• Section 1 - Purpose and Scope
• Section 2 - Definitions
• Section 3 - General Principles
• Background
• Consultation
• Information, Instruction, and Training
• Risk Assessment
• Managing the Risk of Physical Safety and Security Events
• Risk controls
• Incident Reporting and Response
• Monitoring and Review
• Campus and Work Unit Security
• High Risk Persons Database 
• Emergency Preparedness
• Building Safety
• Section 4 - Role 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 Southern Cross University (SCU) management, employees, students and others are aware of the risks associated with physical safety and security in the workplace and relevant management strategies and to provide advice on the risk mitigation process. 

(2) All employees, students, and others must follow this Procedure.  

(3) This Procedure applies to all SCU Work Units and sites.

Section 2 - Definitions

Section 3 - General Principles

Background

(4) Aggression and violence in the workplace form part of SCU's risk profile in relation to physical safety and security. Acts of aggression and violence may be a by-product of interactions with SCU staff or services (e.g., frustration at administrative delays) or intentional and planned acts that threaten staff, student, and/or visitor safety and security (e.g., presence of an armed offender). Although safety and security overlap in many ways, they are distinct domains of managing risk and may require different strategies to eliminate or successfully reduce the risks involved so far as is reasonably practicable.

(5) Physical safety and security may also involve acts of sexual harassment or assault. For example, inappropriate touching, hugging or kissing, actual or attempted rape or sexual assault, and insults, taunts, or unwelcome and inappropriate jokes all represent a risk to physical safety and security at SCU.

(6) An important consideration is the legal implications of workplace violence and aggression; sexual harassment or assault go beyond WHS. Such incidents must be reviewed to identify whether the involvement of police or other law enforcement agencies is warranted.

Consultation

(7) Consultation regarding physical safety and security will be aligned with WHSMP07: Consultation, Communication, and Participation. 

Information, Instruction, and Training

(8) SCU will ensure that the comprehensive risk assessment accurately demonstrates a risk mitigation-based approach to providing the physical safety of all staff.  

(9) Where identified in the risk assessment, employees will undergo training tailored to prevention, early intervention, and de-escalation principles. 

(10) De-escalation training is an administrative control, so it must be used in conjunction with other higher-order controls such as physical screens or barriers between staff and customers (where appropriate) or virtual or phone-based communication for challenging conversations.

(11) Effective de-escalation requires a holistic approach that covers physical violence and aggression. Such training should include, as a minimum, the following:

1. The types and causes of workplace violence, aggression, and other safety and security events.
2. The potential triggers or situations in which such safety issues are more likely.
3. Measures to prevent triggers from occurring in the first place.
4. Laws and regulations that cover physical safety and security.
5. How can incidents be reported after the event, and what should be expected from SCU.
6. Support services are available to staff who have experienced physical safety or security events.

(12) When higher-level interventions are required, a graduated response will apply.  All security staff must have completed appropriate training and a security operations license.

Risk Assessment

(13) Regular risk assessments are conducted to identify potential hazards and risks across all areas of the University as per WHSMP02: Hazard Identification, Risk and Opportunity Management Procedure.

(14) Risks are prioritised based on severity and the likelihood of occurrence, with mitigation strategies and action plans developed accordingly.  These assessments will be developed in consultation with affected employees. A physical safety and security risk assessment is required to identify high-risk exposure points and controls. When assessing the risk of  work-related violence, the following reports and analysis shall be considered:

1. Incident reports, hazard reports, and incidents involving employees and others.
2. Workers' compensation claims.
3. Security activity and reports.
4. Community violence profile from the relevant state Police Service, including the rate of callouts.
5. Audit and assurance data.
6. Employee consultation.

(15) Workplace inspections assist in identifying potential contributing risk factors, including:

1. Environmental design factors.
2. Working in isolation, either remotely in the community or within a SCU facility.
3. Work procedures and practices involving tenant relationships.
4. Protection strategies when violence occurs or seems imminent.
5. Employee and supervisor information, training, awareness, post-incident response, record keeping, and evaluation.
6. Current controls in place.

(16) Refer to HRP14: Workplace Environment and Facilities Procedure for the Workplace Inspection Checklist

Managing the Risk of Physical Safety and Security Events

(17) Where workers are deemed likely (through risk assessment) to experience workplace violence and aggression, SCU will adopt a systematic risk management approach by implementing appropriate control measures. These control measures will act on two pathways: preventative (i.e., eliminating or reducing the risk of exposure to physical safety and security hazards) and mitigative (i.e., reducing the severity of the exposure to physical safety and security hazards). 

(18) Control measures should follow the hierarchy of controls, prioritising higher-order measures such as elimination, isolation, substitution, engineering, and addressing any residual risk through administrative and protective equipment.

Risk controls

Incident Reporting and Response

(19) If an employee is affected by a violent or aggressive act, this will be reported to the Supervisor and entered into RiskWare as per WHSMP17: Incident Management, Reporting and Investigation Procedure. SCU will provide immediate and ongoing support for employees affected by workplace violence, including counselling and debriefing sessions.

(20) Consideration must be made to whether the incident warrants investigation by external law enforcement agencies, such as if it is reasonably suspected that a crime has occurred.

Monitoring and Review

(21) SCU will regularly monitor and review all control measures relating to this procedure to ensure their effectiveness as per WHSMP15: Audit and Assurance.

Campus and Work Unit Security

(22) A dedicated security team is responsible for patrolling the premises, monitoring CCTV cameras, and responding to security incidents.  Access control measures, including secure entry points and identification card systems, are implemented where necessary through risk assessment. 

(23) There is an internal approval system covering control of access to SCU buildings. The system includes: 

1. measures to identify people approved to access the workplace (via a Head of Work Unit approval form) 
2. measures to prohibit unapproved people from entering the workplace and at certain times (specified via Work Unit) 
3. measures to communicate the access conditions/restrictions to people (via Gallagher) 

High Risk Persons Database 

(24) SCU maintains a high-risk persons database. The database contains all relevant information to identify the expected high-risk person and the location and potential risk to SCU employees. Property Services works with stakeholders across SCU to ensure the database is maintained and current.  

Emergency Preparedness

(25) No one can predict when an emergency will occur. Emergencies may arise due to a fire, explosion, chemical spill, medical emergency, natural disaster, bomb threat, or violence.  SCU has a pre-prepared plan to respond to an emergency before it happens and ensure that the people present will remain safe.  Refer to the SCU Emergency and Crisis Management Plan (Lismore and Gold Coast, the Coffs Harbour Education Campus (CHEC) Emergency Management Plan and Procedures Reference Manual, National Marine Science Centre Emergency and Crisis Management Procedures and WHSMP05: First Aid, Emergency Preparedness and Response Procedure for further details and responsibilities of all employees.

Building Safety

(26) All buildings comply with relevant duress alarms, building codes, regulations, and standards for structural integrity, fire safety, and accessibility.  Regular workplace inspections and building infrastructure maintenance, including electrical, plumbing, and fire, are conducted.  Clear signage, diagrams, drills for emergency exits, fire extinguishers, first aid kits, and other safety equipment are provided.

Section 4 - Role and Responsibilities

(27) Refer to WHS13: Responsibility and Accountability Statement.

Section 5 - Records of Documentation

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

1. In-situ risk assessments.
2. Workplace Inspections Checklists.
3. Training evidence/licences.

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