical and mental well-being in the workplace. (9) Consultation concerning cleaning services is undertaking during contract renewal periods. (10) SCU must, so far as is reasonably practicable, ensure the provision of training, instructions, or supervision necessary to protect all persons from risks arising from work carried out as part of the conduct of SCU business. (11) SCU will ensure that the information, training, or instruction is suitable and adequate to address the nature of the work and the degree of risk, confirming employee understanding and application of controls. (12) The layout of the workplace allows and is maintained to allow employees, students and others to move about without risk to health and safety both in normal working conditions and in an emergency. (13) The entries and exits should be slip-resistant under wet and dry conditions. Aisles and walkways kept free of furniture or other obstructions. Where necessary to clearly define entry and exit routes, the boundaries of the route should be permanently and appropriately marked e.g. for pedestrians and mobile plant. All entry and exit points and travel paths/stairs should be well lit. (14) Separate entries and exits for pedestrians and mobile plant e.g. forklifts, electric buggies, trucks, must be used, e.g., workshops. (15) During wet weather conditions entries and exits must have controls in place to reduce the risks of slips, trips and falls. Where an employee is unable to clean a spill immediately, Property Services should be located and the area contained to prevent others entering the spill location. (16) The location of exits should be clearly marked including on diagrams, and signs should be posted to show the direction to exit doors to aid emergency evacuation and fire equipment. (17) In maintaining a safe work environment, protocols must be adhered to: (18) The layout of work areas should be designed to provide sufficient clear space between furniture, fixtures, and fittings so that employees can move about freely without the risk of strain or injury and evacuate quickly in case of an emergency. (19) In determining how much space is needed, the following should be considered. (20) Workstations should be designed so that employees can carry out their work in a comfortable, upright position with shoulders relaxed and upper arms close to the body. For tasks conducted in a seated position, seating should: (21) Floors must be inspected regularly and maintained to eliminate or minimise slip and trip hazards. Common hazards include trailing cables, uneven edges, broken surfaces, gratings or covers, loose mats or carpet tiles. Floor surfaces should be suitable to the work area.Floor surfaces should have enough grip to prevent slipping, especially in areas that may become wet or contaminated, e.g mould. Floor should be strong enough to support loads placed on them. (22) Sufficient lighting must be provided, whether it is from a natural or artificial source, to allow safe movement around the workplace and to allow employees to perform their job without having to adopt awkward postures or strain their eyes to see. (23) When considering the type and level of lighting needed in the workplace, the following factors should be taken into account: (24) Measures to prevent low or excessive levels of lighting, glare or reflections include: (25) Workplaces are to be ventilated which includes: (26) Air quality should provide a comfortable environment in relation to air temperature, air movement, and prevent the excessive accumulation of odours. And further, reduce the levels of respiratory by-products, especially carbon dioxide, and other indoor contaminants that may arise from work activities. (27) Employees must not be exposed to a substance or mixture e.g. hazardous chemical in an airborne concentration that exceeds exposure standards. (28) Where there is a risk of airborne contaminants exceeding the workplace exposure levels, monitoring must be conducted, and results recorded and kept for 30 years. (29) Work should be carried out in an environment where a temperature range is comfortable for employees and suits the work they carry out. (30) Air temperatures that are too high or too low can contribute to fatigue and heat or cold related illnesses. The following control measures should be considered for hot environments: (31) The following control measures should be considered for cold environments: (32) First aid is vital when a worker is suffering from a heat or cold related illness. Immediate medical attention should be sought if a worker experiences heat exhaustion, heat stroke or hypothermia. (33) An adequate supply of clean drinking water must be provided free of charge. (34) Water should be positioned where it can be easily accessed, close to where hot or strenuous work is being undertaken, separate from toilet or washing facilities and at or below 24 degrees Celsius. Water must also be supplied in a hygienic manner, so that employees do not drink directly from a shared container, e.g. drinking fountain, disposable or washable containers, for mobile or remote employees either access to public drinking water, bottled water, or containers. (35) Access to clean toilets must be provided for all employees. Generally separate toilets should be provided in workplaces where there are both male and female employees. The number and specification of toilets for workplaces within buildings is set out in the National Construction Code of Australia. Toilets must be accessible for all employees including employees with a disability. (36) Hand washing facilities must be provided to enable employees to maintain good standards of personal hygiene. For mobile or remote work-employees should have alternative hand hygiene facilities. (37) Hand washing facilities should: (38) Where a business engages in activities such as food preparation or health care, there are also duties under health legislation in relation to hand washing facilities. (39) Employees should be provided with access to hygienic dining facilities for eating their meals and for preparing and storing food. A separate dining room should be provided if 10 or more employees usually eat at the workplace at the same time. (40) Dining facilities should be supplied with: (41) If it is a requirement for employees to change in and out of clothing due to the nature of their work, access to private changing areas with secure storage for personnel belongings should be provided. The door should also be capable of being locked. (42) Where reasonably practicable accessible and secure storage should be provided at the workplace for personal items belonging to the employee. The storage should be separate from that provided for personal protective equipment in cases where contamination is possible. (43) Where dirty, hot or hazardous work is undertaken showering facilities should be provided. Showers should have: (44) Where the substances or materials handled are contaminants, decontamination facilities e.g. safety showers are to be available. (45) Outdoor employees should have access to shelter for eating meals and taking breaks and to protect them in adverse weather conditions. (46) They should be provided with protection against ultraviolet exposure, e.g. reorganising outdoor work so that employees carry out alternative tasks, or work in shade when the sun is most intense (10.00 am – 2.00 pm and 11am-3pm during daylight saving time.) and be provided with personal protective clothing as per HRP15: Personal Protective Equipment (47) A noise risk assessment should be carried out when employees and others may be exposed to excessive noise levels. Contact the SCU WHS team for assistance with this assessment. (48) The aim of a noise risk assessment is to: (49) Noise assessments should be repeated at least every five years or whenever there is a change of plant, work processes, building structure or duration of work arrangements. (50) Noise assessment records should be kept at the workplace and made available for inspection by employees. (51) Audiometric testing is required for employees who are frequently required to use PPE to protect them from the risk of hearing loss associated with noise that exceeds the exposure standard. (52) Remote or isolated work means work that is isolated from assistance of other people because of location, time, or the nature of the work. (53) Risks that arise from remote and/or isolated work must be assessed and include ‘safe systems of work’ including means of communication. (54) All employees must have access to assistance whilst at work which includes, rescue, medical, and access to emergency services. (55) Remote or isolated work includes fieldwork. Fieldwork is any work, study or research authorised by SCU and undertaken by employees, students, contractors, visitors or other approved participants at a location off campus and outside of urban areas. (56) Refer to HRP20: Lone and Isolated Work for more information and the SCU Outdoor Fieldwork Safety Policy. (57) A Workplace Health and Safety (WHS) inspection is designed to identify and eliminate or control workplace hazards. Inspections carried out on a regular basis are the key to preventing accidents and injury in work areas. Inspections of high-risk work areas such as laboratories, workshops, plant rooms, chemical storage facilities, art studios are to be carried out every 3 months. Low risk areas such as lecture theatres, offices, kitchens, and toilet facilities are to be carried out every 6 months. (58) What to consider when conducting a workplace inspection: (59) Safety Support Officers should record any potential hazards on the checklist and the corrective actions required in RiskWare. Any hazards identified must be eliminated or controlled in accordance with WHSMP02: Hazard Identification, Risk and Opportunity Management Procedure. (60) Refer to WHS Responsibility and Accountability Statements. (61) Vice Presidents/Pro/Deputy Vice Chancellors have the following WHS responsibilities: (62) Heads of Work Units have the following WHS responsibilities: (63) Managers and Supervisors have the following WHS responsibilities: (64) All employees and others have the following WHS responsibilities: (65) All relevant documentation will be recorded and kept in accordance with WHS Legislation and other legislative obligations including: (66) This procedure will be reviewed as per nominated review dates or because of other events, such as: HRP14: Workplace Environment and Facilities Management
Section 1 - Purpose and Scope
Section 2 - Definitions
Top of Page
Section 3 - General Principles
Consultation
Information, Instruction and Training
Work Layout
Entry and Exit
Housekeeping
Work Areas
Workstations
Floors and other surfaces
Lighting
Air Quality
Heat and Cold
Facilities
Drinking Water
Toilets
Hand washing
Dining facilities
Change Rooms
Personal storage
Shower Facilities
Outdoor work
Noise
Remote and isolated work
Workplace Inspections
Section 4 - Roles and Responsibilities
SCU Vice Chancellor
Vice Presidents/Pro/Deputy Vice Chancellors
Head of Work Units
Managers and Supervisors
Employees and others
Top of PageSection 5 - Records of Documentation
Top of PageSection 6 - Revision and approval history
Top of PageSection 7 - References
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