• Section 1 - Purpose and Scope
• Section 2 - Definitions 
• Section 3 - General Principles 
• Section 4 - Roles and Responsibilities
• Section 5 - Records of Documentation  
• 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 lone and isolated work 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, students and others are aware of the risks associated with lone and isolated work 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 risks from working remotely or in isolation by: 

1. Ensuring all employees have access to this procedure and are inducted into the WHSMS. 
2. Ensuring risk assessments are conducted and approved for all work performed alone or in isolation. 
3. Maintaining reliable communication methods for employees approved to work alone or in isolation. 
4. Submitting travel plans for work conducted in remote or isolated locations, involving travel outside the metropolitan area, interstate, or overseas. 
5. Establishing detailed emergency procedures for all work performed alone or in isolation, including specific actions for different types of emergencies, emergency contact numbers, and locations of emergency equipment. 
6. Providing psychological support for workers who might face stress or mental health issues due to isolation. 

Information, Instruction, and Training

(6) SCU must determine that the employee undertaking the work alone/remotely is competent to undertake the work and record the assessment of competency on the authorisation. Employees must have completed appropriate induction training, including emergency evacuation and other necessary emergency procedures prior to approval being given. Records of training must be maintained. 

Risk Assessment 

(7) All work performed alone or in isolation must be assessed for risk and approved by a supervisor using the HRP20 – FOR – 01 - Working Alone or in Isolation Risk Assessment Form. 

(8) The assessment process will identify potential hazards associated with the work: 

1. Eliminate risks to health and safety as far as reasonably practicable. 
2. If unable to eliminate risks, conduct a risk assessment to determine the required control measures. 

(9) Following the identification and assessment steps in the risk assessment, control measures will be implemented that consider: 

1. Consider factors such as site access, medical and emergency assistance, supervision level, unattended substances, training, security, communication means, and pre-existing medical conditions. 
2. Identifying and designating a contact person. 
3. Identifying the frequency and method of contact required. 
4. Arrangements for rescue, medical, and emergency assistance. 
5. Preparing any Safe Work Instructions (SWI) required. 
6. Obtaining the authority to perform work alone or in isolation. 
7. Periodically evaluate control measures to ensure they remain effective. 
8. Review and improve control measures where results indicate existing measures do not control the risk. 

Communication 

(10) All persons approved to work alone or in isolation must ensure reliable means of communication are maintained at all times. They should notify Security or a supervisor of work commencement and expected completion times when working outside normal hours. A schedule for regular contact with the University or another reliable person, especially for remote or isolated fieldwork, should be established.  

(11) The extent of these arrangements will be dependent on the type of work undertaken and the outcomes of a risk assessment. The amount of contact required whilst working alone or remotely will depend on the potential risk and the experience of the individual undertaking the work. 

Low risk working alone  

(12) For office or computer-based work or work having been assessed as low risk, the following must be undertaken:  

1. Employees or students working back or coming in outside of normal working and class hours should always advise Security that they are on site and again when they are leaving.  
2. When off-campus a supervisor or alternate contact person should be notified of the work commencement and expected completion times.  
3. All personal security measures, e.g. lock doors, walk in well-lit areas, request a security personal escort as required.  
4. If the working alone time is going to be greater than 3 hours, arrange times to phone a contact person to confirm personal safety. 

Travel Plans 

(13) An itinerary must be submitted to supervisors for all work conducted alone or in isolation, including remote or isolated locations and travel outside the metropolitan area, interstate, or overseas. Supervisors must implement safety protocols for working in isolation.  

Emergency Response 

(14) Appropriate emergency procedures must be established for all work performed alone or in isolation, and incidents/emergencies should be escalated through the appropriate channels if necessary ie. 000 Emergency responders, Security on site, supervisor etc.  

Where Presence of Others Required 

(15) Ensure another authorised person is present when performing high-risk activities such as: 

1. Handling exposed, energised electrical or electronic systems. 
2. Using large volumes of flammable solvents or hazardous substances. 
3. Working in extreme temperature environments or confined spaces. 

Work Classified as Too Hazardous for Isolation 

1. Perform during normal working hours with qualified assistance and supervision. 

Authorisation 

(16) Obtain authorisation to work alone or in isolation before commencement, signed by the appropriate supervisor.  

(17) Use HRP20 – FOR - 02 – Authorisation for Work Alone or in Isolation or exchange emails with retained records. 

(18) For work that is undertaken regularly, the same risk assessment can be utilised if the conditions remain current as documented on the risk assessment and providing it takes into account all conditions likely to be experienced during the period of approval. The systems provided for communication and equipment used shall be maintained to ensure reliability and effectiveness should an emergency occur. 

After-Hours Emergency 

(19) Contact Emergency Services on 000 for life-threatening emergencies. 

(20) Contact campus security in an emergency for immediate on-site response. 

Section 4 - Roles and Responsibilities

University Council  

(21) 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 

(22) 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 

(23) 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 

(24) 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 

(25) 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 

(26) 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 

(27) 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  

(28) 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  

1. All relevant documentation will be recorded and kept in accordance with WHS Legislation and other legislative obligations including:  
2. Maintain records for all work performed alone or in isolation, including risk assessments, communication logs, travel plans, and emergency procedures.  
3. Keep records for specified durations, such as 28 days after work or 2 years after a notifiable incident.  
4. Top of Page

   Section 6 - Revision and approval history 

(29) 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