• Section 1 - Purpose and Scope
• Section 2 - Definitions 
• Section 3 - General Principles 
• Section 4 - Roles and Responsibilities
• Section 5 - Records of Documentation  
• Section 6 - Revision and approval history 
• Section 7 - References 
• Section 8 - Related Documents  

Section 1 - Purpose and Scope

(1) The purpose of this procedure is to ensure the management of risks associated with hazardous chemical management 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 hazardous chemical management 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.  

Section 2 - Definitions 

Section 3 - General Principles 

(5) SCU minimises the risks arising from the use hazardous chemicals to employees, students, and visitors to workplaces by:  

1. Ensuring all employees have access to this procedure and will be inducted to the WHSMS. 
2. Ensuring each Facility maintains an up-to-date hazardous chemical register.  
3. Ensuring hazardous chemicals within each facility are assessed for risks with controls in place. 

Limitations 

(6) This procedure does not cover selection and guidance for use of personal protective equipment (PPE). Please refer to the applicable Safety Data Sheet (SDS). 

Consultation  

(7) SCU management and supervisors will ensure that consultation occurs with employees and managers who may be using or affected by the use of hazardous chemicals. The  employee must receive all necessary training and access to all Safety Data Sheets (SDS) that are available for use within the work unit. The duty to consult and provide an SDS applies to all contractors and others who may attend the site for works or training purposes.  

Information, Instruction and Training 

(8) It is the Work Unit responsibility to, so far as is reasonably practicable, ensure the provision of regular training, instructions, or supervision necessary to protect all persons from risks arising from work carried out as part of the conduct of SCU business.  

(9) The Work Unit must ensure the information, training, or instruction is suitable and adequate to address the nature of the work and the degree of risk, confirming employee, and others, and understanding and application of controls. The training should address the following:  

1. the nature of the hazardous chemicals involved and the risks to the worker.  
2. the control measures, how to use and maintain hazardous chemicals correctly as outlined in the Safe Work Procedure (SWP). 
3. the selection, use, maintenance and storage of any personal protective equipment (PPE) required to control risks.  
4. any health monitoring which may be required and the employee’s rights and obligations. 
5. the labelling of containers of hazardous chemicals, the information that each part of the label provides and why the information is being provided as per the Globally Harmonised System and Code of Practice Labelling of Workplace Hazardous Chemicals. 
6. the availability of SDS for all hazardous chemicals, how to access the SDS, and the information that each part of the SDS provides, and the work practices and procedures to be followed in the use, handling, processing, storage, transportation, cleaning up and disposal of hazardous chemicals. 
7. Records of training provided to employees must be kept, documenting who was trained, when and on what. 

Work Unit Requirements 

Manifests and Placards 

(10) Each Work Unit in SCU must assess the quantities of hazardous substances and determine if they meet the threshold to place placards and maintain an up-to-date manifest as per the Code of Practice Managing Risks of Hazardous Substances. The Head of Work Unit will undertake this review in consultation with their employees. 

Work Unit Emergency Plans 

(11) Emergency plans need to be available if the quantities of a hazardous chemical used, handled, generated or stored at the site exceeds manifest quantities for that hazardous chemical; and if quantities do not exceed manifest quantities. 

(12) Emergency procedures need to be in place with employees trained in their implementation for each hazardous chemical used, handled, generated, transported or stored in the workplace. 

(13) The emergency plan should typically include: 

1. potential emergency event/s the chemical may cause. 
2. injuries that would be expected and their first aid. 
3. When to escalate to emergency services 
4. immediate actions to prevent escalation of the incident. 
5. secondary actions to escalate the incident where it becomes uncontrolled. 
6. responsibilities and resources needed to contain and manage the incident. 

Laboratory and Maintenance Work Area Requirements 

(14) SDS must be provided by suppliers if the product is known or considered to be hazardous or dangerous. Further, SDS are to be securely stored and easily accessible. Employees are to:  

1. maintain control of ignition sources. 
2. preventing the accumulation of flammable and combustible substances. 
3. ensuring the provision of fire protection and firefighting equipment. 
4. ensure emergency and safety equipment is readily available.  

Chemical Register 

(15) The Head of Work Unit must ensure that a register of hazardous chemicals at the workplace is prepared and kept up to date. SCU utilises ChemWatch as the system for maintaining a chemical register. ChemWatch must be readily accessible to employees involved in using, handling or storing hazardous chemicals and to anyone else who is likely to be affected by a hazardous chemical at the workplace. The register is a list of the product names, manufacturers, and quantities of all hazardous chemicals used, handled or stored at the workplace accompanied by the current SDS for each hazardous chemical listed. It must be updated as new hazardous chemicals are introduced or removed to/from the workplace.  

Safety data sheets (SDS) 

(16) The supplier or the manufacturer must provide the current SDS for the hazardous chemical when: 

1. the chemical is first supplied to the workplace, and 
2. if the SDS is updated or amended.    

(17) Work Units must ensure this occurs no later than when the chemical is first supplied at the workplace or as soon as practicable after it is first supplied, but before it is used at the workplace.  

(18) Work Units must ensure that the current SDS is added to ChemWatch and printed copies readily accessible to employees involved in using, handling, transporting or storing the hazardous chemical at the workplace and emergency service employees, or anyone else who is likely to be exposed to the hazardous chemical. 

Risk Management 

(19) All processes involving chemicals must be subject to  WHSMP02 - FOR - 06 - Hazardous Substances Risk Assessment prior to commencement followed by implementation of controls.  

(20) If there is a risk to health as identified in WHSMP02 - FOR - 06 - Hazardous Substances Risk Assessment prior to the work commencing (controls are to be implemented e.g. alternatives to those chemicals be found or the work not undertaken,or the task to be performed places an employee or others at higher risk, a risk assessment must be completed . Please refer to WHSMP02: Hazard Identification, Risk and Opportunity Management Procedure for further guidance on conducting a risk assessment. 

Safe Work Procedures 

(21) The control measures you apply from the risk management process may change the way work is carried out. In these situations, SCU management and supervisors must consult your employees and develop safe work procedures, and provide your employees with training, instruction, information and supervision on the changes.  

Emergency response 

(22) The purpose of the emergency plan is to minimise the effects of any environmental or serious incident that may occur involving hazardous chemicals. Examples would be a loss of containment of the hazardous chemical leading to a spread of liquid or vapour through the premises and possibly into adjacent departments or public places. Emergency plans and first aid requirements must be reviewed and adjusted to prepare for potential incidents relating to hazardous chemicals on site. 

(23) If a pollution incident occurs, all necessary action should be taken to minimise the size and any adverse effects of the release. If the incident presents an immediate threat to human health or property, 000 must be immediately called. The relevant Environment Protection Authority must be notified. 

Emergency and First Aid Procedures 

(24) First Aid provisions must be provided in accordance with the SDS specifications. The Head of Work Unit is to ensure that where a hazardous chemical is used, the first aid items and systems match those stipulated by the SDS including: 

1. the provision of first aid equipment. 
2. that each worker has access to the equipment. 
3. an adequate number of employees are trained to administer first aid or employees have access to an adequate number of people who have been trained to administer first 
4. aid relevant to the chemical. 
5. all employees have access to facilities for the administration of first aid. 

Spill Kits 

(25) Where necessary an appropriate spill kit which is compatible with the type and volume of spill in the area, which includes any necessary PPE must be readily available. Training in the use of the spill kit must also be provided and documented by the Work Unit. The spill kit must be kept up to date and monitored as part of the Workplace Inspection Checklist. 

(26) Spill prevention must be incorporated in the instructions for use of all substances using: 

1. the advice provided in the SDS. 
2. risk assessment conducted on the substance. 
3. SWP’s are developed using the SDS and or WHSMP02 - FOR - 06 - Hazardous Substance Risk Assessment. 

(27) SWP’s must include advice on action/s to be taken in the event of a substance spill as defined by the SDS or any associated risk assessment. Spill Kits must be readily available at all locations where hazardous chemicals are stored or used. All relevant employees must be trained in the SWP’s and spill kit use. 

(28) A spill kit containing all equipment and PPE necessary to deal with spills or leaks, including absorbent material, neutralising or decontaminating material, and relevant SWPs must be maintained at all sites where hazardous chemicals are used or stored. 

(29) Any spills or leaks must be cleaned up immediately only if safe to do so for small spills depending on the chemicals, for large spills evacuate immediately i.e. break the glass in the red panels on the wall and call 000. Contaminated or damaged hazardous chemicals should not be returned to their original packaging, except for disposal or where this will not increase the risk. 

Health Monitoring 

(30) Health monitoring may be required for hazardous chemicals which are toxic or have other health hazards and risks.  For information and support on what on health surveillance contact the WHS Team or refer to the Code of Practice ‘Managing the Risks of Hazardous Chemicals in the Workplace and Schedule 14 of the NSW WHS Regulations. 

Storage and Compatibility 

(31) Quantities of hazardous chemicals should be kept to a minimum. Storage conditions specified in the SDS must be followed to ensure stability (e.g. maintain stabilizers or refrigeration, keep packages dry) and not above the manifest or placarding level. Hazardous chemicals may include requirements for separation and segregation by class type for all incompatible substances. This may require having a dedicated Australian Standard-approved cabinet for each type of hazardous chemical (depending on the quantity stored). 

Disposal 

(32) All chemical waste needs to be handled, stored, labelled, and disposed of safely following the instructions on the environmental legislation SDS and applicable environmental legislation as per the SCU Transport, Storage and Disposal of Hazardous Substances Manual. 

Complying with regulations and exposure standards  

(33) Work Units must ensure that no person at the workplace is exposed to a substance or mixture in an airborne concentration that exceeds the exposure standard for the substance or mixture. Air monitoring may be necessary to ensure that employees are not exposed to airborne concentrations above the chemical exposure standard. 

(34) Biological monitoring should be done by Work Units to assess a worker’s overall exposure to a hazardous chemical that can be absorbed through the skin as well as inhaled. An Occupational Hygienist can be contracted to perform such assessments. 

(35) Exposure standards do not represent a ‘no-effect’ level which makes exposure at that level safe for all employees, therefore Work Units should ensure that exposure to any hazardous chemical is kept as low is as reasonably practicable. This includes exposure to hazardous chemicals that do not have exposure standards, as they may still pose a risk to employees. Exposure standard, including those for non-threshold genotoxic carcinogens (NTGC’s) that have the potential to cause cancer at any exposure level, can be found at SafeWork Australia. 

Labels 

(36) Work Units must ensure that hazardous chemicals, the containers of hazardous chemicals are correctly labelled as per the GHS system and Code of Practice for Labelling of Workplace Hazardous Chemicals. Some labels do not contain all hazard information, for example, on some consumer product labels, some agricultural and veterinary chemical products, where the label is too small to fit all relevant hazard information, or when hazardous chemicals that are dangerous goods are labelled to meet transport requirements. SCU should refer to the SDS when reading a label to ensure all safety precautions have been taken and appropriate PPE is available. 

Section 4 - Roles and Responsibilities

University Council  

(37) The SCU Council has the following WHS responsibilities: 

1. Demonstrate commitment to WHS and set examples for employees. 
2. Ensure regulatory compliance with standards and procedures. 
3. Maintain WHS management systems meeting policy, legal, and regulatory requirements. 
4. Review WHS risks periodically and consider implications in decisions. 
5. Oversight of the development and alignment WHS strategy with university objectives. 
6. Agree on and monitor WHS objectives, targets, and performance. 
7. Provide adequate WHS training and resources for roles. 
8. Review and learn from WHS incidents and trends and ensure corrective actions. 
9. Ensure  crisis management processes for incidents are implemented. 
10. Cooperate with regulators and WHS Manager on legislative requirements. 
11. Monitor and report WHS performance, maintain relevant records, and track progress against objectives. 

Operational Responsibilities 

(38) The SCU Vice Chancellor has the following WHS responsibilities: 

1. Foster a positive WHS culture with continuous improvement and leading by example. 
2. Appoint competent resources for WHS roles based on risk profile, including an advisor for WHS duties. 
3. Allocate resources for WHS systems and training for direct reports. 
4. Manage key stakeholder and regulatory relationships. 
5. Comply with WHS legislative requirements and collaborate with authorities. 
6. Ensure compliance with WHS policy and legal requirements is monitored through plans and reviews. 
7. Take actions to achieve WHS objectives and address deficiencies. 
8. Implement disciplinary measures for WHS breaches as needed. 

Vice Presidents/Pro/Deputy Vice-Chancellor 

(39) Vice Presidents/Pro/Deputy Vice Chancellors have the following WHS responsibilities: 

1. Be aware of, monitor and control critical hazards and controls applicable to their work unit 
2. Ensure compliance with WHS policies, procedures by persons involved in their work unit’s undertaking. 
3. Incorporate WHS risks in the Enterprise risk register and apply controls. 
4. Provide oversight of Work Unit WHS performance, reporting, and sharing lessons from incidents. 
5. Appoint and allocate appropriate WHS resources for risk management and training. 
6. Foster a positive WHS culture, promote continuous improvement, and lead by example. 
7. Cooperate with Regulators/Authorities and WHS to meet legislative requirements. 
8. Review safety performance, discuss with management, and take corrective actions as needed, including disciplinary measures for WHS breaches. 

Head of Work Unit 

(40) The Head of the Work Unit has the following WHS responsibilities: 

1. Ensure compliance with WHS policies, procedures, and controls. 
2. Ensure WHS compliance, communication, and risk management. 
3. Provide oversight for Work Unit WHS performance. 
4. Promote a positive WHS culture and competency. 
5. Manage WHS incidents and reporting. 
6. Obtain and follow WHS professional advice. 
7. Coordinate with regulators and WHS teams. 
8. Conduct audit and assurance activities and ensure action on findings. 
9. Engage with stakeholders on WHS matters. 
10. Report accidents and incidents promptly. 
11. Enforce disciplinary measures for WHS breaches. 

Managers and Supervisors 

(41) Managers and Supervisors have the following WHS responsibilities: 

1. Ensure compliance with WHS policies, procedures, and controls. 
2. Ensure access to competent WHS advice and training. 
3. Provide resources and approval for safe activities. 
4. Cooperate with regulators, WHS Manager, and Partners. 
5. Monitor and act on regulatory visits and incidents. 
6. Conduct assurance activities. 
7. Engage stakeholders on safety matters as needed. 
8. Report and record all WHS incidents promptly. 
9. Review Work Unit WHS performance regularly. 
10. Enforce disciplinary measures for WHS breaches. 

Employees 

(42) All employees have the following WHS responsibilities: 

1. Complete required WHS training and stay updated. 
2. Prioritise health and safety for oneself and others. 
3. Ensure compliance with WHS policies, procedures, and control  
4. Report WHS concerns promptly to relevant personnel. 
5. Cooperate with SCU on WHS matters. 
6. Understand and adhere to WHS procedures and risk assessments. 
7. Notify relevant management of unsafe conditions or practices. 
8. Work within established safety controls and systems. 
9. Support WHS objectives and targets. 
10. Use equipment only with proper training. 
11. Wear issued PPE correctly. 
12. Request additional WHS training if needed. 
13. Follow instructions from authorities and supervisors. 
14. Report accidents, defects, or hazards promptly. 
15. Participate in audits and reviews as required. 
16. To cease work if there is a reasonable concern of a serious risk or an immediate or imminent hazard poses serious risk to health and safety 
17. To inform supervisor if work is ceased. 

WHS Team 

WHS Manager 

(43) The WHS Manager has the following responsibilities: 

1. Develop and lead the University's health and safety strategy. 
2. Implement and maintain WHS policies, procedures, and controls. 
3. Provide oversight and reporting on WHS performance. 
4. Develop and maintain WHS management systems. 
5. Ensure compliance with legal and regulatory WHS requirements. 
6. Assess and manage WHS risks effectively. 
7. Promote visible leadership in WHS. 
8. Communicate progress against WHS plans and objectives. 
9. Ensure adequate WHS resources and training. 
10. Provide WHS advice to management and maintain relationships with regulators. 
11. Investigate and report accidents/incidents, sharing lessons learned. 
12. Develop and monitor a WHS compliance assurance program. 
13. Support SCU in new research, sites, and acquisitions. 
14. Maintain accurate WHS data and reporting. 
15. Regularly review and address WHS incidents and performance. 

WHS Business Partners  

(44) WHS Business Partners have the following responsibilities: 

1. Assist work units with the application of procedures.  
2. Support understanding and compliance with SCU standards and regulations. 
3. Assist in WHS risk assessments and controls implementation. 
4. Actively promote WHS culture and plans. 
5. Maintain skills and stay updated on legal requirements. 
6. Advise on WHS training needs. 
7. Cooperate with regulators and WHS Manager on legal requirements. 
8. Report incidents and support investigations. 
9. Support WHS inspections, audits, and corrective actions. 
10. Ensure accurate WHS data in RiskWare and meet reporting requirements. 

Section 5 - Records of Documentation  

(45) All relevant documentation will be recorded and kept in accordance with WHS Legislation and other legislative obligations including:   

1. Pre-purchased hazard assessments 
2. Hazardous chemicals risk assessments 
3. SWP’s 
4. Workplace Inspections Checklists 
5. Training evidence 

Section 6 - Revision and approval history 

(46) This procedure will be reviewed as per nominated review dates or because of other events, such as: 

1. Internal and external audit outcomes. 
2. Legislative changes. 
3. Outcomes from management reviews. 
4. Incidents. 

Section 7 - References 

Section 8 - Related Documents